About the Upcoming Events Module

The Upcoming Events module enables administrators to create, manage, and promote events for portal users. This comprehensive event management system allows organizations to publish event details, collect registrations, and engage partners, customers, and employees through conferences, webinars, product launches, training sessions, and other organizational activities with flexible sharing controls and registration tracking capabilities.

Upcoming Events transforms traditional event communication into interactive, organized experiences where users can browse events by category, view detailed event information with location mapping, register directly through the portal, and export events to their personal calendars—all while administrators maintain full control over visibility, registration settings, and attendee management.

Core Functionality

Event Organization and Categories

Category-Based Structure: Events are organized into categories that represent different event types or purposes within your organization. Categories such as Product Launches, Webinars, Partner Conferences, or Internal Meetings help users quickly locate relevant events and enable administrators to apply consistent settings across related events.

Visual Category Identification: Each category is assigned a color that appears in calendar views, allowing users to quickly distinguish between event types when browsing the event calendar. Darker colors are recommended for optimal visibility.

Multi-Language Support: Categories can be configured for specific languages, enabling organizations with multi-language portals to create separate event categories for different language audiences with appropriate translations and content.

Event Creation and Content

Rich Content Editor: Events include a full-featured content editor supporting formatted text, images, videos, tables, and links. Administrators can create compelling event descriptions that inform users about event details, agendas, speakers, and value propositions.

Event Scheduling: Comprehensive scheduling options include start and end dates with time selection, timezone configuration for accurate display across geographic regions, and the ability to designate events as physical (in-person) or virtual.

Location Mapping: Physical events can include location information with integrated Google Maps display. Administrators can search for locations by address, city, or coordinates to generate interactive maps that help attendees find event venues.

Event Images: Banner images and thumbnails enhance event presentation in list views and detail pages. Banner images require a minimum dimension of 800px by 300px, and administrators can crop images to create appropriately sized thumbnails.

Registration Management

Flexible Registration Modes: Events support three registration approaches: default registration using configurable form fields, custom registration linking to external registration systems, or disabled registration for information-only events.

Registration Form Configuration: At the category level, administrators configure which fields appear on registration forms. Default required fields include First Name, Last Name, and Email, with optional fields for Company Name and Phone that can be added and reordered as needed.

Registration Windows: Optional registration start and end times enable administrators to control when users can register, supporting early-bird periods, registration deadlines, and time-limited availability.

Capacity Tracking: Events can track total capacity and automatically close registration when the number of confirmed attendees reaches the specified limit, preventing over-registration for capacity-constrained events.

Sharing and Access Control

Category-Level Sharing: Event visibility is controlled at the category level. Sharing permissions determine which users, security roles, or groups can view events and register, or which users have management access to create and publish events within a category.

Permission Levels: Two permission levels control category access: View permission allows users to browse events and register, while Manage permission enables users to create, edit, publish, and manage events within the category.

Public Access: Categories can be shared with Guest security roles to enable public web access, allowing unauthenticated visitors to view events and register without portal login—ideal for public conferences, open webinars, and community events.

Administrative Management

Event Lifecycle

Draft and Published States: Events begin in Draft status during creation and configuration. Publishing makes events visible to users based on category sharing settings. Published events can be reverted to Draft status for modifications before republishing.

Event Cancellation: Published events can be marked as cancelled, which maintains the event listing while preventing new registrations and sharing. Administrators can add cancellation messages and send notification emails to registered attendees.

Automatic Archival: Once events have passed their end date, they are automatically removed from the main browsing views while remaining accessible via direct links for reference purposes.

Attendee Management

Registration Tracking: Administrators can view all registrations for an event, including registrant contact information and registration timestamps. Manual registration entry supports adding attendees who register through alternative channels.

Data Export: Registration lists can be exported to Microsoft Excel for external reporting, badge printing, attendance tracking, and integration with other business systems.

Attendee Communication: Event managers can send cancellation notifications to all registered attendees when events are cancelled, ensuring timely communication of schedule changes.

Category Configuration

Social Sharing Control: Categories can disable social sharing buttons that would otherwise allow users to share event links through social media platforms, providing control over event promotion channels.

