Workspaces

Find Your way around the workspace

You can edit your workspaces by accessing them via the top navigation bar. If this menu is not visible, you may lack the necessary permissions. In this case, contact your admin or our support team.

Once you open your workspace, you'll land on the workspace dashboard. From here, you can view event data and configure settings specific to your workspace.

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Organisations

In the Organisations section, you can record relevant organisations, which can then be used:

• In event information: Displayed on the event website and contactable by guests.
• As contact details for invoices in the event settings.

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Categories

Under Categories, you can create custom subgroups for your workspace. These categories are available for navigation and filtering in the workspace’s events.

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Venues

The venues section allows you to define general venues for the workspace. If you wish to add multiple venues, you can upload a list using the import feature. This simplifies event configuration and ensures data quality.

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Media

Here, you can store general images for the workspace. This makes it easier to create events with standardised image files.

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Notifications

Set up notification rules that are automatically triggered by event bookings, cancellations, or other actions. All new events in your workspace will inherit the workspace’s notification settings by default, which can then be overridden on the event level. See the article on notifications for more details.

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Subpage(s)

Subpages are only available with an activated library. They allow you to create custom pages, such as terms of participation or other event-related information.

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Bookings

The Bookings section enables cross-event exports. After defining parameters (e.g., date range or event status), the export is provided as an Excel file. If the export contains more than 150 rows, a download link will be sent via email.

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Form templates

Form templates are predefined sets of form fields. These templates can be used across events in a workspace, eliminating the need to recreate standard fields for each event.

You can define a default form in the workspace settings, which will be used for all newly created events.

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Account groups

Requirement: The events in your workspace must be restricted to accounts.

Using account groups, individual target groups for events can be created. For example, the same target group can be used for recurring events. Account groups can be used within an event for the following operations:

• You can use a predefined group of accounts to import contacts and then send invitations to these contacts
  Account groups can be used to import event contacts into the contact list.
• You can use a predefined group of accounts to restrict access to your event.
  ‍At the event level, under authorisation groups, under access to the event website, only selected account groups can be allowed. With this setting, only users of the corresponding group have access to the event.

Add account to account group

1. Open the corresponding workspace
2. Select the "Account groups" menu item
3. Create a new account group or choose an existing one, select "Edit Accounts"
4. Add or remove accounts via email addresses
5. After a few minutes, an email will be sent to the admin account's email address, notifying about the success of the import.

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Authorisations

Manage authorisations via the workspace settings:

• Event Admins: Can create and manage events but cannot edit the workspace itself.
• Event Operators: Can manage bookings but cannot create or edit events.

Authorisations for event admins are managed through groups assigned in the event settings.

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Settings

• Image: Displayed as the cover image in the event library or as the title image if the library is activated.
• Branding: Customise branding settings, including logos, colours, and fonts for all events.
• Email template: Configure default email templates for workspace communications
• Languages: Define the default language for all events within the workspace.
• Delivery notes: If activated, admins can download delivery notes per booking. These are useful for shipping tickets or other booked items via mail.

Event default settings

• Show guests, comments, E-tickets and bookings on request: Default enablement of guest display, comments, e-tickets, and on-request bookings for all events. These features can be toggled individually at the event level.
• Default registration form: Define a standard registration form for events in your workspace. The form is automatically applied to new events and can be adjusted if needed. If no custom form is defined, the Oniva standard form is used (except for account-based registration).
• File attachments: Configure attachments as registration conditions or booking confirmation add-ons. For instance, add your privacy policy here.
• Additional Booking Queries: These queries are prompted per booking rather than per contact. If a contact makes multiple bookings, they must re-enter this data. These settings cannot be disabled per event.