Events

Creating Events

Status: Available How to create online and in-person events, configure scheduling, and manage event settings. Overview The Events module lets you create and manage community events -- both online (virtual) and in-person (offline). Members can discover upcoming events, enroll, add them to their calendars, and join when the time comes. In the current version, all events are free and open to all registered members. Creating an Event To create an event in the admin panel, configure the following: Event Details - Event Name -- The title of the event. - Description -- A detailed description of what the event covers. - Date and Time -- The start date and time of the event. All times are stored in UTC and displayed in the member's local timezone. - Mode -- Online or Offline (in-person). - Status -- Upcoming, Live, or Completed. - Featured -- Mark as featured to highlight the event on the landing page. Online Events For online events, provide: - Meeting Link -- The URL where members will join (e.g., Zoom, Google Meet, or any other platform link). In-Person Events For offline events, provide: - Location -- The venue address or city name. - Map URL or Coordinates -- For displaying an embedded Google Map on the event details page. If coordinates are not available, a text address is shown instead. Event Listing Page The events home page is organized with tabs: - Current Month -- Events for the current month, scrollable horizontally. - Upcoming Events -- All future events sorted by date. - Your Events -- Events the member has enrolled in. Filters Members can find events using: - Search -- Text search by event name or keyword. - Location -- Filter by event location. - Mode -- Online or Offline. - Date Range -- Today, Tomorrow, Next 7 Days, Next 15 Days, Next 30 Days, Next 60 Days. - Sort -- Most Popular, Date, or Newest. Event Details Page The event details page shows: - Event name, description, date, and time. - Location (for offline events, with an embedded Google Map when coordinates are available). - Event status indicator (Upcoming, Live, Completed). - Enrollment and participation CTAs (see below). - Countdown timer (for enrolled members, starting 24 hours before the event). Event Cards Event cards in listings display: - Event title, date, and time. - Location (city name or "Online"). - Contextual CTAs based on enrollment status and event timing. Key Settings | Setting | Description | |---------|-------------| | Event mode | Online or Offline (in-person) | | Event status | Upcoming, Live, or Completed | | Featured | Highlights the event on the landing page | | Meeting link | Required for online events | | Location / Map | Required for offline events | Tips - Set up events well in advance to give members time to plan and enroll. - For online events, double-check that the meeting link is valid and accessible before the event starts. - For in-person events, include clear location details and a map link to help attendees find the venue. - Use the "Featured" flag to promote important events on your landing page. - All event times are displayed in each member's local timezone, so you do not need to worry about timezone confusion. - In the current version, all events are free. Paid event access through products and plans is planned for a future update. Related - Managing Event Attendees - Notification System - Landing Page Setup

Managing Event Attendees

Status: Available How enrollment, RSVP tracking, and attendee management work for events. Overview Once you have created an event, members can enroll and participate. This article covers the enrollment process, what members experience at different stages of an event, and how you can manage attendees as an admin. Enrollment Process Who Can Enroll - Only registered, logged-in members can enroll in events. - Unregistered visitors can view event details but must sign up to enroll. - Members can only enroll in upcoming events -- enrollment closes once an event starts. How Members Enroll 1. Member clicks "Enroll Now" on an event card or the event details page. 2. A confirmation modal appears. 3. Upon confirmation, the member is enrolled and the UI updates to show post-enrollment options. Member Experience by Event Stage Before the Event (Enrolled) Once enrolled, members see: - Add to Calendar -- Generates a calendar file (.ics) compatible with Google Calendar, Apple Calendar, and Outlook. - Countdown Timer -- Appears 24 hours before the event, showing the time remaining. - Download Ticket -- Available for offline (in-person) events only. The ticket includes the event name, QR code, date/time, and venue location. Near Event Start (15 Minutes Before) - Join Now CTA -- For online events, a "Join Now" button appears 15 minutes before the event start time. Clicking it opens the meeting link. - Only enrolled members see the Join Now button. During the Event - The event status changes to "Live." - Enrolled members can still use the Join Now button for online events. After the Event - The event status changes to "Completed." - Enrollment is no longer available. - The event remains visible in listings for reference. Notifications Members receive notifications at key moments: | Timing | Notification | |--------|-------------| | 24 hours before | "Your event is starting soon. Add to calendar." | | 15 minutes before | "Join now" notification for online events. | | After the event | "Thanks for attending" follow-up. | Calendar Integration The "Add to Calendar" feature supports: - Google Calendar -- Direct redirect to add the event. - Apple Calendar -- Downloads an .ics file. - Outlook -- Downloads an .ics file. Calendar events include the correct timezone information so they display properly regardless of the member's location. Ticket Downloads For in-person events, enrolled members can download a ticket that includes: - Event name - QR code (for check-in at the venue) - Date and time - Venue location Admin Features As an admin, you can: - View all enrollments -- See the list of all members enrolled in an event. - Export attendees -- Download the attendee list. - Edit event details -- Update the time, location, description, or meeting link. - Delete events -- Remove events that are no longer needed. Edge Cases | Scenario | What Happens | |----------|-------------| | Event reaches capacity (if enabled) | Enrollment is disabled or a waitlist option appears. | | Member tries to enroll after event starts | Enrollment is not available. | | Member clicks "Join Now" without enrolling | They are prompted to enroll first. | | Calendar integration fails | A manual .ics file download option is provided. | | Offline event has no map data | Only the text address is shown (map is hidden). | Key Settings | Setting | Description | |---------|-------------| | Calendar integration | Google Calendar, Apple Calendar, Outlook | | Join Now timing | Available 15 minutes before event start | | Countdown timer | Starts 24 hours before the event | | Ticket download | Available for in-person events only | Tips - Check your attendee list before the event to plan capacity and logistics. - For online events, send a reminder announcement close to the event time to boost attendance. - Encourage enrolled members to add events to their calendars -- the calendar integration makes this easy and reduces no-shows. - For in-person events, test the QR code on the downloadable tickets to ensure it works with your check-in process. - Overlapping events generate a warning for members but do not block enrollment, so members can choose how to manage their time. Related - Creating Events - Notification System - Announcements