Events

How events work

Events appear on your community subscription pages and can be included in event-related communications to members.

Create an event

1. Go to Events and click Add new event.
2. Complete the details across the three tabs: General Details, Event Registration, and Event Schedule.
3. Set Event is live/active to Yes when you are ready for members to see it.
4. Click Save.

General Details tab

• Event name, Description, Room/Venue, Contact details, and Event duration.
• Registration deadline (optional) - must be before the first event date/time.
• Event image - choose from your image library or upload JPG, PNG, GIF, or WebP.
• Display colour - controls how the event appears in calendars.
• Organiser email address - optional email for event-related reporting.
• Event fee (optional).
• Linked branches for event filter (optional) - useful for parent communities that want an event visible to only selected branches.
• Linked Topic - required. Registrants are subscribed to this topic if needed.
• Document for attendees - optional upload (PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX, TXT).

Event Registration tab

• Registration required options: Not required, Register for each event, or Register once for event series.
• Maximum number of places available for event - leave blank for unlimited capacity.
• Allow non members to register - if self sign-up is disabled, they are added as Guests only (not community members). If self sign-up is enabled, they are signed up to the community.
• Question for customer (optional): question text, question type (Free text, Yes/No, Age, Yes/No + free text), and whether a response is mandatory.
• Allow additional guest reservations - optional extra guest bookings, with a max guest count and optional per-guest question.

Event Schedule tab

• Repeat schedule options: None, Daily, Weekly, Monthly, Yearly, Ad hoc, and X weekday of the month.
• First event date & time is required for all schedules except Ad hoc.
• Final event date (optional) for repeating schedules.
• Ad hoc lets you enter multiple individual event date/times.
• X weekday of the month lets you choose one or more week number + weekday combinations.
• For repeating schedules, you can remove a single occurrence and restore it later from the excluded dates list using the calendar view.

Waiting lists

If registration is required and the event has a maximum capacity, additional registrations are automatically placed on a waiting list when the event is full.

Edit an event

1. Open the topic containing the event.
2. Click the event name, then click Edit.
3. Update the details and click Save.

Delete an event

To delete an event, open it and click Delete. If members are registered, the system will warn you. It does not automatically notify registrants when an event is deleted — send them a cancellation message first via the messaging system before deleting.

Recording attendance

After the event, go to the event's registration list and mark each attendee as attended or absent. Once recorded, you can use the messaging system to send a follow-up to just the people who attended — useful for sending a survey or a thank-you note.