Event creation
In just a few steps, you create your own event. If you want to create an event that is very similar to an event you ran in the past, you can easily do this by simply cloning an existing event.
(Click on the following link to go to this separate article for more details: “How to clone an event").
You can also make your event a paid event.
(Click on the following link to go to this separate article for more details: “Paid event").
New Event
At the top right of the event overview (= the first page, which you see when you log in), click on the “+” sign.
If you already have an active event, you can always edit it by clicking on the pencil icon in the upper right corner of the 'Event details' section.
A window will appear, guiding you through the following 4 steps:
- Data
- Information
- Date and location: Live or Online
- Communication
Step 1: Data
On this page, you can enter some details about the event, contact information and optionally decide whether you want to synchronize this event with your CRM or marketing automation tool. You can also make your event a paid event.
Event details
The event details section, except for the event name, contains data for internal information purposes.
The “Amenities” give a visual hint in the event overview (app and desktop) of what is available for this event. The “Website” could provide your colleagues with additional information regarding the event (link to the artist's website, etc…)
You could use the “cost per person” for reporting purposes only or decide to show it on the dashboard for your other colleagues that have access to the event as well. You can also add "Tags" to your event.(Click on the following link to go to this separate article for more details “Tags").
Event Contact
The event owner is the person that manages the event. The 4 fields that follow (contact name, job title, email and mobile) contain the data that can be shown in the contact information in the communication towards invitees.
Target audience limitation
You can easily restrict the target group for a specific event. This can only be done with public lists.
(Click on the following link to go to this separate article for more details “Public lists").
Event synchronisation
If you have an integration with your CRM or marketing automation tool you can decide here if you want to synchronize the event or not.
Paid event
You can make your event a paid event.
(Click on the following link to go to this separate article for more details: “Paid event").
Step 2: Information
The image you can upload here is shown in the event overview. If you use “Public Pages” for your event, this image will as well be visible there to the invitees.
(Click on the following link to go to these separate articles for more details: “Add new/edit public page").
The event description is typically used to share relevant information with all users that have access to this event in Invitedesk.
Step 3: Date & Location
In the third step when creating or editing a live event, you enter where and when the event takes place. Based on whether you choose an Online or Live event, different options will show on the Left side of the Form.
Venue - Live
In the third step when creating or editing a live event, you enter where and when the event takes place.
- The “venue” name will be shown in the communication templates. During the communication setup, you could translate this name in case you want to set up a multilingual event.
- The “address” can be used in the event communication and automatically generates a map.
- “Start and end date” is rather obvious. This information is used in the “Add to calendar” feature.
- “Target” is the number of guests you want to invite – when you have limited seats, this number becomes a maximum in combination with the “Overbooking = none” setting.
- “Overbooking” indicates, whether your target is a maximum or rather the desired number of people to track your progress against during the invitation phase.
Overbooking “none” means that we will never let more people register than there are places. "Unlimited" means that an unlimited number of people can register. - By activating the slider "Ticket", you can automatically create a QR ticket for this venue.
(Click on the following link to go to this separate article for more details: “Ticket (Venue)"). - You can "add different locations or venues" with a few clicks in case you want to give your guests the option to join the event location of their choice. If you want to give the option to select multiple locations, you need to activate the "Multivenue event" slider. This slider is available for accounts that have access to this platinum feature.
(Click on the following link to go to this separate article for more details: “Multi-venue setup").
Venue - Online
If you select an Online type of event, instead of the address fields, you can add a URL leading to a webinar tool.
You will be able to send the URL of your webinar in your communication mailings. Your guests will see the button to join the webinar leading to the page on InviteDesk. On the landing page they will be able to access the link you have provided 15 minutes before the event starts. (Before that time the button is greyed out, also meaning you can use a fictional URL if you don't know the correct one yet).
And last but not least, the moment your guest clicks the "Join" button, he is immediately “checked in” on the attendee list. Tracking made easy!
- The “session” name will be shown in the communication templates. During the communication setup, you could translate this name in case you want to set up a multilingual event.
- "Platform": You are also able to select your desired platform, InviteDesk Present & Connect, Zoom or 3rd party. If you would like to use the webinar module of InviteDesk or add a Zoom connection, feel free to contact us.
(Click on the following link to go to this separate article for more details: “Configure Zoom setup"). - "URL": this URL will be used during the communication with your guest in the confirmation and pre-event mail. Your guest will be able to follow this URL.
- “Start and end date” is rather obvious. This information is used in the “Add to calendar” feature.
- “Target” is the number of guests you want to invite – when you have limited seats, this number becomes a maximum in combination with the “Overbooking = none” setting.
- “Overbooking” indicates, whether your target is a maximum or rather the desired number of people to track your progress against during the invitation phase.
Overbooking “none” means that we will never let more people register than there are places. "Unlimited" means that an unlimited number of people can register. - By activating the slider "Ticket", you can automatically create a QR ticket for this venue.
(Click on the following link to go to this separate article for more details: “Ticket (Venue)"). - You can "add different locations or venues" with a few clicks in case you want to give your guests the option to join the event location of their choice. If you want to give the option to select multiple locations, you need to activate the "Multivenue event" slider. This slider is available for accounts that have access to this platinum feature.
(Click on the following link to go to this separate article for more details: “Multi-venue setup").
Step 4: Communication
In the fourth and final step, you are able to define your communication languages and you can translate your event name and venue details if needed.
The communication languages you have available depends on the languages you have selected in the main settings of our tool.
(Click on the following link to go to this separate article for more details “My communication languages").
Tip: if you have multiple venues, a dropdown menu will appear in the top right corner where you can select the different venues and you can make translations per venue from there.