Plan a Conference with the AI Task Planner

Exhibitor manuals are long, deadlines hide on page 47, and the electrical order form is due three weeks before you thought. The AI Task Planner reads those documents for you. Upload them, and Claude turns them into a task plan with extracted deadlines, portal links, quantities, and the right pages attached to each task. You review everything before a single task is created.

Where to find it

There are three entry points, all backed by the same engine:

• Conference wizard, step 3 - build the plan while creating the conference. Generated tasks are applied when you finish setup.
• Tasks page - open a conference, go to Tasks, and click AI Task Planner.
• Home - the planner is available from your dashboard home for quick starts.

What you can upload

• PDF - including scanned documents. PDFs are read natively, so image-only pages, stamped forms, and odd layouts still work.
• Word (DOCX), Excel (XLSX), and CSV files.
• Images - photos or screenshots of forms and schedules.

Add optional instructions in plain language, like "we have a 20x20 island booth" or "ignore the sponsorship pages". The planner uses them when reading the documents and filling forms.

What comes back

After processing (a progress bar shows the stages), you get a proposed plan to review. Each task carries:

• Extracted specifics - the stated deadline, the ordering portal URL, the contact person, quantities, and prices land in the task description, so nobody re-reads the manual.
• A hard due date when the document states one - explicit deadlines from the document override the planner's estimated timing. You can still change any date in the review step.
• An action type - form to complete, deadline, order item, logistics, or general, so you can see the shape of the work at a glance.
• The source - which uploaded file the task came from, and the specific page range inside it.

Attachments: the right pages, not the whole manual

For each task, the planner recommends what to attach and explains why. You can override the recommendation per task in the review step:

• Relevant pages only - a short extract with just the pages that matter. Best for big manuals.
• Full document - the complete file, when context matters.
• Pre-filled fillable copy - for forms you submit digitally: the relevant pages plus a full fillable copy of the form with known values already entered.
• Flattened pages - for print-and-sign forms: the relevant pages with the pre-filled values baked in, ready to print.
• Full pre-filled document - the whole document plus a fillable pre-filled copy.

One technical note: page extracts are always flat. Interactive form fields only survive in full-document fillable copies, which is why the print and digital strategies exist side by side.

Form pre-fill

When a PDF has fillable form fields, the planner maps them and fills in what it can derive from context: your workspace name, the conference name and dates, the requesting user, and anything you put in the instructions. Proposed values are validated against the real form fields and shown in the review step, so you approve them before they are written into any file.

Completing forms inside the task

Form tasks get a Form section in the task view. Claude labels every field from the document, including hints and which fields look required, and marks the ones it already filled. You complete the rest in the app with real inputs: text fields, checkboxes, and dropdowns that match the actual form.

When you are done, one click generates the output:

• For fillable PDFs, your values are written into the attached form, replacing the pre-filled copy.
• For Word documents, scanned PDFs, and flattened attachments, you get a clean answer sheet PDF listing every field and your answer, ready to transcribe or send alongside the original.

Marking the form complete also ticks off open sub-tasks with "form" in the title, so the board stays honest.

Honest limitations

• Scanned and Word forms cannot be auto-filled. There are no digital fields to write into, so those tasks produce an answer sheet instead of a filled file.
• Flattened and pages-only attachments cannot be refilled. The values are baked in; to change them, complete the form fields in the task and generate a fresh output, or re-run the planner with the original file.
• If any attachment step fails during apply, the task falls back to attaching the full document and tells you in a warning. The plan never fails silently.

Review, apply, and cost

Nothing is created until you apply. In the review step you can edit titles, descriptions, assignees, and due dates, change attachment strategies, and drop tasks you do not want. In the wizard, applying is deferred to "Finish setup" so the whole conference lands at once.

Planner runs use a higher-grade document analysis model and count toward your workspace AI allowance like every other AI feature. Plan generation is a low-volume, high-value call: one manual, one run, one reviewed plan.

Related

• Managing tasks - the board where the plan lives afterwards.
• Booth Planner - shifts and schedules for the event days.
• Budget planning - track the spend those order forms create.
• The same document-reading approach powers target lead import in creating a conference and session import in the Booth Planner.