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
- Before you can save an event, you have to enter the event title and start date.
- Before you can enable registration for an advanced event, you have to set up at least one ticket type.
- You must save your changes to event details before adding ticket types.
- Some event options are only available for advanced events and not for simple (RSVP only) events.
Enabling registration
Before you can enable registration for an event, you must save the event, and set up (and enable) at least one registration type (advanced events only). You can only save an event after entering the event title and start date.
To enable registration, follow these steps:
- Click the event within the events list (if you haven't already opened the event for editing).
- In either edit mode or view mode, click the Allow registration toggle so that it appears blue.
Setting registration limits
For advanced events, you can limit the number of registrations for the entire event and for specific ticket types. When the registration limit is reached, registration will be automatically disabled for the event or the ticket type, and the event organizer will receive an email notification.
To set an overall registration limit for the event, enter the limit into the click the Ticket types & settings tab, then enter the limit in the Event registration limit field.
If you leave this field blank, there can be an unlimited number of registrations.
Once you enter a registration limit, you can choose to enable a waitlist once the registration limit is reached.
Enabling an event waitlist
Once you set a registration limit for an event or ticket type, you can enable an event waitlist. You can enable a waitlist separately for each ticket type and for the overall event.
To enable a waitlist for the entire event, follow these steps:
- Go to the Ticket types & settings tab for the event.
- Click the Edit button to enter edit mode.
- Make sure that the Limit registrations option is checked and a registration limit has been entered in the Total allowed field.
- Check the Enable waitlist when limit is reached option.
- Click Save at the top of the screen to save your changes.
For more information, see Event waitlists.
Controlling event access and visibility
When you set up an event, you can restrict the visibility of the event by membership level, member 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.
You can also filter event calendars by event tags, restrict access to individual ticket 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:
- Within the event details, click the Edit button to enter edit mode.
- Click the link beside the Visible to heading displaying the current access level – Admin only, Public, or Restricted levels/groups.
- Within the dialog that appears, click the appropriate access option.
- 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. - Click Save to save your choice.
- Click Save to save the changes to your event.
Fields and options
Visible to
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 Restricting events.
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 ticket types. Before you can set up ticket 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 copy this link and share it through social media or paste it into an email, or click it to preview the event details.
Tags
Labels used to categorize events (see Event tags). 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 added in the registration confirmation email that goes out to registered participants. This information is automatically added to non-customized confirmation templates. To add this information to other event emails, insert the {Event Extra_Info} macro.
Location
The location of the event. This will appear on event calendars and upcoming events gadgets.
Timezone
Choose the time zone for the event. The default is the time zone selected on your Organization details screen. If you choose a different time zone, that time zone will be displayed after the time on the event details screen.
Start/end date and time (Available period)
The event's start date and time, and end date and time. The date format is based on your organization's settings (see Organization details).
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
- If you're on the Ticket 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 ticket types while in edit mode. You have to click the Save button to save your changes or click the Cancel button to discard them.
- Check whether there are any ticket types set up for the event. You have to set up at least ticket type before you can enable registration.
- If there are ticket 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.
- 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.
