Overview

Organize your event by setting up the date, venue, and theme for the directory. Create Registration Types with different types and prices, add-ons for extra purchases, and plan sessions with speakers and activities.

Event Templates

An event template is a preconfigured blueprint that simplifies the creation of new events. Instead of starting from scratch, you can use a template to ensure consistency and eliminate the need to rebuild settings for every new occurrence.

How to Create an Event Template:

• Navigate to Events > Managed > Templates.

• Select Create New Template.
  
  

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• Assign a Name and Owner, then click Create.
  
  

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• Configure the remaining settings from the template builder and save.
  
  

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How to Use a Template:

You can create a new event using your templates in one of the following ways:

• On the Templates page, click the three-dot menu icon next to a template and select Create Event.
  
  

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• On the Events page, click New and select your desired template from the provided drop-down.
  
  

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Event Template Permissions

Event Template Permissions allow template administrators (Admins) to lock specific settings to chosen defaults before a template is shared. When an event owner creates a new event from that template, locked settings cannot be altered — they inherit the Admin's values exactly as configured.

This gives organizations the ability to standardize key parts of every event built from a template, while still allowing event owners full flexibility over any settings that are left unlocked. 

How It Works — Locked vs. Unlocked

Permissions operate on a per-setting or per-step basis. Each configurable item can be in one of two states:

 Accessing Template Permissions

Template permissions are only available inside the Template Builder (not the Event Designer). A Template Permissions panel is visible on the right-hand side of the screen for each section, with an Edit Permissions link.

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Steps to configure permissions:

1. Open the Template Builder for the relevant template.

2. Navigate to the desired section using the left sidebar (e.g., Basic Info, Settings).

3. Locate the Template Permissions panel on the right side of the screen.

4. Click "Edit Permissions" for that section.

5. A modal dialog opens listing all configurable permission items for that section.

6. Toggle each item between Locked and Unlocked as needed.

7. Click Save. Changes are reflected immediately without a page refresh.

Locking Entire Steps

In addition to locking individual settings, some sections support locking the entire step.

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When a step is fully locked:

• A lock icon appears next to the section name in the Event Designer sidebar.

• Event owners cannot enter or interact with that section at all.

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Admin vs. Event Owner — Summary 

Security Profile Override

A special security profile is available that allows specific users to override event template configuration permissions.

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When this profile is enabled for a user's account:

• The user can see and access locked steps as if they were unlocked.

• The lock icon remains visible in the sidebar but does not restrict access.

• The user sees the steps exactly as any standard admin would — with full visibility and editability.

Create a New Event

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

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

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

The difference between the 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 you can press the '+' icon to add a new organizer and assign it to the event.

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

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Event Designer has the following sections:

• Basic Info

• Schedule

• Details

• Registration Types

• 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 subcategory, organizer and add tags to improve the event’s discoverability.

You can also select the 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 a physical location.

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

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

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

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

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

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

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

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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 images, 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.

Thumbnail Image (Main Events Page)

This image appears as a thumbnail on the main event page (which lists all published events) and at the top of the event detail page if no banner image is uploaded. For optimal display, use a high-quality image sized 2160x1080px (2:1 ratio).

Note: JPG or PNG are allowed with maximum 10 MB size

Banner Image (Event Details Page)

This image is displayed at the top of the event details page. For optimal display, use a high-quality image sized 2000x250px (8:1 ratio) for desktop and 1080x540px (2:1 ratio) for tablet and mobile. If no banner image is provided, the thumbnail image will be used as the default.

Note: JPG or PNG are allowed with maximum 10 MB size

Apple wallet banner image

For best results in Apple Wallet, upload a PNG or JPG image sized exactly 1125px wide by 300px tall (aspect ratio 3.75:1). Keep key content centered, edges may be cropped on some devices.

Note: JPG or PNG are allowed with maximum 10 MB size

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

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

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This is how the image and text sections look like:

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Registration Types

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

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Creating a Registration Type

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

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The required fields of the Registration Type are:

• Registration Type name

• Type: Paid or Free

• Quantity type:

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

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

• Visibility:

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

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

  • Hidden: always hidden, even when available.

• Quantity: total Registration Types available.

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

• Min/Max Quantity: number of Registration Types 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 Registration Type 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 Registration Type price is $50 and fees is $1, if ‘Absorb Fees’ is checked, the Registration Type 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 Registration Type price becomes $51.

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

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

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

Note: A warning message will appear if the Registration Type's end date extends beyond the event's end date.

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

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

• Registration Type Design: the template/info used for the Registration Type. See the Registration Type 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: The attendee has a set number of check-ins per day.

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

Waitlist

The Waitlist & Registration Control feature enables organizers to manage event capacity more effectively by allowing prospects to join a waitlist when a registration type is sold out. Organizers can then review and approve waitlisted prospects, either manually or automatically, depending on the registration type configuration.

Select Enable Waitlist to use this feature.

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For each registration type, choose the appropriate approval method:

• Free – Auto-Registration

◦        When a spot opens (e.g., a cancellation), the next waitlisted prospect is automatically registered.

◦        No manual action required from the organizer.

• Free – Manual Approval

◦        Waitlisted prospects are held in a queue until an organizer reviews and approves them.

◦        Gives organizers control over who receives a spot.

