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Events list

The events list displays the events you have set up for your site. Wild Apricot allows you to create an unlimited number of events. You can have multiple events open for registration at the same time.

So that visitors to your site can see your events and register for them, you can add an event calendar gadget to your website – and make the page accessible to non-administrators. You can set up multiple event calendar pages, each displaying a different set of events (e.g. training vs. social events). For more information, see Publishing your event calendar.

Managing events

To create and manage events for your site, hover over the Events menu and select the Event list option. The event list that appears displays a filtered list of your events.

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By default, only your upcoming events are listed, except those whose access is set to admin only. You can change which events are displayed by selecting a different option from the Filter drop-down. You can further filter the list by selecting a date filter, and by entering a search string in the Search field. For more information, see Filtering the event list (below).

For each event, the title, date and time, location, registration status, registration types (with total registrations for each type), and tags are shown. The registrations are divided into confirmed and pending (payment not yet received) registrations.

Adding an event

To add a new event, click the Create new event button from the events list.

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You'll be asked which type of event you want to create.

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.

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.

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Once you choose the event type and create an event, you cannot change the event type.

The following table may help you decide which type of event you should create:

Event functionalityEvent type
One-click registration/RSVPSimple
Registration feeAdvanced
Registration formAdvanced
Multiple registration typesAdvanced
Registration limitsAdvanced
Multiple sessionsAdvanced
Guest registrationsAdvanced

Duplicating an existing event

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

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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.

For more information, see Setting up advanced events

Filtering the event list

You can filter the event list in a number of different ways. You can:

  • Select or specify a date filter
  • Selecting a filter from the Filter drop-down
  • Type text to be matched in the Search field
     
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After selecting or entering a date range, click the Apply button to apply the range.

 The Filter drop-down includes the following options:

OptionDescriptionSorting
AllAll events, regardless of date or visibilityFrom furthest in the future to furthest in the past
UpcomingAll upcoming events, except those set to admin onlyFrom soonest to furthest away
PastAll past events, regardless of visibilityFrom most recent to furthest in the past
Admin onlyUpcoming admin-only eventsFrom soonest to furthest away

A multi-session event will be included in past events only when all its sessions have taken place. If any of the sessions are in the future, then the event will be included in the list of upcoming events. 

Using the Search field, you can filter using any of the displayed event information, including event name, location, registration status, and tags.

The three different filter options – the date filter, the Filter drop-down, and the Search field – can be combined to further narrow your event list. For example, if you select the Upcoming filter with a date range already selected, then only those upcoming events that take place within the specified date range will be listed.

Flagging different event types

Different colors are used to flag different event types.

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Events for which registration has been disabled are displayed in red.

Past events are grayed out but can still be modified (though no more registrations can be accepted).

The following icons are used to flag different kinds of events within the events list.

IconMeaning
Restricted event
Admin-only event
Multi-session event

Viewing event details

To view details for a particular event (including a full list of registrants), click on the event within the list.

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From the Event details screen, you can view event information such as event name, location, date, and cost, and control whether visitors to your site can see and register for the event. To modify any of this information, click the Edit button.

You can also set up registration types and event emails, and customize the registration form. For more information, see Setting up advanced events. 

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