Process: How to Create an Event

  What is an Event?

Events is a feature that allows admin users to effortlessly create in-person or virtual events within the platform. You can create a single or recurring event, set the number of tickets available, capture attendee information (such as dietary information) and even create a waitlist. So whether you are organising a workshop, in-person training or a webinar, ‘Events’ will allow you to manage all aspects of your event.

Step 1: Create a New Event

Navigate to Admin Events on the side navigation menu under Admin → Admin Events. 

This page will display all event sessions created within the platform. Each session will appear as its own individual row within the events page and provide insight into the session date, event title, number of registrations, duration and status of the event. You will also be able to access the waitlist if this feature is enabled for the event. 

  If you have set a recurring event each session in the event will appear as an individual row 

To create a new event, select the 'Create Event' button on the top right of the Admin Events Page. Then select whether the event will be an online or in-person event.

Step 2: Enter the Event Name and Set Session Details

Once the event type is selected, you will then need to enter the event name and set the number of session occurrences. 

To set the event occurrence you can select either a single event or a recurring event from the drop-down menu located in the Date and Time section.

 

For a Single Event you will need to define the following:

1. Timezone: What timezone will this event be held?
2. Start and End Date: When date does this event start and end
3. Start and End time: What time does the event start and finish

For a recurring event you will need to define the following:

1. Timezone: What timezone will this event be held? 
2. Recurrence Period: Duration of the event. For example, if it lasts for one month define the start and end date of the month. 
3. Session Time(s): What time does the event start and finish?
4. Recurrence Schedule: How frequently should this event recur?

Step 3: Choose the Event Location

Next, you will need to provide the event location and provide participation instructions for your event.

  Please note the participation instructions are optional. If included they will appear on the event details page for learners to view.

In-person event:

If the event is hosted in person, you will need to include location details (i.e. room number, floor level, building number etc) and the address.

If you have previously hosted an event, your locations will be saved for future events. 

Online event:

If the event is hosted online, you will need to provide the URL (e.g. zoom, microsoft teams or google meet link).

Step 4: Add Event Details

After you have entered the location details, you will now be able to provide further information on the event in the Event Details section. 

Here is where you should include information such as:

1. Organiser Name
2. Organiser's email address
3. Event Description

Using the WYSIWYG editor you can format your text, add images and include important links within the event description.

Step 5: Event Settings

Next, you will need to update the event settings this includes the following:

1. Number of tickets: Quantity of tickets available for this event. You will also be able to select if ticket availability should be displayed on the registration page.
2. Time to respond: How long before the event starts should learners be able to register for the event? i.e. Learners will not be able to register within X hours before the event starts.
3. Attendance Instructions: Select the checkbox if it is mandatory for all learners to attend this session

Step 6: Set Up Waitlist (if applicable)

On the same page as the event settings, you will be able to select if a waitlist should be enabled or disabled for this event.

If disabled, please move to Step 7.

If enabled, you will need to provide the number of waitlist tickets available, this will determine how many learners can register for the event once ticket capacity has been reached.

When a learner cancels an event registration and a ticket becomes available, all learners on the waitlist will receive an email advising them that a spot has opened up, and can be registered for. Registration for this open ticket occurs on a first-to-respond basis. 

In the next step, you will need to provide an email template for these responses. 

1. Waitlist response message: message when learner registers for a waitlist
2. Waitlist ticket release message: message for when a ticket becomes available

Using the WYSIWYG editor you can format your text, add images and include important links in these email templates.

Step 7: Add Hero Image

Your event is nearly ready to be published, but first, you will need to add a Hero Image to this event. In this step please upload a cover image for the event.

Please ensure the image is a JPEG or PNG and is no larger than 10MB

Step 8: Add Permissions and Publish Event

The final step before you can publish your event is to set up the learner permissions. These permission settings work the same way as all other areas of the platform. 

Click on the Create a new permissions detail button to add a rule. 

You can then select the applicable permission settings in the permission details section. Once confirmed, select apply permissions to create the permission rules. Leaners with these permissions will now be able to view the event on the Explore Events page. 

Once completed you will now be able to 'preview event' and then 'publish event' from the bottom right corner of this page.