Creating Events

The Events section allows for events to be created and managed for your organisation, allowing tiered ticketing, location maps, times and additional details for each event.

Prerequisites

Each event requires linking with an appropriate calendar before it can be saved, therefore if you do not already have one or more calendars created you must do so before creating an event.

Please follow our guide on creating and managing calendars if you do not have any calendars created.

Creating an Event

To create an event, press the New Event button in the top right of the screen.

If you have a similar event already created then you can also go in to that event and press the Duplicate option at the top right. This will make an exact copy of that event, from there you can amend the new event.

You will now see a New Event page where details of the event can be entered.

Some fields are required, such as the Event name, Event status and Calendar, these must be completed before the event can be saved.

Header Image

Header images should be approximately 2000 x 500px in dimension, however the image uploader will allow you to crop your image before uploading. This image appears at the top of the event.

Thumbnail Image

Optional, this image will be displayed on the events list page if the event summary is added.

Event Name

This is the short title of the event.

Event Summary

This is a 400 character limited text only field for adding a brief summary of the event.

Description

This section should be used to add any information regarding the event that is not captured in the event fields. The Description text can be formatted by selecting the text, options will be shown for formatting.

Dress Code

A dress code may be required for the event, this can be added in the Dress Code section.

Calendar

A calendar must be selected for an event, this allows an event to be categorised.

A calendar must have been previously created by following the create and edit calendars article.

Additional optional details can be added, such as address, start and finish dates and booking open and close dates. Details of each option is detailed below.

Event Status

Event Status allows you to select the status of an event, the options are:

• Draft can be used to create an event but not publish to the members area in case you wish to alter or add details later.
• Open means that the booking is live and can be seen and interacted with by members.
• Closed means that the event has been closed and no further bookings can be made, even if the event is under capacity.
• At-capacity indicates that the event has reached the maximum number of guests allowed. This still allows existing bookings to be partially modified, but no ticket changes can be made, nor adding of guests.
• External indicates an event that is managed externally, for example if you direct members to purchase tickets or create bookings using an external website or company.
  This will remove any ticketing information from the event details and advise members that this is an external event
• Observances can be used to create an entry in the events list but that cannot be opened or booked. It is useful for adding in important dates (eg public holidays) or other events that are occurring, but that are mainly for awareness for members.

Important: Events with an Event Status of Closed, At-capacity or External will not show any ticket options

External Events

If an event is managed externally then an optional link can be added to an event. This allows for members to access the external website, for example the booking page.

A button can be created that contains the link, and a title on the button.

External Event URL Title

A title for the button should be entered here.

External Event Link

The external website link should be added here, including the https:// section of the URL.

Event Options

Event options can be used to enable specific functionality or toggle the display of elements in the Members Area.

NOTE: Some Event Options are client specific, so not all may be shown in your event.

Hide The Attendees List in The Members Area

Toggles whether the 'Who's attending?' section is visible to members on an event under the event details.

Hide Number of Tickets Remaining

Toggles whether the number of remaining tickets is displayed against a ticket in the event.

Guests cannot be removed or have tickets modified by the member after booking

Toggles whether a member can remove a guest or make changes to their tickets once the guest has been confirmed on the booking.

The member may still make changes to the guests details, such as name, email address etc.

Guests may still be removed or have their ticket amended in the Admin Portal.

This is a Public Event

If the event will allow non-members outside of the members area to book, for example if the event is listed on the public website.

Enable Waiting List

If the event will allow for members to add themselves to the event waiting list.

If an event is open and bookings can be made, then only sold out tickets will be shown for a member to add themselves to the waiting list for, otherwise if the event is closed/at capacity, the event "Close On" date and time has passed then the dropdown menu will show all applicable tickets that the member can choose from.

Send booking confirmation PDF in email

Whether a confirmation PDF is attached to the booking email for each attendee, in a "Pour Mémoire" style.

This PDF can be customised per client, but not per event, rather it is a global structured PDF, however, some custom text per event can be added by using the Additional PDF Text field.

Please see this article for further details.

Dates and Times

An event is required to have a start and end date and time, as well as open and close dates and times, so should be added for the event to be created.

Event Timings

Optional, for adding a summary of the event timings, such as when to arrive and when to be seated.

Start/End Date & Times

These are required fields which specify when the event starts and ends.

Open & Close Bookings

You may wish to specify when members can start bookings for the event by completing the Open bookings at field, this allows you to create an event so that members are aware of it and it is visible on the events page but to not accept bookings until a specific date and time.

The Close bookings at option is useful for restricting members from creating bookings after a specific date and time, for example, if you need to inform external caterers or companies ahead of the event of the number of people attending an event.

You can set the close bookings at date and time to be a day or week before the actual event so that the booking form is disabled but the event is still visible.

Event Timezone

This is a required field but is preset at Europe/London. The timezone is required because it controls how members viewing the event from a different timezone will see the event times.

Address

If the event is to be held at a physical location then the address should be entered in this section. The system will create a map for the event which can be useful for members to find or view the location.

By adding event location details, such as address and post code, a location map will automatically be generated, this will also be shown on the members area event page and sent in the booking confirmation email.

Virtual Event

If the event is to be held online then a choice of buttons can be created that contain the meeting link.

Options for adding Zoom, Microsoft Teams or a Google Meet link are provided.

Select the required meeting platform, then add the meeting link.

Additional PDF Text

Optional, text can be added that will be displayed on the PDF, this is limited to 200 characters, line breaks can be added.

Additional Booking Form Fields

Optional booking and attendee fields can be selected, depending on the type of information that you may require for the event. These include dietary requirements, postnominals, email, company, address and bio.

If selected, these will then be shown on the booking form as optional fields for members to complete when they make or amend their bookings.

These fields also apply to the members guests.

Event Documents

Documents can be added to an event, for example an events terms and conditions.

Press the Upload Document button to open the file uploader and drag and drop a document, then press the upload button.

This can be repeated for each document.

Below is an example completed event, showing various details for the event.

Once completed, press the Save event button on the top right of the screen, this will save the event and allow further details to be added, such as tickets.

You will receive a notification that the event has been saved.

The event page will update automatically, showing the additional details that can be added, as well as allowing you to see which members have confirmed attendance, who have been invited and who have declined the event.

The members area front end will now show the event listed by date.

Allowing Bookings

Below are the options needed for an event to be bookable by members, if any of these are not carried out then members will only be shown the description of the event but no booking options.

• The current date and time must be between the Open On and Close On dates and times
• The Event Status should be set to Open
• At least 1 ticket must be created to allow members to book the event
  • Tickets can be created by following the Event Ticketing article