Events

The Events module is an optional add-on. Contact your web developer to discuss pricing and installation.

This page relates to the management of the Events module through the CMS. For information on installing and setting up the Events module, see the Designers and Developers version.

The Events module allows you to announce upcoming activities on your website and optionally register attendees for those activities.

Events Overview

The Events Overview screen lists all the upcoming events that have been entered into the CMS along with some useful summary information.

Events screen

Event

The name of the event. This is how it will appear on your website's event list. Clicking on the event name will take you to the Edit Event screen.

Starts

The start date and time for your event.

Ends

The end date and time for your event.

Category

The category your event belongs to (if any). For more information on event categories, see the Categories section.

Registrations

How many registrations your event has received (and if relevant, how many places are left). You can view the full list of registrations by clicking on the [view] link. For more information on event registrations, see the Registration section.

Last Modified

The date the event information was last modified.

Archive

A link to allow you to archive an event so it will no longer appear on your website. For more information on archiving an event, see the Archive section.

Add an Event

To add an event, navigate to the Events screen using the sidebar menu and click on the Add new button button. This will open up the Event entry screen where you can edit your event's information. Continue reading Edit an Event below to find out how to add your event information.

Edit an Event

To edit an Event, navigate to the Events screen and click on the name of the event you would like to edit.

If there are more than 20 events in your CMS, you may want to use the Search box on the top right of the screen to find your event. Alternatively you can use the numbered pagination links at the bottom of the screen to find your event.

Event Details

The Event Details area is where you enter the main event information such as name, date, time, location and description.

Title

This is the name of your event and how it will identified on your website.

Starts

Enter a start date and time for your event. You can type a date directly into the text box using the DD/MM/YYYY format, or click on the calendar icon to bring up a date picker tool.

The start time needs to be typed directly into the box using 24-hour time format HH:MM (For example, 8pm would be 20:00).

Ends

Enter a finishing date and time into the appropriate boxes using the same process as for the start date and time.

Location

Type an address for your event in the Location box. This can be just the city, suburb, state, venue name or the full address depending on how specific you want to be.

Summary

Enter a short summary (about 1 or 2 sentences) to describe your event.

Description

Here is where you enter the full details of your event. You can include links to other pages or documents, add images and format the text as required using the WYSIWYG editor.

Registration Settings

Enable Registration

If your event requires participants to register to attend, you can enable Registration here by clicking on the On or Off button. When set to On, a new panel opens revealing the Registration Settings and Confirmation tabs.

Settings

This is where you can set the registration settings for your event.

Event Registration Settings Panel

Closing Date

Choose whether to cut off registrations on a specified date. When set to On, enter a date in the text field using the DD/MM/YYYY format. Alternatively, click on the calendar icon and use the date picker tool to select the cut-off date. If no closing date is set, registrations will be possible right up until the start time of your event.

Attendee Limit

If you would like to limit the number of people who can register to attend your event, set the Attendee Limit to On then type the number of registrations you will allow into the text box.

Attendee Group Limit

Some people may want to make a group booking for your event (i.e. for tables of 10, etc). You can use this setting to define group sizes. Enable the setting by choosing On then enter a minimum and maximum number of people per group.

Company Name Field

If you would like people to include their company name when registering for your event, set this option to On.

Confirmation

The confirmation tab refers to the email sent to attendees once their registration is successful.

Regsitration Settings Confirmation Panel

Email Template

Specify which email design to use when sending the registration confirmation email. You may need to contact your Web Designer to find out which template to use.

Send Copy of Registration Email

If you would like to receive a copy of each registration by email, rather than just checking the Registration screen in the CMS, enter an email address here.

Message

You can include an additional message for the confirmation email here (e.g. a thank you for registering comment). This will be applied to both the registrants email, and any copies you may receive.

Attributes

Events can be assigned different categories just like News items and eCart products.

Category

To assign a category to your event, click on its name in the list. To select multiple categories for your event click and hold the Command or Ctrl key on your keyboard. Find out more about adding categories in the Categories section below.

Pricing Options

Once you've saved your event, you can add pricing options to it. By default, all events are listed as free. To add a paid option, see the instructions below.

Add

Click on the Add button button to add a new pricing option. A popup will appear asking you for more details.

  • Name - This will be the label for your charge, such as Member, Non-Member, VIP, Student, Concession, etc.
  • Type of Charge - Set whether the charge is free or enter a dollar amount in the box. You don't need to include the $.
  • Show on Website - Set whether the price option appears on the website.

Click on OK when you're done. The price option will now appear with your event when it appears on website.

Delete

To remove a pricing option you have two options:

Hide

Untick the Display box next the price option you no longer want to use. When unticked, the price will not appear on the website. You can then restore it later if necessary.

