Eventsforce offers two ways to create events within your account:
Creating a new event from scratch
Duplicating an existing event
Eventsforce recommends copying events if the new event will have any of the same categories, tickets, questions, emails, or website. Once copied, the event can then be updated as needed.
This article will cover:
Creating a new event
Creating a new event can be useful if you want to start from scratch and set up an event that uses the default Eventsforce settings and configuration. A new event can be created by taking the following steps:
Use the “+” in the top left corner
Enter the event details (name, date, time, etc)
Note: The ability to create new events in Eventsforce is a user permission which may be restricted to certain user roles. If you do not see “Event” when clicking the “+” icon, you may not have the necessary permissions to create new events.
Entering event details
When creating a new event, the system will require some basic event details to be entered in order to save:
Event name - name of the event (will appear to attendees)
Start date and time - start date/time of the event, can be changed until date has passed
End date and time - end date/time of the event, can be changed until date has passed
The additional optional fields include:
Event status - status of the event, use “Not Live” until ready to send invitees or allow outside testing
Custom event fields - any custom data to be saved against an event for reporting purposes, account administrators can add/remove custom event fields within an account
Event access group - used to limit access to the event for certain users based on assigned event access group, if left blank, users with access to “All events” can see the event
Upon clicking “Save”, the system will generate additional fields and areas for customization, including:
Maximum venue capacity: enter total venue capacity, system will stop allowing tickets once capacity is reached, separate capacities can be created against individual tickets if needed
Time zone: time zone in which the event is taking place in, used for agenda page and ticket availability based on date/time
Allow multiple attendees in a registration - allows bookers to purchase/book more than one ticket at a time
Allow attendees to enter their own details - when allowing multiple attendees in a registration, attendees can be invited by the booker to enter their own information and manage their own schedule
Allow new registration from - enter dates for when bookers can purchase/book tickets for the event
Note: If the “Allow multiple attendees in a registration?” is not available, you may not have an Eventsforce package that allows group booking. Please contact your account manager for more information.
Click the “Advanced” button to access additional settings for your event:
Event banner: Upload an event banner that appears on all registration pages, this is separate from the ‘website banner’
Registration changes: if necessary, specify the date in which the booker should no longer be allowed to remove/add tickets, or change answers within existing tickets
Days: change the name of the day(s) in your event, will change the name on the agenda page and all areas where the day name is visible
Duplicating an existing event
Eventsforce offers the ability to create an exact copy of an existing event, copying all settings over to a new event. This can make event setup very quick if copying an event which occurs frequently.
To duplicate an existing event, take the following steps:
Visit the event you want to duplicate (Events > Show all events > Double click event)
Select the "+" in the top left corner
Select "Duplicate Event"
Enter a name for the new event
Specify an event start date (once the start date has passed, the date cannot be changed)