Create an Event

Event creation gives you access to robust tools you can use to accommodate virtually any organizational gathering.

  1. Click on the “Features” tab on the vertical Dashboard menu at the left side of the screen.
  2. Click on the “Events” tab.
  3. In the “EVENTS” window that opens, click on the “+ New Event” button.
  4. In the “EVENT SETUP” window that opens, enter the name of the event in the “Event Name” box.
  5. To restrict registrations for this event to members with specific roles, click on the “Limited to” dropdown menu and activate the checkbox in front of the name of each role you want to include. To include all members, leave the “Limited to” dropdown menu set to “None.”
  6. Type or paste a description of your event into the “Event Description” box.
  7. To add an image to accompany your event on your website, click on the “Browse” button in the “Event Image” section of the “EVENT SETUP” window. In the “ADD IMAGE” window that opens, click on the “Browse” button and locate the image file on your computer. You can upload a GIF, JPG, or PNG file up to 15 MB in size.
    • Click and drag inside the blue selection-area box to position it over the portion of the image that you want to display as the logo. Click and drag any of the blue dots on the corners and edges of the blue box to enlarge or reduce the selected area. On a laptop trackpad or scroll-wheel mouse, zoom in or out to change the display size of the image. You also can click and drag outside the default blue box to draw a new selection area.
    • When you are happy with your selection, click on the “Save” button. To abandon your changes, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the “ADD IMAGE” window.
  8. Enter the name of the event location in the “Event Venue” box.
  9. Enter the address of the venue, or the first line of a two-line address, in the “Address 1” box. Enter the second line in the “Address 2” box.
  10. Enter the city of the venue address in the “City” box.
  11. Click on the “State” dropdown menu and select the state of the venue address.
  12. Click in the “Zip” box and enter the 5-digit ZIP Code of the venue address.
  13. Click on the “Start Date” box to reveal a calendar from which to select the start date of the event.
    • To change the month, click on the forward and back arrows at the top right corner of the calendar window.
  14. Click on a date to select it and switch to selecting the end date. Click on a date to select it. Click on the “Set” link at the top right corner of the window to close the calendar, and return to the “ADD ENTRY” window.
  15. To limit event registration to your organization’s members, set the “Restrict to Members Only?” radio buttons to “Yes.” To allow the general public to register as well, set the “Restrict to Members Only?” radio buttons to “No.”
  16. If you plan to sell tickets for your event, set the “Will tickets be available for this event?” radio buttons to “Yes.” If no ticket sales will accompany this event, set the “Will tickets be available for this event?” radio buttons to “No.”
  17. If you set the set the “Will this event have tickets available for purchase?” radio buttons to “Yes,” the “Will this event have different ticket packages to purchase?” radio buttons become visible. Set the “Will this event have different ticket packages to purchase?” radio buttons to “No” if you only plan to sell one ticket type, and “Yes” if you plan to offer more than one option.
  18. If you have synced your account with your QuickBooks account, click on the “Quickbooks Account” dropdown menu to open it and designate a QuickBooks Account Name—other than the default you set up on the Account > Settings page—to receive payment data from this event. If you do not want to override the default setting, do not change this dropdown menu. Note that not all customers have access to QuickBooks integration. (For instructions on how to use QuickBooks integration, see the “QuickBooks® Integration” section of these instructions.)
  19. To set the start time for your event, click on the “Start Time” box to reveal a time picker. By default, the time picker displays “12:00 AM.” Click on the up and down arrows to the right of the hour to set the hour. Click on the up and down arrows to the right of the minutes to set the minutes. Click on the AM/PM indicator to change the setting. Click outside the “Time” box to close the time picker and accept the value you set.
  20. Repeat the time-picker process in the “End Time” box to set the time at which your event concludes.
  21. To establish an early-bird date for ticket sales, click in the “Early Bird Date (optional)” box to reveal a calendar from which to select. (See Step 13 above for details of how the calendar functions.)
  22. To set a cancellation fee for attendees who register but decide not to attend, click in the “Cancellation Fee (optional)” box and enter an amount.
  23. If your event includes multiple activities with individually purchasable tickets, set the “Will tickets be sold for more than one event activity?” radio buttons to “Yes.” If purchasable tickets are available for only one activity, or your event consists of only one activity, set the “Will tickets be sold for more than one event activity?” to “No.” (Note that these settings are visible only if you set the “Will this event have tickets available for purchase?” radio buttons to “Yes.”)
  24. If your event has attracted one or more sponsors, set the “Will this event have sponsors?” radio buttons to “Yes.” If no sponsors are involved, set the “Will this event have sponsors?” radio buttons to “No.”
  25. Click on the “Save & Next” button to advance to the next portion of the event-setup process. To exit the process without creating an event, click on the “Cancel” button.

If you set the “Will this event have different ticket packages to purchase?” radio buttons to “Yes” on the preceding set of options, set up your ticket packages on the “Packages” screen of the “EVENT SETUP” window.

