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Event details

After you've created or copied an event, the Event details  screen appears. From here, you specify the event name, location, date, and cost, and control the kinds of visitors that can see and register for the event. You can also control whether guests are automatically added to your contact database.

What you need to know

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  • Before you can save an event, you have to enter the event title and start date.
  • Before you can enable registration, you have to set up at least one registration type.
  • You must save your changes to event details before adding registration types.

How do you...?

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 Create an event

Adding an event

To create or add a new event, follow these steps:

  1. Hover over the Events menu and select the Event list option.
  2. From your events list, click the Create new event button.

  3. Choose which type of event you want to create.

    Choose Simple if you are holding a free event that requires only an RSVP from your registrants, you can set up a simple event that requires less setup on your part, and provides for one-click registration by your registrants. When you create a simple event, you don't have to bother setting up registration types or a registration form. You just need to provide event details and set up your event emails. A single non-modifiable registration type of RSVP will be automatically created for you. Simple events do not allow for guests, registration limits, and cannot include multiple sessions. For more information, see Setting up a simple RSVP-only event

    Choose Advanced if your event charges a registration fee, has a registration limit, allows for guests, requires additional registration information from your registrants, or spans multiple sessions, you need to set up an advanced event. For more information, see Setting up advanced events.

  4. On the screen that appears, you can specify the event name, location, date, and cost of the event. The event title and start date are required fields.
  5. After you enter the required information, you click the Save button to save the event.
  6. Click the Registration form link to customize the event registration form. For more information, see Customizing the registration form  .
  7. Click the Registration types & settings link to set up your event registration types (or ticket types). You must create at least one registration type before you can enable registration for an event. For more information, see Event registration types . From the Registration types & settings  tab, you can also set a registration limit for the event, and control whether multiple registrations are allowed. 
  8. Click the Emails link to set up email announcements, reminders, and confirmations for your event. For more information, see Event emails.
  9. Click the Event details link to return to the event details screen. From here, you can enable registration, limit the number of registrants, and control who can access the event, either directly from the event calendar or via a link. Initially,  access for new events is set to admin only. For more information, see Event visibility.
 Copy an event

Copying an event

You can create a copy of an existing event by clicking the Duplicate button beside the event within the events list.

The new duplicate event will be saved as an admin-only event but will not be opened, allowing you to continue to make more copies of the event. The word (copy) will be appended to the name of the duplicate event to distinguish it from the original one.

All event settings will be duplicated, other than event access permissions, multiple sessions, and the list of registrants.

You can also duplicate an event from its event details.

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If you have repeated or recurring events, you can set up a generic version of the event and copy it to create each individual occurrence.

After duplicating an event, you can modify the duplicate event without affecting the original event that you copied.

 Enable registration

Enabling registration

Before you can enable registration, you must save the event and set up at least one registration type. You can only save an event after entering the event title, location, start date, and description.

To enable registration after saving the event and setting up at least one registration type, follow these steps:

  1. Click the event within the events list (if you're not already busy setting up the event)
  2. Click the Edit button (if you're not already in edit mode). 
  3. Check the Enable registration checkbox.
  4. Click the Save button to save your changes.
 Set registration limits

Setting registration limits

For advanced events, you can limit the number of registrations for the entire event, or for specific  registration types . When the registration limit is reached, registration will be automatically disabled for the event or the registration type, and the event organizer will receive an email notification. 

To set an overall registration limit for the event, click the  Registration type & settings  tab, then check the  Limit registrations  check box and enter the registration limit.

 Enable an event waitlist

Enabling an event waitlist

Once you set a registration limit for an event or registration type, you can enable an event waitlist.  You can enable a waitlist separately for each registration types and for the overall event.  

To enable a waitlist for the entire event, follow these steps:

  1. Go to the Registration types & settings tab for the event.

  2. Click the Edit button to enter edit mode.

  3. Make sure that the Limit registrations option is checked and a registration limit has been entered in the Total allowed field.

  4. Check the Enable waitlist when limit is reached option.

  5. Click the drop-down list and choose the how much information to collect from people wanting to join the waitlist.

  6. Click Save at the top of the screen to save your changes.

For more information, see Event waitlists.

 Control event access and visibility

Controlling event access and visibility

When you set up an event, you can restrict the visibility of the event by membership levelmember groups, or limit access to administrators only. Restricted events will only appear on an event calendar for members whose membership level has been granted access.

You might want to restrict access to your event while you are setting it up, or you might want it to remain restricted to administrators so you can control and approve registrations individually. If you want to offer a preview of an upcoming event, you can make the event accessible without enabling registration.

When you create an event, it will initially be restricted to administrators but with registration disabled.

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You can also filter event calendars by event tags, restrict access to individual registration types by membership level, and restrict access to the page on which the event calendar appears by membership levels, members groups, or administrators only.

