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Setting up events

You can create any number of events for your site. Visitors to your site can view event details, register for events, and pay for events online. Events can be used to organize conferences, classes, or any other activity that requires registration and/or online payment.

For each event, you can specify the event details, set up registration types and event emails, and customize the registration form. You can set registration limits for the entire event, and for individual registration types. You can add event-specific fields to the registration form, including options for extra cost items such as premium seating or meal choices. You can also designate an event organizer who will receive copies of event registration confirmations, event announcements and reminders, as well as replies to event emails.

Once you create an event and enable registration, it will automatically be listed on your event calendar, though you can filter the event calendar and control the visibility of individual events. So that visitors can see your events and register for them, you can add an event calendar gadget to a page on your website, and make the page accessible to non-administrators. For more information, see Publishing your event calendar .

You can also add an upcoming event gadget to a page on your site, and insert or email a link to a specific event by copying the  Event URL within the event settings.  

What you need to know

  • Before you can save an event, you have to enter the event title, location, start date, and description.
  • 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. 

Creating a new event

To add a new event, follow these steps:

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

  3. On the screen that appears, you can specify the event name, location, date, and cost of the event. The event title, location, start date, and description are all required fields. For more information, see Specifying event details (below).
  4. After you enter the required information, you click the Save button to save the event.
  5. Click the Registration form link to customize the event registration form. For more information, see Customizing the registration form  .
  6. 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. 
  7. Click the Emails link to set up email announcements, reminders, and confirmations for your event. For more information, see Event emails.
  8. 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.

Copying 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.

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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.

Modifying an existing event

To modify an existing event, click the event within the events list then click the Edit button.

Specifying event details

After you've created an event, the Event details screen appears. To view the Event details screen for an existing event, click the event within the events list.

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From here, you can specify the event name, location, date, and cost, and control whether visitors to your site can see and register for the event. The event title, location, start date, and description fields are all required fields.

For events that consist of multiple sessions, you can add individual sessions manually and/or specify the schedule of regularly recurring sessions. 

To begin modifying the event details, click the Edit button towards the top of the screen.

The following settings are available:

Setting

Description

Public, Admin only, Restricted

Controls who can view this event other 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 event name.

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

LocationThe location of the event.

Time zone

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

Start date

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

Time

The start time of the event. The time format is based on your organization's settings (see Organization Timezone).

End date

The date the event ends.

End time

The time the event ends.

Add sessionsIf 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 registrationsChoose whether to include pending registrations in the list of event registrants.
Guest registration

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

OptionDescription
Do not add new guests to contacts listGuests 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 enteredGuests will be added to your contact database only if they provide an email address.
Add all new guests to contacts listGuests will be added to your contact database even if they do not provide an email address.
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For instructions on providing registration messages and payment instructions, see Event registration types.

Customizing the registration form

You can customize the event registration form by adding event-specific fields to collect information such as seating or meal choice, and even up-sell some extra options to your registrants. You can also control which common fields appear on the registration form.

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To add event-specific fields to the registration form – or choose the common fields that appear – click Registration form. For more information, see Customize event registration form.

You can also customize the appearance of the event registration form by modifying the event registration system page.

Setting up registration types

Setting up different registration types allows you to charge different prices for different event packages or for different kinds of attendees.

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For example, you might want to charge more for non-members, or for special seating, and less for early-bird registrations. You can set registration limits – the number of tickets available – for each registration type, and define a registration window – the starting and end dates.

You have to set up registration types before you can enable an event for registration. To set up registration types for this event, click the Registration types & settings tab. For more information, see Event registration types. If you have made any changes to the event details, you must save them before you can jump to the registration types tab.

Setting a registration limit

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. 

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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.

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:  

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  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.

Controlling multiple registrations

You can control  whether visitors can register multiple times for the same event. You can enable multiple registrations either for the entire event or for individual registration types.

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To enable or disable multiple registrations for the entire event, click the  Registration types & settings  tab and and uncheck or check the Disable multiple registrations for the same contact option.

With this option checked – so that multiple registrations are disabled – an attempt by a registrant to register a second time will generate an error.

Whether the option is enabled or not, an administrator can still set up multiple registrations for a contact, but will be warned about the existing registration.

Choosing a payment method

You can control whether online and/or offline payments are accepted for the event. To choose the payment method for an event,  follow these steps:  

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  1. Go to the Registration types & settings tab for the event.
  2. Click the Edit button to enter edit mode.
  3. Choose a Payment method option.

  4. Click Save at the top of the screen to save your changes. 
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The online option is only available  if online payments have been enabled for your site.

  Depending on which payment method option you choose, different payment workflows will take place after the registrant completes the registration form.   

  • If only offline payment was enabled, then the registrant will have the option of cancelling or confirming the registration. If the registrant clicks the Confirm button, an invoice will be emailed to them – unless invoice emails have been disabled from the Invoice and receipt settings  – and a registration summary will be displayed. From the registration summary, the registrant can choose to view or pay the outstanding invoice.
  • If only online payment is enabled, then a Pay online button will appear. Clicking the Pay online button will take the registrant to the online payment screen for your site's payment provider.
  • If both online and offline payment is enabled, then two buttons will be displayed: Pay online and Invoice me. Clicking the Pay online button will take the registrant to the online payment screen for your payment provider. Clicking the Invoice me button will result in the registrant being emailed an invoice – which they can pay online or offline – and a registration summary being displayed. From the registration summary, the registrant can choose to view or pay (online) the outstanding invoice.
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When paying using PayPal Payments Pro, the Pay online button with be replaced with two buttons: Pay with credit card, and PayPal Express checkout.

Customizing event emails

To manage the announcements, reminders, and registration messages that are emailed for this event, click Emails. From the Emails tab, you can customize the emails, adding text, formatting, graphics, macros and links to each message. You can choose the recipients for event announcements, and schedule each email to be automatically delivered a certain number of days before the event, or you can manually send the email at any time. For more information, see Event emails .

Changing the event organizer

From the Emails tab, you can also change the designated event organizer. The event organizer receives all event-related administrative emails, as well as a copy of event announcements and reminders.

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If you want to monitor individual registrations, you can provide for the event organizer to also receive event registration notifications. (For more information, see Event emails  ). The event organizer will also be sent an email when the registration limit is reached for a particular event.

By default, the event organizer is the designated contact for your organization (see Organization details). If you want to change the event organizer to someone else, click the Change link under Event organizer after clicking the Edit button to enter edit mode.

From the window that appears, select a different contact to act as the event organizer.

You can also set up email routing to automatically send copies of system emails to specific administrator types and/or individual recipients. With email routing set up, you can check the Copy emails according to email routing settings option to send copies of event emails according to your settings.

If you want to send copies of event emails to multiple recipients – rather than a single event organizer – but don't want to use email routing, you could designate a contact representing an email group as the event organizer, with the email group's address as the contact address.

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:

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  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. 

Character limits for events

Item

Limit

Name

255 characters

Description

50000 characters

Additional event information

2048 characters

Location

255 characters

Registration message

500 characters

Payment instructions

500 characters

Registration type name

256 characters

 
Wild Apricot Inc. 144 Front Street West Suite 725, Toronto, Ontario, Canada M5J 2L7