  1. Click on the “+ Add” button to add a ticket package.
  2. Enter the name of the ticket package in the “Package Name” box.
  3. To restrict access to this ticket package to members with specific roles, click on the “Limited to” dropdown menu and activate the checkbox in front of the name of each role you want to include. To include all members, leave the “Limited to” dropdown menu set to “None.”
  4. To use a form for package sign-up, click on the “Forms” dropdown menu and select the name of the custom form. To open the “CUSTOM FORMS” window so you can create a form for your ticket package, click on the name of the “Forms” field. To refresh the list of custom forms in the “Forms” dropdown menu after you create a new form and return to the “EVENT SETUP” window, click on the “Refresh” icon (two arrows forming a circle) next to the name of the “Forms” dropdown menu. The list of forms refreshes to display any new forms you have created. (For instructions on how to create custom forms, see the “Custom Forms” section of these instructions.)
  5. Enter the price of your ticket package in the “Price” box. To establish a discounted early-bird ticket price, enter an amount in the “Early Bird” box.
  6. To add another ticket package, click on the “+ Add” link again.
  7. Click on the “Save & Next” button to advance to the next portion of the event-setup process.

If your event includes multiple activities, set them up on the “Activities” screen of the event-creation process. Before you create any events, the screen includes a link for each day of your event, with a single “Day 1” link if your event occurs on only one day. To the right of the Day link, a counter displays the number of activities for that day.

  1. Click on the “Day” link or its counter to open the activities list and create your activities.
  2. Click on the “Add” link to add an activity.
  3. Enter the name of the activity in the “Activity Name” box.
  4. Click on the “add description” link to include a description of the activity.
  5. To set the time for the activity, click on the “Start” box to reveal a time picker. By default, the time picker displays “12:00 AM.” Click on the up and down arrows to the right of the hour to set the hour. Click on the up and down arrows to the right of the minutes to set the minutes. Click on the AM/PM indicator to change the setting. Click outside the “Time” box to close the time picker and accept the value you set.
  6. Repeat the time-picker process in the “End” box to set the time at which the activity concludes.
  7. To restrict access to this activity to members with specific roles, click on the “Limited to” dropdown menu and activate the checkbox in front of the name of each role you want to include. To include all members, leave the “Limited to” dropdown menu set to “None.”
  8. To use a form for activity sign-up, click on the “Forms” dropdown menu and select the name of the custom form. To open the “CUSTOM FORMS” window so you can create a form for your activity, click on the name of the “Forms” field. To refresh the list of custom forms in the “Forms” dropdown menu after you create a new form and return to the “EVENT SETUP” window, click on the “Refresh” icon (two arrows forming a circle) next to the name of the “Forms” dropdown menu. The list of forms refreshes to display any new forms you have created. (For instructions on how to create custom forms, see the “Custom Forms” section of these instructions.)
  9. To designate a limited number of seats for an activity, enter a value in the “Seats” box.
  10. Enter the price of the activity in the “Price” box. To establish a discounted early-bird price, enter an amount in the “Early Bird” box.
  11. To delete an activity, click on the “Remove This Activity” icon (red trash can) at the far right end of the activity listing.
  12. To add more activities, click on the “+Add” link again.
  13. Click on the “Save & Next” button to advance to the next portion of the event-setup process. To return to the previous screen of the “EVENT SETUP” window, click on the “Back” button.

If your event has attracted one or more sponsors, set them up on the “Sponsorships” screen of the “EVENT SETUP” window.

  1. Click on the “+Add” button to add a sponsor.
  2. Enter the name of the Sponsor in the “Sponsor Name” box.
  3. To add an image to accompany your sponsor’s name on the event listing, click on the “Browse” button in the “Image” section of the “Sponsorships” screen. In the “ADD IMAGE” window that opens, click on the “Browse” button and locate the image file on your computer. You can upload a GIF, JPG, or PNG file up to 15 MB in size.
    • Click and drag inside the blue selection-area box to position it over the portion of the image that you want to display as the logo. Click and drag any of the blue dots on the corners and edges of the blue box to enlarge or reduce the selected area. On a laptop trackpad or scroll-wheel mouse, zoom in or out to change the display size of the image. You also can click and drag outside the default blue box to draw a new selection area.
    • When you are happy with your selection, click on the “Save” button. To abandon your changes, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the “ADD IMAGE” window.
  4. To add notes about the sponsor, click on the “add” link for the “Notes” section. (Once you add notes, the “add” link changes to become an “edit” link so you can update your notes.)
  5. To delete a sponsor, click on the “Remove This Sponsor” icon (red trash can) at the far right end of the sponsor listing.
  6. To add another sponsor, click on the “+ Add” link again.
  7. Click on the “Save & Next” button to advance to the summary of your event details. To return to the previous screen of the “EVENT SETUP” window, click on the “Back” button.

The event summary lists the name, date, and location of your event, along with the details of any ticket packages, day-by-day activities, and sponsorships.

  • To return to the “EVENTS” window, click on the “Return to all Events” button. To return to the previous screen of the “EVENT SETUP” window, click on the “Back” button.