Delete

Click on the red Delete next to the pricing option you want to remove. This is permanent and cannot be undone.

Save & Display

You can save your event at any time without publishing it to the website. Just click on the Save button button in the orange panel on the top right. When you're ready to make your event public, click on the Display on Website button and then click Save button. Your event is now published.

Archive an Event

To archive an event, navigate to the Events screen and locate the event you want to archive in the list by browsing or searching and click on the red Archive button link next the appropriate name.

Restore an Archived Event

To restore an archived event, click on the dropdown box above the events list labelled "Current" and select "Archived". This will show you a list of archived events. Click on the Restore button button next the event you would like to restore and it will be added to the Current event list. Use the drop down to return to the Active events when you're done.

Categories

Categories make it possible to organise your events to make it easier for people to find what's relevant to them. This is particularly useful if you run a large number of events. To manage your event categories, click on the Categories link under eCart Lite on the sidebar.

Add a Category

To add a category, type a name into the Add Category box and click on the Add button button. The new category, along with its ID should appear in the list on the left.

Rename a Category

To rename a category, click on the Rename button button next to the name of the category you want to change. The name field is now editable, make your change and click on the Save button button. If you've changed your mind about renaming the category, click on Cancel.

Delete a Category

To delete a category, click on the red Delete button next to the name of the category you want to remove. Deleting a category is permanent and cannot be undone.

Managing Registrations

To manage your event's registrations, navigate to the Events screen using the sidebar menu and locate the event you want to check in the list. Click on the View link in the View Registrations column to open the Registrations screen.

Event Details

The top right of the screen shows a summary of the Event you are looking at the Registrations for. It shows the name, start and end dates as well as how many people are registered and how many spaces are still available. Clicking on the View Event link will take you to the full event details screen.

Add New Registration

If you take event registrations by phone, fax, email or post, you may need to manually enter registration information into the CMS. To add a New Registration, click on the Add New button button. This will open the New Registration Form where you can enter the Registrant's details.

The Add Registration Screen in the Events Module

Edit a Registration

There are three parts to an Event Registration, the Event Details, Registrant Details and Registration Notes.

Event Details

The top right of the screen shows a summary of the Event you are looking at the Registrations for. It shows the name, start and end dates for the event. Clicking on the View Event link will take you to the full event details screen.

Registrant Details

Each Registration needs at least one attendee known as the Primary Contact and needs the following information:

  • Company Name (optional) - The name of the company the registrant represents.
  • Name - The first name of the registrant.
  • Surname - The surname of the registrant.
  • Email - An email address to contact the registrant.
  • Phone (optional) - A mobile or landline number for the registrant.
  • Cost - Select a price option for the registrant.

Once the Primary Contact's details have been entered, you can add additional attendees (i.e. group members) to the registration if required. Click on the Add Another button button to reveal a form for the additional attendees details.

Registration Notes

If there are any notes linked to the registrations, they should be entered here. For example, the event may be a dinner, and the registrant requires the vegetarian option.

Archive A Registration

To archive a registration, click on the red Archive button link next to the name of the registration you want to remove. The registration will no longer be regarded as Active and will not be included in the Registration List.

Restore an Archived Registration

To access archived registrations, click on the dropdown box labelled "Current" above the registrant list and select "Archived". This will switch the view to show Archived Registrations. You can then view or restore registrations as required. Use  the same drop down to return to the active events list by choosing "Current".

Export Registrations

You can download a CSV of each event's registrations to import into an external application such as Microsoft Excel or Apple Numbers. Just click on the Download CSV link in the Event Registrations panel and save the file onto your local system.

Event Email

You can send an email to all the people who have registered for your event directly through the EdukaCMS. To send an email to registrants complete the form in the Event Email panel.

Email Template

Select an email design to use for your email. You may need to ask your Web Designer which is the best to use.

Schedule

You can choose to send your email at a particular time in the lead up to the event. Enter the number of days before the event you would like to send the email. Leaving this field blank, or setting to 0 will send the email immediately.

Message

Type the content of your email into the message filed. You can apply formatting and add links and images using the WYSIWYG editor.

Send Email

Once your email is ready, click on the Send Email button. Depending on when you've set the schedule, the email will be sent immediately, or on the day you have specified.

Transactions

The Transactions screen allows you to track all the payment information for your event registrations.

Event Transaction Screen

The Transaction List is ordered by transaction ID and shows the following information:

  • Transaction ID - a unique identifier for the registration.
  • Customer Name - the name of the primary contact for the event registration.
  • Event Name - the name of the event that the registration belongs to.
  • Transaction Date - the date the payment was made.
  • Transaction Status - the status of the transaction (pending, successful, unsuccessful)
  • Transaction Amount - the total amount of the transaction.

This information can be used to reconcile with your accounting package and offline event registration records.