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Creating Events

Events are powerful tools for organizing special gatherings that need more than just scheduling. Whether it’s a multi-day conference, a weekend retreat, a workshop, or any special gathering, events provide registration forms, check-in systems, and logistics management all in one place.

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Creating an Event

To create a new event:
  1. Navigate to the Calendar section
  2. Click the “Events” sub-tab
  3. Click the “Add Event” button (visible to Owners and Organization Admins)
  4. Choose an event template (optional):
    • Blank Event - Start from scratch with no pre-configured settings
    • Conference - Multi-day event with sessions (good for conferences)
    • Retreat - Housing and meals enabled (good for retreats)
    • Workshop - Single day event setup
  5. Fill in the event information:
    • Event Name (required) - Name of your event
    • Start Date (required) - When the event begins
    • End Date (required) - When the event ends
    • Location (optional) - Where the event takes place
  6. Click “Create Event”
Tip: Templates provide a good starting point with common settings pre-configured. You can always modify settings after creating the event.

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Event Details

After creating an event, you can edit its details:
  1. Navigate to the Calendar section
  2. Click the “Events” sub-tab
  3. Click on the event
  4. In the Event Details tab, you can modify:
    • Event Name
    • Location
    • Start Date and Time
    • End Date and Time

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Event Status

Events can have different statuses:
  • Draft - Event is still being set up, not visible for registration
  • Published - Event is live and registration is open (if configured) - This is the default status when creating an event
  • Active - Event is currently happening
  • Completed - Event has finished
  • Archived - Event is over and archived for historical reference
Note: Events are created with “Published” status by default. Only published events can accept registrations. Draft events are visible to admins for setup but not to the public.

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Event Visibility

Events can be:
  • Private - Only visible to organization members
  • Public - Can be shared with registration links
Tip: Use public visibility when you want to share registration links with people outside your organization.

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Editing Event Details

To edit an event:
  1. Navigate to the Calendar section
  2. Click the “Events” sub-tab
  3. Click on the event card
  4. Go to the Event Details tab
  5. Make your changes
  6. Click “Save Changes”

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Deleting an Event

To delete an event:
  1. Open the event details
  2. Click the “Delete Event” button (usually red/destructive styling)
  3. Confirm the deletion
Warning: Deleting an event cannot be undone. This will remove:
  • The event
  • All registration responses
  • All event services
  • All logistics data (transportation, housing, meals, etc.)
Make sure you want to permanently delete the event before confirming.

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Event Templates Explained

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Blank Event

  • No pre-configured settings
  • Start completely from scratch
  • Good for custom events

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Conference Template

  • Pre-configures: Housing, Transportation, and Meals assistance enabled
  • Good for multi-day conferences with sessions
  • Automatically enables logistics features for coordinating attendees

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Retreat Template

  • Pre-configures: Housing and Meals assistance enabled (Transportation disabled)
  • Good for multi-day overnight retreats
  • Focuses on accommodation and meal planning

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Workshop Template

  • Pre-configures: No additional services enabled (all disabled)
  • Good for single-day workshops or seminars
  • Minimal setup - just registration and services
Tip: Template settings are applied after event creation. You can always change these settings (enable/disable housing, meals, transportation) in the registration form settings after creating the event, regardless of which template you chose.

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Best Practices

  1. Plan ahead - Create events early to allow time for registration and logistics setup
  2. Use templates - Start with a template that matches your event type to get the right features pre-enabled
  3. Set dates carefully - Ensure start and end dates are correct
  4. Change status if needed - Events are created as “Published” by default - change to “Draft” if you want to finish setup before making registration available
  5. Use public visibility - For events open to people outside your organization