Create New Event

You can add a new event by going to the Events > Managed page.

Click on the green New button at the top which will open up this pop up:

Here you can provide the event name and title as well as set an organizer and provide access to the users.

The difference between event name and title is that the name is used to identify the event internally in the system whereas the title is displayed to the attendees.

You can select the organizer from the existing ones in the system, or can press + icon to add a new organizer and assign it to the event.

Once you click Save, you will be taken to the Event Designer page from where you can add/edit all events’ data.

Event Designer has the following sections:

• Basic Info

• Schedule

• Details

• Tickets

• Sessions

• Activities and Add-ons

• Packages

• Codes

• Settings

• Publish

Basic Info

Here you can add/edit the event’s name and title, select type, category and sub category, organizer and add tags to improve the event’s discoverability.

You can also select location type:

• Venue - means physical location, which uses Google Places to find the matching locations.

• Online - means the event is online and doesn’t have physical location.

• To Be Announced - means the location is yet to be decided and announced.

You can also determine the date and time of the location to either single or recurring.

Single event means it happens only once with specific from and to dates like in the screenshot below:

Recurring event means it will be repeated and so you need to specify all the dates of the event from the ‘Schedule’ tab:

And this is the Schedule tab where you can add these dates:

Selecting ‘New Date’ opens this dialog to add new date for the event:

Back to the ‘Basic Info’ tab, you can also add social networks links for the event as shown here:

Please note that any changes in any tab switch the bottom buttons to: Reset, Save and Save & Next. So you can either reset any changes taken in this tab, save them or save and go to the next tab, respectively.

Details

From here you can add the event’s cover image, which will be used as the main event image in both the web portal and the mobile app. You can also add description, images, videos and text details. 

Here is how you can add/edit media inside ‘About Event’ section:

Press ‘Select’ to show dialog from where you can select image from media manager:

This is how the image and text sections look like:

Tickets

From this section, you can create new tickets for the event, edit and clone them.

Creating a Ticket

To create a ticket, click on the ‘Add New Ticket’ button and enter the ticket details.

The required fields of the ticket are:

• Ticket name

• Type: Paid or Free

• Quantity type:

  • Fixed: Establishes a predetermined quantity of tickets available for sale.

  • Group inventory: Establishes a unified total quantity across different ticket types, where the purchase of any ticket affects the overall availability, regardless of the specific ticket type bought.

• Visibility:

  • Visible: always shown. If the ticket is unavailable, it will appear grayed out.

  • Visible Only When on Sale: if the ticket is unavailable, it will be hidden in the ticket menu.

  • Hidden: always hidden, even when available.

• Quantity: total tickets available.

• Show available ticket quantity: show/hide the available quantity in the Registration Center.

• Min/Max Quantity: number of tickets required/allowed per purchase.

• Sales Channel:

  • Everywhere: available on both the Registration Center and EventGen mobile app.

  • Online Only: available only on the Registration Center.

  • At the Door Only: available only on the EventGen mobile app.

• If paid, the price. There is an option to enable the original price if there is a discount on the ticket price. Checking absorb fees option means that the price includes the fees and unchecking it means the fees will be added to the price. For example, if the ticket price is $50 and fees is $1, if ‘Absorb Fees’ is checked, the ticket price remains $50 and the $1 fees will be deducted from it. But if the ‘Absorb Fees’ is unchecked, the $1 is added to the $50 and the final ticket price becomes $51.

• The sales channel: will this ticket be available for selling Everywhere/ Online Only/At the door only.

• Sale start date: date/time for ticket to be available to purchase.

• Ticket Sales End: amount of time before/after the event that sales end.

• Ticket Sales End Message: The message that appears on the ticket displays the end date of ticket sales. It can be configured to show an automatic default message, a personalized message, or it can be completely hidden and not displayed on the ticket.

  

• Activities and Add-Ons: the Activities/Add-Ons automatically included when this ticket is purchased.

• Ticket Design: the template/info used for the ticket. See the Ticket Design section below.

• Event check-in Limit:

  • Unlimited: attendee can check-in/out multiple times per day.

  • Limited Per Event: attendee has a set number of check-ins across the entire event.

  • Limited Per Day: attendee has a set number of check-ins per day.

