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 registration type.
  • You must save your changes to event details before adding registration types.
  • Some event options are only available for advanced events and not for simple (RSVP only) events.

Enabling registration

For an advanced event

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

To enable registration for an advanced event, 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. Make sure that the event's Visible to setting to set to something other than Admin only.
  4. Check the Enable registration checkbox. https://cdn.elev.io/file/uploads/jEC8HySvDwISUdSg8iqChOB9kMRsiM1RCnIFiA0173M/z94Nlvlm_Tnh84yPYltPbCMaoh43SsH30yLt-BnBcwQ/enable registration - advanced-nmg.png
  5. Click the Save button to save your changes.

For a simple event

To enable registration for a simple event, click the Enabled option beside Status under the Registration heading.

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After you've entered the event title and start date, click Save to save your changes.

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.

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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. https://cdn.elev.io/file/uploads/jEC8HySvDwISUdSg8iqChOB9kMRsiM1RCnIFiA0173M/jqAlgxwMo9VCHTejBh8__E_B8lJ-WmUD7MmpWinp1EU/waitlist%20for%20event-TCo.png
  6. 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 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. Within the event details, click the Edit button to enter edit mode.
  2. Click the link beside the Visible to heading displaying the current access level – Admin only, Public, or Restricted levels/groups. https://cdn.elev.io/file/uploads/jEC8HySvDwISUdSg8iqChOB9kMRsiM1RCnIFiA0173M/_6rwnwPL5Mbwl3eSfv91WsdVsIX5F-Leg0O6Q8owycM/event%20restriction%20link-R58.png
  3. Within the dialog that appears, click the appropriate access option.
  4. If you select the Restricted option, check each of the membership levels or member groups you want to be able to see the event. https://cdn.elev.io/file/uploads/jEC8HySvDwISUdSg8iqChOB9kMRsiM1RCnIFiA0173M/fK8l7xUeupMATAgYg-u1AaBrSpWKP4HMpKjOV9AHghE/restricted%20event-NmI.png
    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.
  5. Click Save to save your choice.
  6. 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 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 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 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.

Timezone
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 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.
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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 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.
  • 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.
  • 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.