Project lead

Accountable for one event end to end. Lives inside the project — programme, schedule, suppliers, deadlines — and needs to see on any given morning what has slipped and who is waiting on them.

Persona

Project lead

Side

Internal — Works for the organisation running the events.

Reference

project-lead

Where they work

Inside one project, most of the day. This is the persona most operator-facing pages are written for.

What they are responsible for

Delivering the event: the programme and schedule, registration running, the suppliers booked, the tasks and approvals moving, and the deadlines holding. When something slips, it is their morning that changes.

What they can do

• Set the project up: dates, days, modules, roles, and who is on the team.
• Build and publish the schedule, and manage sessions, talks, and speakers.
• Open registration, set pricing, and handle changes, transfers, and the waitlist.
• Raise and chase tasks and approvals across the team and the client.
• See the project's budget and where it stands against it.

What they cannot do

• Reach into another project they are not assigned to.
• Post to the ledger, run payments, or close a period — that is the financial controller.
• Approve their own request where a second person is required.

Journeys they take part in

These are the end-to-end chains of work that name them — the steps they own, and the ones that only affect them.

Journey pages need an operator sign-in to open.

Win

• Deal to live projectA won deal becomes a provisioned project with the right modules and team.
• Price the jobLabour and services are priced so the job can hit its target margin.

Stand-up

• Client onboarding and transparencyThe client knows where to look and what they can self-serve.
• New project to operating baselineModules, dates, branding, team, and defaults are ready to work in.
• Who sees whatStaff and client access is correct at organisation and project level.

Financial ops

• Budget to marginPlan, commitments, actuals, and variance produce a known margin.
• Money back outRefunds, credit notes, and disputes are handled without breaking the books.
• Purchase to payA purchase order becomes a received, billed, paid, and posted transaction.
• Time to marginYou know what the project's labour actually cost, what you recovered against it, and whether the job made its margin.

Delivery

• Accommodation block to guest arrivedA room block is contracted, filled, and guests check in.
• Attendance to CPD certificateVerified attendance becomes accredited points and certificates.
• Call for papers to published programmeSubmissions are reviewed, accepted, scheduled, and published.
• Engagement during the eventAttendees participate and engagement is measurable.
• Exhibitor self-service to onsite-readyAn exhibitor completes their own obligations unaided.
• Group and delegate changesGroups, transfers, and cancellations happen without revenue leakage.
• Registration open to badge in handA delegate registers, pays, is confirmed, and arrives with a badge.
• Speaker commitment to stage-readyA confirmed speaker has materials, travel, and a slot.
• Sponsorship sell to floorPackages become prospects, contracts, entitlements, and a built booth.

Onsite

• Live issue handlingWalk-ins, changes, and problems are resolved at the desk.
• Onsite readiness to doors openKiosks, badges, signage, wayfinding, and run sheets are all live.
• Session delivery and captureSessions run, are recorded or streamed, and attendance is captured.

Close

• Content afterlifeRecordings and materials keep earning after the event.
• Event close to next eventLearnings, a clone, and the renewal conversation.
• Post-event close to client reportFinal actuals, margin, and a report that proves the value.

Ongoing

• Comms cadenceThe right message reaches the right audience on schedule.
• Integration healthEventsAir, Productive, and Xero syncs stay clean.
• Weekly ops rhythmTime is in, approvals are done, and WIP has been reviewed.

Pages that relate to the Project lead

• Approval SystemSign-in required
• Approval WorkflowsSign-in required
• Approvals
• Change Requests and TransfersSign-in required
• Check-in and AttendanceSign-in required
• Compliance DashboardSign-in required
• CPD / CE OverviewSign-in required
• Custom DashboardsSign-in required
• Device FleetSign-in required
• Document ManagementSign-in required
• Event program model
• Floor Plan DesignerSign-in required
• Getting Started as an Admin
• Group DiscountsSign-in required
• Group RegistrationsSign-in required
• How the Schedule WorksSign-in required
• Onsite OverviewSign-in required
• Onsite Sync & Device Issues
• PresentationsSign-in required
• Pricing and DiscountsSign-in required
• Project budgets
• Project BudgetsSign-in required
• Project DashboardSign-in required
• Project onboarding
• Project RolesSign-in required
• Project SetupSign-in required
• Recording ConsentSign-in required
• RegistrantsSign-in required
• Registration & Check-In Issues
• Registration model
• Registration OverviewSign-in required
• Registration TypesSign-in required
• Report Sharing & Scheduled DeliverySign-in required
• Reporting and dashboards
• Reports & DashboardsSign-in required
• Resources & ShowcaseSign-in required
• Schedule BuilderSign-in required
• Session ManagementSign-in required
• Setting Up a New Event
• Speaker ManagementSign-in required
• Speaker Upload StatusSign-in required
• Submission ConfigurationSign-in required
• Talk AcceptanceSign-in required
• Talk Acceptance ConfigSign-in required
• Talk ManagementSign-in required
• Task ManagementSign-in required
• Tasks
• Unattributed SpendSign-in required
• WaitlistSign-in required