• Badge design: customize the design of the badges to be printed.

Badge Design

To design a badge, do the following:

1. click on the '+' sign.

2. Choose a name, width, and height for the badge.

3. Click Create.

4. You will be prompted to the Badge Designer

5. Click on the desired elements to be shown on the badge.

6. Click on Preview to preview the badge’s design and click on Reset to start over with a blank badge.

7. Once the design is complete, click Save.

Badge Designer Elements

The badge design comprises various customizable elements, categorized into three sections.

• General section: contains the text element, which allows you to add custom text.

• Basic info section: contains basic contact info fields, such as name, email, company, and job title.

• Registration info section: contains registration info fields, such as QR code, ticket name, and registration code.

Adding Custom Fields to the Badges

To add custom fields to the badge design (or any other field that does not exist in the basic elements), you can use a field’s identifier between double-percentage signs (ex. %%Phone%%). Note that a field will only be printed if it is enabled in the registrant profile from the event settings.

More Elements

This section contains additional elements such as:

• Border Box

• Horizontal Line

• Vertical Line

• Image

Badge Designer Settings

The badge designer settings tab allows for the adjustment of the name, the badge size by specifying the width and height. Additionally, you have the option to toggle the badge grid setting to show or hide the grid lines on the badge.

Customizing Elements

You have the flexibility to insert elements to the badge, clone, delete or adjust the element’s position.

You can manage typography settings, including renaming the element’s ‘Value' in case of an inserted text field, choosing a font family, adjusting sizes and weights of elements, changing the element’s position, and aligning the element’s position using the default alignment positions.

There are two default position alignments:

1. Horizontal alignment - Align the text horizontally in three positions: left, middle, and right.

   

2. Vertical alignment - Align the text vertically in three positions: top, middle, and bottom.

   

The Border box, Vertical line, and horizontal Line elements can be displayed as either Solid or Dashed lines.

The logo is uploaded from the Image element. Click on Upload a photo. The Image element can be used as a complementary image to the design as well.

Preview Badge Design

To preview the badge design, click on the Preview button.

Click anywhere outside the displayed badge to exit the preview mode.

Edit Badge Design

To edit a design for a badge, click on the Edit icon. You will be prompted to the Badge Designer. Adjust your design and then click Save.

Advanced Settings

You can customize both the online and onsite (EventGen mobile app) registration forms. You can ask any number of questions and map them to the Prospect Profile.

ULC Forms as a Registration form

The ULC Form can be used as a registration form in the Event Directory. A template is created from the Registration Forms tab. Then the template is then chosen while creating or editing the ticket.

To create a ULC template, navigate to Events > Managed > Registration forms, click New, enter the information of the template, and then click Continue

While creating a ticket or editing an existing one, scroll down to Forms, choose Advanced from the Form Type dropdown, choose the template from the Online registration form dropdown or the Mobile app registration form dropdown, and then click Save.

Ticket Design

You can edit the ticket’s background image by uploading a ticket template. The system will fill in attendee information and the attendee’s QR code in the gray rectangle shown above. To create a ticket background image, click Download Empty Template or download the files below to edit. The template is available in JPG, PNG, or PSD, but must be uploaded in JPG or PNG.

For the extra-addon ticket, it is almost the same as the standard ticket except that:

• It doesn’t have prospect info - since all extra tickets are accessible only for already registered attendees.

• The activity/add-on field is required since it is an extra ticket created to give access to activities and/or add-ons.

Clone, Edit, Delete, or Archive a Ticket

To clone, edit, or archive a ticket, press the three dots on the right side of the ticket card.

• Edit: allows for the modification of the chosen ticket.

• Clone: clones the ticket data so you can change it to create a new ticket using data from another existing one.

• Archive: blocks the possibility of buying tickets, both online and on-site.

• Delete: deletes the ticket solely in the case where it has not been purchased.

Group Inventory

A Group Inventory allows you to link different types of tickets together with a total shared quantity.

For example, if you have standard, free, and VIP tickets in a group inventory with 5 tickets total, registrants can buy any combination of these ticket types until all 5 tickets are sold.

The key point is the total number of tickets bought. So, they could buy 3 standard and 2 VIP tickets, or all 5 could be standard tickets. Once all 5 tickets are sold, no more are available, no matter the combination.

