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Bitrix24 Task Templates

From SNAFU Con Wiki

This is an archive of the task templates we had for Bitrix24 when we stopped using bitrix.

No workgroup

Procurement department

Marketing Department

Employee Training

Maintenance Department

IT Department

Accounting Department

Legal Department

Review Previous Blogs

Put myself in Sam's group

Get Previous T-Shirt Sales

Watch Bitrix24 Training Videos

Graphics

Graphics - Annual Badge Designs

Graphics - Con Book

Graphics - Facebook Ad

Graphics - T-shirt Design

Graphics - Annual Coloring Book Pages

Graphics - Set up Facebook Event

Put Con Book Up on Site

Graphics - Signage to print

Annual Age Badge for ID checkers

Graphics - Make or Choose Annual Mascot(s)

Graphics - 4x6 Fliers

Graphics - 11x17 Poster

Graphics - Pins/Buttons for the year

Graphics - Badge Flavor Text

Graphics - Social Media Files

Get with Jackie about the CONventional comic for SNAFU Con

Move dropbox files to bitrix to clear out working space

Guests

FINALIZE ALL GUEST CRAP

Approved Guest (name)

Generate Guest Contract from Template

Get Contract Approved

Contract the Guest

Does Guest Get a Table?

Does Guest have Entourage members?

Enter Guest Appearance Check in QuickBooks

Do they receive a flight?

Make sure the bio on the website is fully updated and typo-free

Guest Panels

Per diem amounts

travel reiumbursements

hotel information (name, nights, bed count, checkin and out dates)

Schedule Guest Panels for (edit to update name)

Email Guest Announcement

Logistics

Annual Con Layout

Signage and Easel Locations

Choose Rooms

Stage(s)

Merchants Layout

Registration Line Tape

Pipe & Drape

Tables & Chairs

Stanchions

Water & Trash Cans

Order Tables

Take logistics pictures of the con

Print Logistics Maps

Schedule the truck

Annual logistics inventory

Type up Annual Logistics Inventory Results

Put together logistics inventory spreadsheets

Registration

Set Alarm for Bank Run

Email Users Without Badges

Harp on Staff Who Need Meetings

Figure Out Registration Hours

Start a conversation

VIP Letter

Staff Letter

Make YPS reports

Bag Stuffing

HR

Remind people to apply for meeting excusal.

Make sure pending excusal requests get handled

Staff Contract

Pester Previous Staff to Apply

Cosplay

Cosplay - Plan the Masquerade

Review and Update Judging Forms

Review & Update Masquerade Rule on Site

Review & Update Judge's Instructions on Wiki

Make Sure Programming Schedules Things

Find/Buy Masquerade Prizes In Theme

Buy Baskets for Prizes

Make Sure We Have Enough Clear Wrap For Prizes

Bundle Up Prize Baskets

Find/Determine Judges (Guests?)

Email Judges' Instructions to Judges

Put Together Masquerade Logistics Box

Plan for a Color Printer During the Rehearsal

Email the Info on the Masquerade

Cosplay - Determine & buy annual hall cosplay ribbons

Cosplay - Plan Cosplay Chess

Schedule Cosplay Chess With Programming Dept

Make sure Board is in good repair

Make Sure There's a Location Planned

Cosplay - Plan Meetups

Determine what meetups to run

Schedule meetups

Determine who is running which meetups

Cosplay - Plan Cosplay Repair

Review the Cosplay repair box for items

Budget request missing/needed cosplay repair items

Schedule the cosplay repair station

Cosplay - Plan Cosplay Panels

Encourage cosplayers to run panels (cosplay staff included)

Help cosplayers sign up for panels

Make sure programming schedules panels

Make sure cosplay panelists show up to their panels

Programming

Schedule Hentai Screening

export panel tech requirements list

Graphics - VIP Signs

Social media posts for fan panels

Video Programming Permissions

Funimation

Crunchyroll

Rightstuf

Viz

Media Blasters / Kitty Media

Animeworks

Reviewing the public facing fan panel informational page

Review, clean, and otherwise handle RT Queue(s)

Do a final proofread on all the panel titles and descriptions

Create a badge checking schedule

Prep panel envelops, or counting system

E-mail panel reminders to performers

Prep panel check-in instructions

Find video showing solution ( probably ripping dvd's )

Review all guest panels for accuracy

Programming to talk to Tech to see how any new equipment will effect things

Create slides for main stage schedule slideshow

Add Default Panels to Each Year

Email "Last Chance to Submit Panels"

Email "Panel Submissions Open"

Open Panel Applications

Merchants

Merchant Sales Tax

Merchant Contracts

Update Vendor public-facing webpage

Update Merchant Info Card

Marketing

Last Chance to Get a Room Blast

Review and Change All Social Media Passwords

VIP Swag

Mailchimp blast about hotels being open

All-list blast: Register now!

Press Push

Masquerade alert

Pre-con final all-list push

Guest alert

Panelists push

Tabling

Reach out to BLFC about table swap

RAGE Con

SCIENCE Administration

Pay ASCAP

There is account information in LastPass.

