Create an event

Click on the button directly in the Admin to create a new event. If this button is not visible to you in the admin area, you may not have the required permissions to create events. In this case, you can either contact your admin or submit a support ticket directly from the bottom of this page to obtain the necessary permissions. Your admin can then grant you the necessary permissions to create events.

Tip: Events through the community for organizations with an events portal
If the portal is configured accordingly, any user with an account can create events in the internal event library. These events are automatically created in the admin area with a draft status. Additionally, a notification is sent to the defined team mailbox and to the person responsible for the event (the creator). The admins can then review the event and activate it for the event owner without admin rights.

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Existing events can be duplicated. To do this, locate the event you want to duplicate under Events and select Duplicate from the action menu (···) on the right.

Note: New event date for duplicated events
The event is duplicated with the existing event date. The dates in the authorization groups must also be adjusted (if applicable) so that the event can be booked.

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Navigating the admin

Once you have created an event, you will be taken to the event dashboard. The dashboard menu bar allows you to navigate between different event functions and the status of the event.

Edit event and settings

After you create an event, you can adjust the event settings and edit the event. In the settings, you can set basic configurations, such as the language of the event, whether to display attendees on the website, enable comments, or define the check-in process among other settings. By editing the event, you can customize the content of the event webpage, booking options, agenda, speakers, and authorization groups.

Relevant articles

• Edit event
• Event settings

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Activate event and send invitations

After configuring the event, you can upload your contact list under contacts for events with invitations and send event invitations under campaigns. Make sure that the event status is set to active before you send invitations to make the event bookable.

Relevant articles

• Event status and dashboard
• Contacts
• How to: Send an event invitation

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Keeping track of registrations and bookings

After you have activated the event and the event registrations have started, you can keep track of all registrations from both the event dashboard and the bookings detail view.

Relevant articles

• Bookings

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Check in guests

For smooth entry, you can track guest attendance, either for virtual events or through physical check-in with e-tickets or a digital guest list thanks to the Oniva check-in app.

Relevant articles

• E-ticket and check-in app

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Evaluate the event

After and during the event, the event dashboard not only gives you control over all event data, but also allows you to continually improve your event through metrics such as no-show rates.

Relevant articles‍

• ‍Event dashboard

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Frequently asked questions

• Can I customize the calendar file?
  The calendar file always displays the text from the event description (Edit event→ Event information). The text in the calendar file cannot be customized; if information is to be placed in the event description that should not appear in the calendar file (e.g. additional information, booking information, etc.), these texts can be placed as Additional content. These texts are not displayed in the calendar file.
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• What is the difference between contacts and bookings?
  All contacts are listed under contacts regardless of their booking status, while all actual bookings are listed under bookings.
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• Where can the booking confirmation be customized?
  A generic booking confirmation is pre-configured for all events, which is sent to the guest by email after the booking has been completed, unless this has been deactivated in the workspace. The template per event can be customized under Settings → Notifications.
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• Where can I configure additional queries (menu selection etc.) for the login?
  Additional prompts can be configured as form fields (see article on form fields). These can be created either under authorization groups or under booking options. Form fields under the authorization group refer to the guest independently of the registration (e.g. food intolerances) and form fields under the booking option refer to queries that are directly related to the option (e.g. lunch choice for Monday, lunch choice for Tuesday).
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• My event is shown as fully booked. What does this mean and how can I change it?
  The capacity limit for all booking options has been reached (see article on capacity). This means that either the available places on the booking options themselves or the available places on the selected authorization groups have been reached. The event can be reopened by adjusting the available places.
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• My event displays 'Registration closed'. What does this mean and how can I change it?
  Registration closed means that the registration window for the target group has expired. To reopen the time window, the time window can be adjusted under Edit event → Authorization groups → Registration and access settings.
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• Old texts or translations are still visible in my event. What could be the reason?
  Most likely, texts were entered in other language fields before the language was deactivated. To solve the problem, you can reactivate the language and delete the texts that are no longer needed.