Create a Group Inventory

To create a group inventory, go to the Group inventory tab, click on Add New Group Inventory, choose a name and quantity, and then click Add.

Assigning Tickets to a Group Inventory

To assign a ticket to a group inventory while creating a ticket or editing one, click on Quantity Type. Choose a group inventory from the dropdown menu or create a new group inventory by clicking on the '+' icon.

There is an option to edit the name or quantity of the chosen group inventory by clicking on the Edit icon.

The available quantity of tickets can be displayed or kept hidden.

The two images displayed below illustrate how tickets from the same group inventory impact one another.

Edit or Delete a Group Inventory

To edit an existing group inventory, click on the Edit icon below Actions.

To delete an existing group inventory, click on the Delete icon below Actions.

Sessions

In this section, you can create sessions, include speakers in these sessions, and incorporate sponsors for each session.

There are three tabs in this section:

• Sessions - where you can create sessions and add the sessions information.

• Speakers - where you can add speakers and their information.

• Sponsors - where you can add the sponsors and their information.

Create a Session

To create a new session, click on Add New Session button in the Sessions tab.

Enter the session's details, set the price, and add the session’s sponsors and speakers.

Once the session is created, the session will be displayed along with its information.

Session Import

To import a session with its details, click on the Import Sessions button as shown:

A pop up will be displayed as shown below with the options to drag and drop the template, upload the template by clicking on the middle section, or download a default template and upload it once filled out.

Edit, Clone, and Delete a Session

You can edit, clone, or delete the session by clicking on the three dot menu next to the session as shown:

Create a Speakers

To add a new speaker, click on the Add New Speaker button from the Speakers tab.

Enter the speakers information in the Add Speaker tab as shown below:

Edit or Delete a Speaker

Once the speaker is created, you can edit their information or delete them by clicking on the three dot menu next to the session as shown:

Create a Sponsor

To add a new sponsor, click on the Add new Sponsor button from the Sponsors tab.

Enter the sponsor’s information in the Add Sponsor tab as shown below:

Edit or Delete a Sponsor

Once a sponsor is created, you can edit their information or delete them by clicking on the three dot menu next to the session as shown:

Activities & Add-Ons

The next section is ‘Activities & Add-Ons’, where you can add different types of extensions to the event.

There are two types of extensions in the system:

• Activities - that can be sessions or workshops for example.

• Add-ons - things like beverages and parking etc.

Actions that can be taken on the activities are check-in/out, for instance checking in the standard event tickets. You can also undo the check-in/out action. However, the add-ons can be redeemed and un-redeemed.

To create new activity, click the ‘New Activity’ button on the right side and fill in the info for the activity:

The following information is required:

• Activity name

• Start and End dates

• Category of the activity

The other optional fields are:

• Image

• Description

• Full Address

Checking the ‘Add Ticket’ option means that a ticket will be linked with this activity. This means that the attendee can’t access this activity without purchasing the ticket.

You can enter the following ticket information in the ticket section:

• Paid/Free: whether the ticket will be free or not

• Quantity available initially. 0 means no tickets.

• The price - checking the absorb fees option means that the price includes the fees and unchecking it means the fees will be added to the price. For example, if the ticket price is $50 and fees is $1, if ‘Absorb Fees’ is checked, the ticket price remains $50 and the $1 fees will be deducted from it. But if the ‘Absorb Fees’ is unchecked, the $1 is added to the $50 and the final ticket price becomes $51.

• The minimum and maximum activity tickets allowed to be purchased per order.

• When the activity sales will end, i.e. 2 days before event end time.

• The ticket visibility: whether it should be always visible, visible only on sale or hidden.

Creating an add-on is the same as creating the activity. The actions taken on each are different.

Packages

In this section, you can group sessions, extras, and add-ons and sell them as packages.
There are two tabs:

• Active - Displays the available packages for purchasing either on-site or online.

• Archived - Displays all the packages that are no longer available for purchase on-site and online.

To create a package, click on the Add New Package button. Add the package information and choose the sessions, activities, and add-ons to be associated with the package.

Once the package is created, it will be displayed with its details.

