Learn how to use your Rolodex to keep track of key contacts—and so much more.
The Timeline Genius Rolodex is your central hub for organizing all the important people and places involved in your events. Whether it's a vendor, venue, or client, you can store detailed information that not only keeps you organized but also enhances your timelines automatically.
Here’s how to add and make the most of your Rolodex:
Getting Started
Log in to your account and select “Timelines” from the top menu.
Click on the “Rolodex” tab on the left side of your screen.
Choose Vendors, Venues, or Clients from the sub-tabs.
Click “Add Vendor/Venue/Client” and enter your information.
Click “Save” on the bottom right.
What You Can Add to a Rolodex Contact
Each contact in your Rolodex can store a rich set of details to help you stay organized and efficient:
Basic Contact Information
Company or Contact Name
Role (e.g., DJ, Photographer, Venue, Planner)
Phone Number(s)
Email Address
Physical Address
Online & Social Links
Website
Instagram
Facebook
X (Twitter)
Notes Section
Add internal notes like:
Preferences (e.g., “prefers 30-min setup buffer”)
Past experiences or feedback
Special instructions or reminders
Tags (e.g., #preferred, #florist, #VIP)
These notes stay attached to the contact and can be referenced across all timelines.
File Attachments
Upload relevant documents such as:
Contracts
Insurance certificates
Floor plans
Inspiration photos
Venue-Specific Feature: Guidelines
For venues, you can also add Guidelines, which is a powerful feature that sets Timeline Genius apart.
Store venue rules like:
Load-in/load-out restrictions
Noise ordinances
Setup limitations
Preferred vendor lists
✨ Pro Tip: These guidelines can automatically pull into your event timelines, helping you build accurate timelines faster and avoid missing critical venue requirements.
Why This Matters
Keeping your Rolodex updated means:
Faster timeline creation
Fewer mistakes or missed details
Consistent, professional communication
A reusable database that gets smarter with every event