To control event visibility, follow these steps:

  1. Hover over the Events menu and select the Event list option.
  2. Select the event within the list.
  3. Within the event details, click the Edit button to enter edit mode.
  4. Click the link beside the Visible to heading displaying the current access level – Admin onlyPublic, or Restricted levels/groups



  5. Within the dialog that appears, click the appropriate access option.
  6. If you select the Restricted option, check each of the membership levels or member groups you want to be able to see the event. 



    If you restrict access by both membership levels and membership groups, then members who belong to any of the selected levels or groups will be able to view the event. If you check the All levels or All groups option then all levels or groups – including any levels or groups added in the future – will be selected.
  7. Click Save to save your choice.
  8. Click Save to save the changes to your event.

Within your events list, restricted events are flagged by a lock icon, and admin-only events are indicated by a crossed-out eye.

Troubleshooting

My event is not appearing in my event calendar

  • Check the event access setting. If it's currently set to Admin only, change it to Public or Restricted (if you want to restrict access by membership levels and/or member groups).
  • Check the settings for your event calendar. They might be set to filter the event calendar by event tag.

 Set up multiple session events

Adding sessions manually

To add individual event sessions manually while setting up an event, click the Add sessions  button within the When and where section of the event details screen.

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On the dialog that appears, enter the starting and ending date and time of the first session, then click Add session to add more sessions.

You can click the calendar control to select a date from the calendar. To remove sessions, click the X button beside the sessions you want to remove, or click the Remove all button to remove all event sessions.

Once you are finished adding sessions, click the Save button. The sessions will now be listed within the When and where section of the event details.

Adding repeating sessions

If event sessions repeat on a regular schedule – e.g. the 1st Monday of each month – you can quickly add multiple sessions by specifying the session schedule. To specify the schedule of repeating sessions, click the Add repeating sessions  button within the When and where section of the event details screen.

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On the dialog that appears, you can provide the details of the repeating sessions. 

After specifying the first session date and time, you click Repeats and choose how often the session repeats. For example, if the session repeats on the same day every week, you'd pick Weekly as your Repeats option. For other examples, see Repeating session examples (below). If the sessions span multiple days, you can check the Multi-day session checkbox and specify the number of days over which the session takes place.

Finally, you indicate how many sessions make up the event by either specifying the total number of sessions in the Ends field or selecting an end date from the calendar control.

If you want the sessions you are adding here to replace any sessions already set up, check the Replace all existing sessions checkbox. If this option is unchecked, these sessions will be added to any existing ones.

Here is a complete list of the options appearing on the Repeating sessions dialog:

OptionDescription
Starts onThe start date of the first session to be added.
Session timeThe start and end time of the session(s) being added.
Multi-day sessionIf sessions span multiple days, check this box and specify the number of days over which the session takes place.
RepeatsControls whether the sessions repeat daily, weekly, monthly, or annually.
Repeat every x days/weeks/months/yearsControls the number of days, weeks, months, or years between repeating sessions. For examples, sessions that take place every other week would be set to repeat every 2 weeks.
Repeat onFor reasons that repeat weekly, controls which weekdays the sessions repeat on.
Repeat byFor sessions that repeat monthly, controls whether the sessions take place on the same day of the month (e.g. October 15th) or the same day of the week (e.g. the third Thursday in October).
EndsControls whether the sessions end after a particular number of sessions have taken place, or on a particular date.
Replace all existing sessionsControls whether the repeating sessions you are adding at the moment will replace the sessions already set up for this event, or will be added to the existing sessions.

Once you are finished specify the repeating session schedule, click the Add button.

The sessions will now be listed within the When and where section of the event details.

After adding event sessions, you can modify or delete them, or add more.

Repeating session examples

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ExampleSettings
Every other day for a total of 10 sessions
Every third Saturday over a 12-week period 
Every month on the 15th
Every month on the third Thursday
Every 4 years on New Year's Eve until 2028

Modifying sessions

After you have added event sessions – whether manually or through the Repeating sessions dialog – you can modify and delete them, or add more. To modify event sessions, click the Edit sessions button within the When and where section of the event details.

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From the dialog that appears, you can add, modify, and remove event sessions. 

To add an event sessions, click the Add session button. To modify an event session, click within the box displaying the start or end date or time and enter a different value, or click the calendar control to select a date from the calendar.

To remove sessions, click the X button beside the sessions you want to remove, or click the Remove all button to remove all event sessions.

Scheduling emails for multi-session events

When scheduling reminders for multi-session events, the Schedule dialog allows you to choose whether to send before each event session, or just before the first session.

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If the first session has already taken place, then the only option will be to send the reminder before each session.

Multi-session event email macros

The following macros be used in event emails for multi-session events:

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MacroDescriptionEmail type
Event_UpcomingSessionDateThe start date of the next upcoming session.Reminder
Event_UpcomingSessionTimeThe start time of the next upcoming session.Reminder
Event_UpcomingSessionEndDateThe end date of the next upcoming session.Reminder
Event_UpcomingSessionEndTimeThe end time of the next upcoming session.Reminder
Event_SessionsListA list of all sessions (including past ones) using the following format:
#1 <date range>
#2 <date range> ...
all

How multi-session events appear to the public

Within an upcoming events gadget, each session will be displayed separately, with the session number automatically appended to the event name. 