You can edit, delete, clone, or archive any package by clicking on the three dot menu next to that package.

Codes (Discounts)

From this section, you can create discount code groups and generate discount codes to use during tickets check-out.

To create a discount group, click on the Add New Group button.

Then enter the group’s details.

You can choose if the discount amount is fixed or a percentage. You can also choose to limit discounts to a specific number of discount per user or per event.

• Max per User: Sets the limit for code usage per user.

• Max per Event: Sets the maximum uses of a code at the event level.

• Max tickets per Code: Sets the total number of tickets that can be purchased using the same code.

To edit a group, click on the Edit icon next to that group below Actions.

The name of the discount group, the ticket categories it applies to, the validity period of the code, the discount value, and the usage limits for the code can be edited.

To delete a group, click on the Delete icon next to that group below Actions.

Once the group is created, go to the Codes tab and click on the Generate Codes button.

Choose the discount group then choose if the discount will apply to all tickets or only specific tickets.

Then you can either input codes manually or generate them automatically

Once the codes are generated, you can activate/deactivate them from the check box below the Active column.

You can then copy the codes and share them with your clients however you see fit!

To display discount codes in the directory, navigate to the Settings tab in the Event Designer, then scroll down to Discount code, and tick the box labeled Display in event directory.

To edit a specific code, click on the Edit icon next to that code below Actions.

To make the discount code exclusive to a particular company, just enter its domain, such as captello.com, in the Domains field and click Add.

You can make it exclusive to specific email addresses, such arevans@captello.com, to restrict code usage. Anyone using a different email address will encounter an error message when trying to use the code. Enter the email addresses in the Emails field and click Add.

You have the option to configure the code so it's valid for all paid tickets, all paid tickets with certain exceptions, or only for specific tickets.

Additionally, you can include a note or description with the code. For example, this code is exclusively for Captello employees.

To delete a specific code, click on the Delete icon next to that code below Actions.

Settings

General Tab

Time zone settings

Establishes the time zone applicable to the event.

Display event date and time in

The event date and time can be presented in two formats: either aligned with the attendee's local time zone, denoted as 'Attendee's Local Time Zone,' or in accordance with the time zone of the event itself, referred to as 'Event's Time Zone.'

Registration Settings

By default, registrants must use a unique email for every ticket. If the attempt to use the same email, they will receive an error. You may allow them to reuse the email, but this will assign all of the tickets to the same Prospect Profile.

Registration email

Establishes a default template for the registration confirmation email to be sent to attendees if no specific registration email is linked to the purchased ticket.

Registration hold settings

• Initial hold duration: The preliminary duration allocated for the completion of an order. Following this period, a prompt will appear, offering the option to either extend the hold time or cancel the order.

• Extended hold duration: The duration added to the order's timeframe upon the expiration of the initial period.

Check-in Settings

• Reject Consecutive Check-Ins: Once an attendee has checked into the event, they are prevented from checking in again. If an attendee tries to check in a second time, an error message will appear as shown.

  

• Allow Consecutive Check-Ins: Allows the attendee to check-in multiple times to the event without the need to check-out and check in again.

Guests

Controls the visibility of attendee guests within the mobile application, allowing them to be either displayed or concealed.

Search Engines

If you want to hide your registration center from search engines like Google, you can disable search engine visibility here. Make sure to do this early in the process or search engines might crawl it when it first comes online.

Badge Design

Allows you to customize a design for the event’s badges.

Badge Scan

Configure badge scanning in the EventGen mobile app. You can allow:

• Captello Tickets: tickets generated through Captello’s EventGen registration system.

• Captello Badges: badges provided by Captello Hosted Events for exhibitors using the Universal Lead Capture app.

• External Badges: badges provided by a third party for exhibitors using the Universal Lead Capture app.

Payment Gateway

Configure the event's payment account whether Stripe, Authorize.net, or PayPal.

PayPal Configuration

• To set up a PayPal connector, follow the steps below:

  • Navigate to Setup > Integrations > Connectors.

  • Scroll down to the Paypal section, click on Connect PayPal Account

• Then choose PayPal as a Payment Gateway from Event Designer > Settings > Payment Gateway > Payment Account > PayPal, and choose the connected PayPal account.

