The event is the centre of everything: it holds the guests, produces the campaigns, feeds the landing pages and check-in. The choices you make here ripple through all the rest, so they are worth not rushing.
Events live under Events in the main menu. It is the only section the Host role can see too.
Creating the event
From the New event button in the list. If you cannot see it, or it is showing a warning, you have used up your plan's active events: see Duplicating, archiving and deleting.
The details
| Field | Notes |
|---|---|
| Name | What your guests will read: use the event's real name, not an internal code |
| Type | Dinner, party, presentation, press day, vernissage, show, corporate, live, other. It is there to find it again and to filter the list |
| When | Start and end. The end determines when the event becomes concluded, and from then on the dates lock |
| Where | The venue, which ends up in the invitations and on the answer page |
| Language | The language of the automatic emails and the landing page, when the contact has none of their own |
| Description | Text you can reuse in invitations and on the landing page |
The image
Upload one. It is reused in invitations, on the answer page and in the events list, and it is the difference between an invitation that looks like a form and one that looks like an invitation.
A good quality landscape photo works everywhere; a portrait image, or one with small text in it, crops badly in email previews.
The access options
Three switches that change what your guests experience. Worth deciding before the first invitation goes out, because changing them afterwards means two groups of guests got different instructions.
Send QR code for access — every guest gets a personal QR code in their confirmation email, and it is scanned at the door. Turn it on when there are a lot of guests or entry has to be quick. Without it you look names up by hand, which is perfectly fine up to a hundred or so people.
Enable slots — entry is divided into time slots and the guest picks one when they answer. See Slots and time bands.
Companions — a guest can declare how many people they are bringing, up to the limit you set. Zero means no companions. This is the field that makes the difference between "two hundred guests" and "three hundred and forty people walking in".
The automatic emails
On the mail settings tab you decide what happens when somebody answers the invitation. These are not campaigns: they go out by themselves, one per answer.
- Confirmation email — goes to whoever accepts. It is the one carrying the QR code, if you enabled it, and the practical details: where, when, how to get in.
- Refusal email — goes to whoever declines. Optional, and often just a thank you.
For each you choose a subject and a template; leave them alone and the defaults are used. The sender is the account's, and you can override it here for this event.
Privacy consents
On its own tab you pick which consents to show on this event's answer page, from those configured at account level. How to create them is covered in Privacy, consents and unsubscribes.
Lists
Every guest can carry a free-text label, the list: "table 3", "agency guests", "press". It only means something inside this event, it does not touch the address book, and it becomes a filter in the guest list and at the door.
It is the field agencies use to keep different clients' allocations apart at the same event.
Statistics
The event page carries a live summary: guests, confirmed, awaiting an answer, checked in. It is the screen you will watch every day in the week before the event, and the one you will project in the back office on the night.
The people count differs from the guests count when companions are in play: at the door, the first one is what matters.
What next
With the event created, the next step is filling it: Guests and their states.