Google Map Display: Categories can disable Google Map display for events where location mapping is unnecessary, such as virtual events or events where location privacy is preferred.

Owner Assignment: Each category has an assigned owner who maintains primary responsibility for category management and receives relevant administrative notifications.

User Experience

Event Browsing

Multiple View Options: Users can browse events using Tile View for visual browsing with event images, List View for compact information display, or Calendar View for date-based event discovery with color-coded category identification.

Search and Filtering: Global search enables users to find events by keyword, while category and date filters help narrow results to relevant events based on user interests and availability.

Event Interaction

Calendar Integration: Users can add events to external calendar applications including Microsoft Outlook, Google Calendar, and Apple Calendar, ensuring events appear in their personal scheduling tools.

Registration Process: Logged-in users benefit from pre-filled registration forms using their profile information, while public guests can complete registration forms manually for events shared with Guest roles.

Integration Features

Platform Integration

Journey Builder Integration: Event Registration is available as a step type in Journey Builder, enabling administrators to include event attendance requirements in onboarding journeys and user progression pathways.

Security Role Integration: Event category sharing integrates with Magentrix security roles to ensure appropriate access control based on user types, enabling differentiated event visibility for partners, customers, and employees.

External Integration

Calendar Export: Standard calendar file formats enable seamless integration with external calendar applications and scheduling systems used by event attendees.

Custom Registration: External registration system integration through custom registration URLs enables organizations to use specialized event management platforms while maintaining event promotion through the Magentrix portal.

Common Use Cases

Partner Engagement

Partner Conferences: Annual or quarterly partner events with detailed agendas, location information, and capacity-controlled registration ensure effective partner community engagement and relationship building.

Training Sessions: Product training, certification workshops, and enablement sessions with registration tracking help partners develop skills and maintain program compliance.

Product Launches: New product introduction events with rich content, promotional imagery, and targeted partner audience visibility support effective go-to-market activities.

Customer Communication

Webinars: Virtual events with registration management, capacity tracking, and calendar integration support customer education and ongoing engagement initiatives.

User Conferences: Large-scale customer events with public registration options, detailed venue information, and comprehensive event content support community building and customer success.

Internal Events

Company Meetings: All-hands meetings, department gatherings, and team events with internal-only visibility ensure appropriate audience targeting for organizational communications.

Training and Development: Internal training sessions and professional development events with employee-specific registration support workforce development initiatives.

Best Practices

Category Strategy

Logical Organization: Create categories that reflect meaningful event groupings for your organization, balancing specificity with manageability. Too many categories can fragment the user experience, while too few may make event discovery difficult.

Consistent Naming: Use clear, descriptive category names that help users understand what types of events they will find, avoiding internal jargon that may confuse external audiences.

Color Selection: Choose distinct colors for different categories to maximize visual differentiation in calendar views. Darker colors provide better visibility and readability.

Event Content

Compelling Descriptions: Write event summaries that clearly communicate value propositions and key details within the 380-character limit, encouraging users to view full event information.

Visual Quality: Use high-quality banner images that meet minimum dimension requirements and represent your events professionally. Ensure thumbnails are appropriately cropped for list view display.

Complete Information: Include all relevant details such as agenda, speakers, prerequisites, and what attendees should expect to help users make informed registration decisions.

Registration Management

Appropriate Capacity: Set realistic capacity limits that account for typical no-show rates while ensuring venue or platform capacity is not exceeded.

Registration Windows: Configure registration start and end times that provide adequate registration periods while allowing time for event preparation and attendee communication.

Regular Monitoring: Review registration numbers regularly to identify popular events that may need capacity adjustments or additional sessions.

Sharing Configuration

Audience Targeting: Configure category sharing to reach intended audiences while protecting internal events from inappropriate visibility.

Public Event Considerations: When sharing events publicly with Guest roles, ensure event content is appropriate for unauthenticated visitors and that registration forms collect necessary contact information.

Manager Assignment: Assign Manage permissions to appropriate users who will be responsible for creating and maintaining events within each category, distributing event management workload effectively.

Upcoming Events Checklist >>