• Paid – Manual Approval (default)

◦        All waitlisted prospects for paid registration types require manual review.

◦        This ensures payment and verification steps are completed before a spot is confirmed.

When a registration type reaches its capacity, the Directory automatically presents a Join Waitlist option to prospects. The prospect selects the sold-out registration type and is prompted to join the waitlist. Their information is captured and held pending availability.

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Organizers can review and take action on waitlisted prospects through the new Waitlist Management page in the WebApp:

• Go to Events > [Your Event] > Waitlist.

• Review the list of waitlisted prospects, including their registration type and submission date.

• Approve or cancel registrations.

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Registration Type Visibility Parameters on the URL

The Registration Type Visibility Parameters on the URL feature is designed to give you greater control over how Registration Types are displayed on your event registration page. By leveraging URL parameters, you can dynamically show or hide specific Registration Types based on the query strings included in the URL.

Example Use Case:

Offering VIP Registration Types exclusively to users who access the registration page through a special link.

Setting Up Registration Type Visibility Parameters:

Edit the Registration Type Settings: After creating a Registration Type, click on the three dots icon and choose Edit.

Enable the Registration Type Visibility Parameters on the URL feature.

Add a Parameter: 

• Parameter: Free

• Value: VIP

Choose All parameters exist: The system will display the Registration Type if it detects the specified parameter and value in the URL.

You can set conditions such as:

• All parameters exist

• Any of these parameters exist

• None of these parameters exist

Configure URL:

Append the parameter and value to the end of your registration page URL as a query string.

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Badge Design

To design a badge, do the following:

1. Click on the '+' sign.

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

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You have the option to start with a blank design by clicking on the ‘Blank' option or choose to continue with a previously saved design by clicking on the ‘Start with existing design' and choosing the design name.

A preview of the design will be displayed when you select the 'Start with existing design’ option.

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3. Click Create.

4. You will be prompted to the Badge Designer

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

6. Click on Preview to preview the badge’s design, click on Reset to start over with a blank badge, and click on Save As to save the design as a template to be used later in future events by entering a name to associate with the design.

7. Once the design is complete, click Save.

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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, Registration Type name, and registration code.

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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.

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More Elements

This section contains additional elements such as:

• Border Box

• Horizontal Line

• Vertical Line

• Image

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Badge Designer Settings

The badge designer settings tab allows you to adjust the name and size of the badge by specifying its width and height or choose a predefined badge size. You can also import a previously created badge design from the 'Existing Designs' dropdown menu. Additionally, you can toggle the grid setting to show or hide grid lines on the badge and toggle the top-notch setting to display or hide the top notches for the badge hanger.

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Top-notches of the badge hanger

Customizing Elements

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

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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.

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Overflow: Determines how the text is displayed within an element of specified width. There are two settings:

1. Text Wrap: For lengthy texts, text wrap maintains the specified font size while starting a new line to continue the text.

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2. Text Autofit: For lengthy texts, text autofit automatically reduces the specified font size to fit the text within the designated width of the element. A minimum font size can be set to ensure readability. If the text still exceeds the width, a new line will start with the remaining text.

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There are two default position alignments:

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

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

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

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Elements' More section

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Border box element's settings

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Variants

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.

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Image element

Preview Badge Design

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

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Sample Data Input: Displays editable fields that users can modify to enhance the display of information and offer a clearer visualization of how the data will appear when printed.

• The ‘First Name', ‘Last Name’, ‘Email’, and ‘Job Title’ will display the information of the logged-in user by default.

• Additional editable fields such as ‘Full Name', ‘Company’, and 'Registration Type Name’ can be modified to preview different information instead of the displayed information.

Reset: Reverts the content in the fields back to the default information that was displayed when the preview pop-up initially opened.

To exit the preview mode, click anywhere outside the displayed pop-up.

Reset Badge Design

To reset the entire design and start over, click the 'Reset' button located at the bottom left of the screen, as shown:

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A confirmation pop-up will appear to prevent accidental clicks on the ‘Reset' button.

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To proceed with resetting the badge design, click the ‘Reset’ button; otherwise, click the ‘Cancel’ button to abort the action.

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.

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Registration Email

Sends a confirmation email to the attendee after they purchase the Registration Type.

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Sender Name, Sender Email, and Reply to Email

Allows the designated Registration Type to be sent from a specified email address. The 'Sender Email' and 'Reply to Email' will be applied exclusively to the intended Registration Type.

To assign a specific email address for sending the ‘Registration Email’ for all Registration Types of a particular event, navigate to the ‘Settings’ tab of the 'Event Designer' and enter the desired email addresses in both the ‘Sender Email’ and 'Reply to Email’ fields.

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For instance, 'VIP' Registration Types are meant to be sent from a specific staff member’s email address, such as ‘arevans@captello.com’, while all other Registration Types for the event are intended to be sent from ‘marketing@captello.com’.

The ‘VIP’ Registration Type will have the 'Sender Email' and 'Reply to Email' linked specifically to the 'VIP' Registration Type as shown:

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The remaining Registration Types will have the ‘Sender Email' and ‘Reply to Email’ associated with the event as shown:

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Attach registration PDF to confirmation email

Enables the option to include or exclude the Registration Type as a PDF attachment by checking or unchecking the corresponding checkbox.

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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.

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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 Registration Type.

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