Task owner:

Thomas Kelly

Assignee:

Thomas Kelly

Deadline: 30 days Project:

SCIENCE Administration

Participants:

Sam Hanes

Observers:

Beta

Recurrence:

Every 15 day of September. Time: 7:00 pm.

Local Business License

Reno and Sparks will expire beginning of October and need to be renewed before con.

Task owner:

Beta

Assignee:

Beta

Deadline: 25 days Project:

SCIENCE Administration

Participants:

Thomas Kelly

Sam Hanes

Recurrence:

Every 15 day of September. Time: 7:00 pm.

Nevada Business License

Due November

Task owner:

Beta

Assignee:

Beta

Deadline: No deadline Project:

SCIENCE Administration

Observers:

Thomas Kelly

Recurrence:

Every 1 day of November. Time: 7:00 pm.

Annual Reconciliation

  • Task owner:Beta
  • Assignee:Beta
  • Deadline:120 days
  • Project:SCIENCE Administration
  • Observers:Tim Hof

Download Check Copies from WF

BST Entries to SCIENCE QB

Port of Subs check for unlimited drinks

BST invoice

S&B Invoice

BST Bill for Reg.Works

Complete BST Books

Check entered for BST / Reg.Works

Handle Dorms A/R

Equity percentage changes (before filing!)

GL entry for vendor taxes to petty cash

BST Intercompany Clearing

Import Reg from BACON

Review BACON Entries

Annual Turbo Tax

Reconcile All Accounts

  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration
Reconcile Bento

Instructions inside https://snafucon.bitrix24.com/workgroups/group/56/wiki/Reconciling+Statements/#PayPal3

  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration
Reconcile Paypal
  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration
Reconcile Checking
  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration
Reconcile Savings
  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration
Reconcile AMEX
  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration
Petty Cash Reconcile
  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration
Square reconcile
  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration

Figure out Registration Liabilities & Move Non-Liabilities to Income

DR the Liability, CR the income

  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration

Any Refund Checks?

  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration

Figure out Reimbursables

Enter all reimbursables and generate checks for them

  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration
Checklist
  • Enter Reimbursables
  • Generate Checks for Reimbursables
  • Update Use Tax Return for Reimbursables (probably add to October)

Clear Vendors Accounts (phone.com, etc)

  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration
Checklist
  • VPSDime
  • Phone.com
  • Public Storage
  • Nevada Department of Taxation
  • Namecheap
  • MXRoute
  • City of Reno
  • BST

Sales & Use Tax

  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration

Make Sure ASCAP is handled

  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration

Closing Entries

Retained earnings

     Beta Equity     

     Thomas Equity

     Sammich Equity

Closing Retained Earnings to Equity

Equity $

     Draws      $

Closing Draw account

  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration

Issues with TurboTax

  • COGS is WRONG - it needs to be fixed. Usually this is a "whatever means necessary" situation. Make sure starting/ending inventory is correct, and adjust purchases as necessary to come to the correct COGS number.

Getting to the actual tax forms

  1. Go to "View" --> "Forms" (Or use Ctrl-2)

Capital Contributions/Draws

Capital contributions/draws need to be entered using the "Forms" method or the balance sheet will never balance.

FIGURE OUT EQUITY PERCENTAGE END OF YEAR CHANGES BEFORE FINALIZING TAXES

  1. Go to "View" --> "Forms" (Or use Ctrl-2)
  2. Go to Sch K-1 Wks
  3. Use the scrollbar on the i-frame-like K-1 to access other owners.
  4. Enter cash contributions in Contributions-Cash section. This includes using cash to make purchases.
  5. If an owner contributed property and we had to estimate a value, enter in Contributions - Prop.

Partners' Liabilities Smart Worksheet

Turbo tax never fills in lines B, C, or D.

All our liabilities are nonrecourse.

Just copy the figure from A to ending B

  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration

Depreciation

Turbo tax takes care of depreciation beautifully!

Depr Expense DR

     Accum Depr      CR

2015 numbers:

Projectors 1749.75?

Projector Screens 559.95?

Mackie ProFX12 279.99?

Wireless Mics 549?

Yamaha home theater system 149.95?

  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration

Facebook expense on personal card

  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration

Facebook Ads

  • Assignee:Beta
  • Deadline:No deadline
Checklist
  • Download Invoices
  • Sort between SCIENCE and other orgs
  • Enter into QB

AMEX Expense Allocation (see instructions)

All of the AMEX cash back contra-expense should be allocated out to the actual expenses which incurred that cash back

This is easier than it sounds. Once everything has been posted and reconciled in quickbooks, import the journals and other reports to the bookkeeping system. Open up "Journals" next to the AMEX list and click the link at the top for "fast matcher." Match up the last stragglers that didn't match automatically for the year (ignore older things).

Once everything is matched, you need to enter all the statements. This is a relatively simple form, but you have to pay attention to the closing date.

Open each statement, mark as reconciled if it's right, then select which one is the cash back entry. (this should be automated! but isn't yet)

Once you have matched the entry, refresh the page and click on the report. It gives you what you need to make the journal entry to reallocate the money to the right expense accounts.

