Creating Upcoming Events

Administrators and event managers can create upcoming events with a rich text editor and comprehensive configuration options. Events can be shared with employees across your organization as well as with partners and customers based on the Event Category's sharing permissions. Users can view event details and, if enabled, register for events. A registration list with attendee information is automatically generated for each event.

Requirements

To create upcoming events, users must be assigned one of the following permissions:

• Administrator System Role
• Upcoming Event Category: Manage Access

To Create an Upcoming Event

1. In the Setup Home page, click Create > Upcoming Events.
2. Click the Event Category name where you want to create the event.
3. Click New Event.
4. In the Name field, enter a title for your event.
5. In the Summary field, enter a brief description of your event. This text appears in list views before users click into the full event details.
6. In the Start field, select the start date and time using the calendar picker.
7. In the End field, select the end date and time using the calendar picker.
8. In the Event Timezone dropdown, select the appropriate timezone for your event.
9. Optionally, check This event is a physical event if the event is an in-person event rather than a virtual event.
10. Click Create.

After clicking Create, you will be directed to the Event Edit page where you can configure event content, settings, and registration options.

Configuring Event Content

The Content tab is where you create the main event content that users will see when viewing the event.

Event Name

The Name field at the top of the Content tab displays the event title. You can edit the title directly in this field.

Rich Text Editor

Use the content editor to create compelling event content. The editor supports:

• Text Formatting: Bold, italic, underline, strikethrough, font styles, sizes, and colors
• Paragraph Formatting: Headings, alignment, indentation, and spacing
• Lists: Bulleted and numbered lists for organized information
• Links: Hyperlinks to external websites or internal portal pages
• Images: Insert images directly from your desktop or the portal library. Images can be resized by clicking and dragging a corner of the image in the editor.
• Videos: Embed video content for multimedia presentations
• Tables: Structured data presentation
• Source Code: View and edit the HTML source code directly

Event Settings Sidebar

The right sidebar on the Content tab displays key event information:

• Status: Shows the current event status (Draft or Published).
• Cancelled: Check this box to mark the event as cancelled. Cancelled events remain visible but users cannot share or register for them. A Cancellation Message field appears when this option is enabled.
• Category: Displays the Event Category the event belongs to.
• Location Settings: Click to configure the event location (see Location Settings section below).

Location Settings

For physical events, you can display the event location on a map:

1. On the Content tab sidebar, click Location Settings.
2. Use the Location Search bar to search for a location by address, city, postal code, or intersection.
3. Click Update to refresh the latitude and longitude coordinates based on your search.
4. Alternatively, enter Latitude and Longitude coordinates directly.
5. Click Save to apply the location settings.

Configuring Event Settings

The Settings tab contains configuration options for event presentation and metadata.

Summary

Enter a short summary of your event (maximum 380 characters). This text appears as a preview in event lists before users view the full event details.

Event Images

Upload images to enhance your event presentation:

1. Click Change to open the image upload options.
2. Upload a banner image for the event. The banner appears at the top of the event detail page.
3. Use the cropping tool to generate a thumbnail image for list views.

Repositioning Banner Images

To adjust how the banner image displays:

1. Under the Change dropdown menu, click Reposition Cover.
2. Adjust the selection box size and drag the image to the desired position.
3. Click Save.

Configuring Event Registration

The Registration tab controls how users register for the event and manages attendee tracking.

Registration Mode

Select one of the following registration modes:

Registration Window

Optionally restrict when users can register:

• Registration Start Time: Select a date and time when registration opens. Users cannot register before this time.
• Registration End Time: Select a date and time when registration closes. Users cannot register after this time.

Capacity Tracking

To limit the number of attendees and automatically close registration when capacity is reached:

1. Check the Track Capacity checkbox.
2. In the Total Capacity field, enter the maximum number of attendees.

When enabled, online registration automatically closes once the number of confirmed attendees reaches the total capacity.

Publishing Events

Events are created in Draft status and must be published to become visible to users.

To Publish an Event

1. Ensure the event has the required elements configured:
   • Summary text
   • Event content (details)
   • Event images (banner and thumbnail)
2. Click Preview to verify the event appearance before publishing.
3. Click Publish.

Once published, the event becomes visible to users based on the Event Category's sharing permissions.

To Revert to Draft

If you need to make changes to a published event and temporarily hide it from users:

1. Open the event for editing.
2. Click Revert To Draft.
3. Make your changes.
4. Click Publish to make the event visible again.

Managing Events

The Events tab within an Event Category displays all events and provides management tools.

Events List Columns

Event Actions

Each event row includes an Actions dropdown menu with the following options:

• Edit: Open the event for editing.
• Delete: Permanently remove the event.
• Clone: Create a copy of the event. Useful for recurring event formats.
• Move To: Move the event to a different Event Category.
• Browse: Preview the event as end users will see it.

Cancelling Events

To cancel an event while keeping it visible to users:

1. Open the event for editing.
2. On the Content tab, locate the Event Settings sidebar.
3. Check the Cancelled checkbox.
4. Optionally enter a Cancellation Message to explain the cancellation.
5. Click Save.

Cancelled events remain visible in event listings but users cannot share or register for them.

To notify registered attendees about the cancellation, see Managing Registration for Upcoming Events.

Best Practices

Event Content

• Compelling Summaries: Write event summaries that clearly communicate value and key details within the 380-character limit to encourage users to view full event information.
• Complete Information: Include all relevant details such as agenda, speakers, prerequisites, and what attendees should expect.
• Visual Quality: Use high-quality banner images that meet the minimum dimension requirements and represent your events professionally.
• Preview Before Publishing: Always use the Preview function to verify content appearance before publishing.

Registration Configuration

• Appropriate Capacity: Set realistic capacity limits that account for typical no-show rates while ensuring venue or platform limits are not exceeded.
• Registration Windows: Configure registration start and end times that provide adequate registration periods while allowing time for event preparation.
• Test Registration: Test the registration process to ensure forms work correctly and collect the necessary information.

Event Lifecycle

• Draft for Development: Keep events in Draft status while developing content and configuring settings.
• Timely Publishing: Publish events with sufficient lead time for users to discover and register.
• Prompt Cancellation Communication: If cancelling an event, do so promptly and notify registered attendees immediately.

Jump To Upcoming Events Checklist

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