Once the Payment Gateway is set to PayPal, the directory registrant will be able to check out using their PayPal accounts.

As a security measure, a notification message will be displayed once the registrant opens another tab while adding their PayPal account information or minimizing the pop-up for PayPal payment.

They can either close the message and start the payment process again by clicking on the PayPal button or they can proceed with filling out their PayPal account information by clicking Click to Continue.

Cash payment

• Self-Service Cash Payments - Allows the attendee to purchase tickets, activities, or add-ons using cash payments while self-serving in Kiosk Mode via mobile application.

• Staff- Enabled Cash Payments - Enables the option to purchase tickets using cash payments via the mobile application.

Cash payment verification

You have the option to create a passcode that your staff members will use when handling cash payments. The transaction will be accepted only after the passcode is entered.

Note: If the event has paid tickets while no Payment Gateway is chosen and no Cash Payment method is checked, a warning message will be displayed to the user as shown:

Discount code

• Display in mobile app: adjusts the display of discount codes within the mobile application.

• Display in event directory: adjusts the display of discount codes within the event directory.

Messaging Tab

Event details

• Automatic: Displays the price range of the event’s tickets.

• Custom: Presents designated text, such as 'Register now'.

Tickets

In this section, you can personalize the wording of the event's labels in the directory.

The labels' wording that can be changed:

• Ticket section title text - 'Tickets Details'

• Register button text - 'Register'

• Order summary section title text - 'Order Summary'

• Add another ticket button text - 'Save and Add another ticket'

• Free ticket price text - 'Free'

• Discount code label text - ‘Code’

The texts highlighted below are where the labels are displayed in the directory:

Check-Out

In this section, you can personalize the wording of the event's label text on the check-out screen of the directory.

The labels' wording that can be changed:

• Order form title text - 'Contact information'

• Order form button text - 'Place order'

• Order form sub-title text -'A confirmation email that includes your tickets will be sent to this contact'

• Contact form title text - 'Primary Contact Information'

• Card Info title text - 'Card Information'

• Back to event ticket link text - 'Back to event tickets'

• Registration Success message - 'Registration successful! We’ll send a confirmation email shortly.'

The texts highlighted below are where the labels are displayed in the directory:

Style Tab

From this tab, the mobile app widgets of the event are customized, They can have the default designs or custom designs for each section.

Registrant Profile Tab

Displays the chosen fields such as the job, city, mobile phone, etc. in the registrant’s profile page on the mobile app.

Publish

The last tab in the event details dashboard is ‘Publish’ where you can change the publishing status of the event and its public/private accessibility.

There are three options for the Event status:

• Published - This status indicates that the event is live, with a link to the event page available. It can also be found on the EventGen mobile app by users who have the necessary access.

• Cancelled - This status means the event has been canceled. Visitors will see a 'Event not found' message, and the event will no longer appear in the EventGen mobile app.

• Unpublished - This status indicates that the event is stored as a draft on the web application and does not have any associated actions.

The option to Show in event collection page signifies that the event will be displayed on the public portal's home screen among the list of published events, making it also searchable within the platform.

Import

The last action in the event details dashboard is ‘Import’, which allows you to import registrants from an excel sheet for any specific ticket.

Once you click the Import button, system will ask you to choose the ticket to assign to the registrants and you can also select whether or not to send the ticket email to these registrants.

After the event is created and published, the users can see and register for it from the web portal which is explained in the next section.

Adding Registrants via Fulfillment Action or Automation

You can also manually add registrants to your event and send them ticket emails using the Register to Hosted Event action and Send Event Registered Ticket actions.

These actions are available in Fulfillment Action as well as Automation.

There is also a Registered for Event filter criteria that you can use to filter Prospects based on the events that they are registered to.

Clone an Existing Event

To clone an event, go to Events > Managed and click on the Dropdown next to the intended event for cloning. From there, Clone.

Add the new event’s details and then click Save.

Similarities between the Original and the Cloned Events

The cloning process will replicate nearly all of the original event's settings, including its date and time, all the tickets that have been created, and their specific settings, among others.

Differences between the Original and the Cloned Events

The primary distinctions lie in the event's publication status and the availability of tickets, activities, sessions, add-ons, and discount codes.