  • Assignee:Beta
  • Deadline:No deadline
  • Project:SCIENCE Administration

Venue

Pay Venue

Venue needs like a 50% deposit.

  • Assignee: Thomas
  • Deadline:No deadline
  • Project:Venue
  • Participants:[Owners]
  • Observers:[Venue Liaison] [Chairs]
  • Recurrence:Every 1 day of September. Time: 7:00 pm.

Venue Paperwork

There's paperwork to fill out every year. If it's not done by now, it should probably get moved on.

  • Assignee:[Venue Liaison]
  • Deadline:7 days
  • Project:Venue
  • Participants:[Owners] [Chairs]
  • Recurrence:Every 1 day of September. Time: 7:00 pm.

Complete & Submit BEOs

  • Assignee:[Venue Liaison]
  • Deadline:40 days
  • Project:Venue
  • Participants:[Owners] [Chairs]
  • Recurrence:Every 1 day of August. Time: 5:00 am.

Order Catering

In 2018 and 2019 we have a $3k minimum required budget.

  • Assignee:[Venue Liaison]
  • Deadline:45 days
  • Project:Venue
  • Participants:[Owners] [Chairs]
  • Recurrence:Every 1 day of August. Time: 5:00 am.

Annual Room Block Spreadsheet of DOOM

https://wiki.snafucon.com/wiki/Room_Block_Spreadsheet

  • Assignee:[Sammich]
  • Deadline:No deadline
  • Project:Venue
  • Participants:Thomas, Beta
  • Observers:[Chairs]
  • Recurrence:Every 1 day of January. Time: 5:00 am.

Request periodic room block spreadsheet from venue

  • Assignee:[Venue Liaison]
  • Deadline:No deadline
  • Project:Venue
  • Observers:[Owners] [Chairs]
  • Recurrence:Every 1 day of January. Time: 5:00 am.

Con Printing

Make sure Vendor Tax information gets printed for con

enough copies of the vendor tax forms, tax info sheets, and instructions for every merchant + some extra

  • Assignee:Beta
  • Deadline:No deadline
  • Project:Con Printing
  • Participants: [Owners] [Chairs] [Chair Support]
  • Observers:[Merchant heads]
  • Recurrence:Every 1 day of September. Time: 5:00 am.

Print and Laminate Merchant Info Cards

This is a little card that is laminated and punched like our badges so they can sit behind the badges.

They print in sheets of 6.

We want enough to cover all 50-is artists and 30-ish vendors plus some extra, so if we print 16 pages we get 96 badge cards.

  • Assignee:Beta
  • Deadline:300 days
  • Project:Con Printing
  • Participants:[Sammich]
  • Observers:[Merchant heads]
  • Recurrence:Every 1 day of January. Time: 5:00 am.

Press

Press Release

Once we have guests more or less together (we don't need all but we do want at least our bigger names set up and on our page) we need to put together a press release.

https://wiki.snafucon.com/wiki/Press_Release

  • Assignee: [Press Head]
  • Deadline:120 days
  • Project:Press
  • Participants: [Owners][Chairs][Chair Support]
  • Recurrence:Every 1 day of May. Time: 5:00 am.

Press Kits

Press kits should be created for the press that show up to con.

https://wiki.snafucon.com/wiki/Press_Kits

  • Assignee: [Press Head]
  • Deadline:150 days
  • Project:Press
  • Participants: [Owners][Chairs][Chair Support]
  • Recurrence:Every 1 day of May. Time: 5:00 am.

Convention Administration

Get Event Insurance

  • Assignee:Thomas Kelly
  • Deadline:No deadline
  • Project:Convention Administration
  • Participants: [Owners] [Chairs]
  • Observers:[Sammich]
  • Recurrence:Every 15 day of June. Time: 5:00 am.

Send Vendors to Tax People

Due 14 days before the event.

  1. Download the One Time Event Application from the General Purpose Forms page of Nevada Tax.
  2. Fill it out with the information from our website
  3. Make sure the list matches the list given to City of Reno
  4. Follow directions on the form for emailing.
  • Assignee:Beta
  • Deadline:No deadline
  • Project:Convention Administration
  • Participants: [Owners] [Chairs]
  • Recurrence:Every 2 day of September. Time: 7:00 pm.

Schedule Staff meetings

  • Assignee:Beta
  • Deadline:120 days
  • Project:Convention Administration
  • Participants: [Owners] [Chairs]
  • Recurrence:Every 1 day of January. Time: 5:00 am.

Buy Ties

Determine roughly how many we used last year, decide if we need more.

https://www.tieoutlet.com/

  • Assignee:Beta
  • Deadline:150 days
  • Project:Convention Administration
  • Participants: [Owners]
  • Recurrence: Every 1 day of January. Time: 5:00 am.

Review and clean up RT members

People come, people go. Remove people who aren't going to be handling emails this year from the groups and uncheck their privileged user box

  • Assignee: Beta
  • Deadline: No deadline
  • Project: Convention Administration
  • Participants: [Owners]
  • Recurrence: Every 1 day of May. Time: 5:00 am.
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