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If you want, you can hide the session number within the upcoming events gadget.

Within event calendars, the summary of multi-session events will include the number of sessions.

Within calendar view, individual sessions will appear separately.

Within the event details, the entire session schedule will be displayed.

When a visitor clicks the Register button to register for the event, the event summary that appears on various registration screens will include the number of sessions, as well as the start and end dates.

 

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Visitors register once for all event sessions. They cannot pick and choose which sessions they want to register for.

When exporting the event to an external calendar program, each session will appear separately, with the session number and the total number of sessions automatically added to the event name.

Hiding the session number within upcoming events gadgets

Within an upcoming events gadget, the session number is automatically appended to the event name. To remove the session number, follow these steps:

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  1. Go to Settings then click Global JavaScript (under Site settings).
  2. On the Global JavaScript screen that appears, copy and paste the following code:

  3. Click Save.

Checking in attendees at multi-session events

Currently, checking in attendees takes place at the event level, so attendees cannot be checked in for individual sessions.

Fields and options

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 Public, Admin only, Restricted

Controls who can view this event on an event calendar or via a direct link . You can make this event public, restrict the visibility of the event by membership level , member groups , or limit access to administrators only. For more information, see Event visibility .

 Enable registration

Controls whether people can register online. Disabling registration allows you to notify people about an event that does not require registration. Before you can enable registration, you have to create one or more registration types . Before you can set up registration types, you have to save your changes to the event details.

 Title

The name of the event as it will appear to visitors on the event calendar and upcoming events gadgets.

 Event URL

The Internet address of the event details page for this event. You can share this link through social media or paste it into an email.

 Tags

Labels used to categorize events (see  Event categories ). If you want to list different events on different event calendars, you can set each calendar to display only those events with a particular tag.

 Description

A complete description of the event. You can use  rich text formatting  and  insert pictures documents links , etc. For more information, see  Using the content editor .

 Additional event information

Information to be inserted in the registration confirmation email that goes out to registered participants. You could, for example, mention any cancellation fees. This information is inserted using the {Event_Extra_Info}  macro . For instructions on customizing the registration confirmation email, see  Event emails   .

 Location

The location of the event. This will appear on event calendars and upcoming events gadgets.

 Time zone

Choose whether to use your organization's time zone or select a different one.

 Start/end date and time

The event's start date and time, and end date and time. The date format is based on your organization's settings (see  Organization Timezone ).

 Add sessions/repeating sessions

(Advanced events only) If your event consists of multiple sessions, you can click the  Add sessions  button to add sessions manually, or click the  Add repeating sessions  button to regularly recurring sessions. After you have added sessions, you can click the  Edit sessions  button to add, modify, or delete sessions. For more information, see  Multi-session events .

 Show registrants who want to be listed

Choose whether to publish a list of registrants for the event. Doing so may encourage others to register or promote networking. If you enable this option, a  Registered  link will appear for the event on the event calendar and on the event details.

Clicking the link will display the name of each registrant and the date of registration. If the registrant is a member, their name will be linked to their profile.

The registrant will be listed as  Anonymous user  if the registrant has unchecked  Include name in list of event registrants  on the registration form, or if a member has agreed to be added to the list but does not share his information with the public, and you have set your list to be visible to everyone (see  Member privacy settings ). 

You can control whether the registrants list is visible to all visitors or just members, and whether the list includes pending registrations (for which payment has not yet been received).

 Include pending registrations

Choose whether to include pending registrations in the list of event registrants.

 Guest registration

(Advanced events only) Controls whether guests are automatically added to your contact database after the main registrant confirms the registration. You have the following options:

Do not add new guests to contacts list
Guests will  not  be added to your contact database even if they provide contact details or complete the registration form.

Add new guests to contacts list only if email entered
Guests will be added to your contact database only if they provide an email address.

Add all new guests to contacts list

Guests will be added to your contact database even if they do not provide an email address.

Troubleshooting

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 I can't add or modify registration types
  • If you're on the Registration types & settings tab and the Add type button is grayed out, its because you are currently editing other event details. You cannot add or modify registration types while in edit mode. You have to click the Save button to save your changes or click the Cancel button to discard them.
 I can't enable registration
  • Check whether there are any registration types set up for the event. You have to set up at least registration type before you can enable registration.
  • If there are registration types already set up, go to the Event details tab and click the Edit button to enter edit mode. Now, click the Enable registration check box and save your changes.
 My event is not showing up on my event calendar
  • Check the event access setting. If it's currently set to Admin only, change it to Public or Restricted (if you want to restrict access by membership levels and/or member groups).
  • Check the settings for your event calendar. They might be set to filter the event calendar by event tag.

See also

On this page: 

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