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.

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 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. 

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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.

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

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You can start with a blank form or a previously created template from the Template dropdown. To create a template, navigate to Events > Capture > Template and click New.

Security Settings

Security settings have been introduced for registration forms used in both the mobile app and the Event Directory. These settings provide better control over submissions and ensure data integrity.

Security Features Include:

• Submission filter options: Accept All, Block specific domains/emails, or Accept specific domains/emails.

• Option to block submissions from duplicate IP addresses.

• Restriction on personal email addresses.

• Integration with Pre-approval Lists for added flexibility.

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While creating a Registration Type 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.

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Registration Type Design

Registration Type Listing and Management

Registration Types tab under Events > Managed provides a comprehensive Registration Type design listing, allowing users to manage their Registration Type designs more effectively.

The Registration Types tab displays the following details for each Registration Type design:

• Design Name

• Number of Registration Types Created

• Creator Information

• Creation and Last Modified Dates

Additionally, users can perform several actions directly from this interface, including:

• Create Registration Type Design: Create a new Registration Type from scratch.

• Preview: View the Registration Type design before finalizing it.

• Clone: Duplicate a Registration Type design for reuse or modification.

• Edit: Make changes to an existing Registration Type design.

• Delete: Delete the undesired Registration Type design, provided it has not been associated with any Registration Type.

• Set as Default: Mark a Registration Type design as the default for future use.

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You can edit the Registration Type’s background image by uploading a Registration Type template.

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The system will fill in the attendee information and the attendee’s QR code in the gray rectangle shown above. To create a Registration Type 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.

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

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

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

Clone, Edit, Delete, or Archive a Registration Type

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

• Edit: allows for the modification of the chosen Registration Type.

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

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

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

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Group Inventory

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

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

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

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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.

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Assigning Registration Types to a Group Inventory

To assign a Registration Type to a group inventory while creating a Registration Type 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.

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

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The available quantity of Registration Types can be displayed or kept hidden.

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

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Edit or Delete a Group Inventory

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

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

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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 session information.

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

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

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Sessions tab

Create a Session

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

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Sessions section

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

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

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Session Import

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

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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.

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Import sessions pop up

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:

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Create a Speaker

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

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Enter the speaker's information in the Add Speaker tab as shown below:

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Speaker information tab

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:

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Create a Sponsor

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