Create or edit events

Here you can specify the basic details and the timeframe of the event:

• Event title/name: The name of the event will be displayed on the website.
• Subheading: This is a second-level heading which will appear on the event’s details page.
• Event No.: Enter the event number here. The event number is optional. The event number is optional. For events subject to a fee (booked via the shopping basket), this will appear on invoices.
• URL segment:The URL segment is the part of the URL required to access the specific event. It must always be unique. The system automatically generates the URL segment the first time it is saved, based on the specified event name.
  • Unique links: If an event with an identical title already exists, a sequential number is automatically appended to the URL segment to ensure a unique link to the event.
  • The link can be edited later using the pencil icon, and a new link can be generated using the circle icon
• Dates: A date always consists of a start date (+ optional time) and an end date (+ optional time).
  • Add a single event: You can add one or more individual events.
  • Adding events via a series: Events can be added via a series. A series is a set of events that can take place periodically by date or by recurrence (X days, X weekdays or X days of the month) and ends on a defined date. An existing series can be added to an existing series or used to replace the existing series. Clicking the ‘Generate’ button replaces or adds the series. The start and end times remain the same for a series.

Here you can categorise the event for organisational purposes so that it can be displayed and managed correctly.

Client: In this drop-down menu, you select the relevant client for the event (only relevant for customers with a licensed ‘Multi-client’ module). Assigning the event to a client defines who owns it and, consequently, who is authorised to administer it. All users assigned to the relevant client and holding the appropriate permissions can manage it.

• No assignment: If the event is not assigned to a client, all backend users can view and edit the event.

Additionally visible to clients (for programmes): When using the programmes,the event can also be made available to other clients(only relevant for customers with the licensed “Course Management” module)

Event format: Here you can select the format in which the event will take place. This information is displayed both in the list of events on the home page and when viewing the detailed description of the event.

Options:

• No event (the event format row is hidden)
• Face-to-face event
• Online event
• In-person and online event

Event status

Publish event: Controls whether the event is published on the website and displayed in the event overview and on the details page. As soon as the ‘Event visible until’ date has passed, this field is automatically deactivated. Published events are automatically unpublished as soon as the saved ‘Visible until’ date has passed.

Event completed: Marks the event as completed. This field describes the status of the event and does not control its visibility on the website. Completed events are automatically archived after a period defined in the system settings (e.g. 365 days).

Event visible until: Specifies the date until which a published event should be visible on the website. Once this date has passed, the “Publish event” field is automatically deactivated. Either the start or end date of the event can be selected.

Event visible from: Specifies the date from which a published event will be visible in the event list on the website. The event must still be set to ‘Published’ for this visibility to take effect.

Event lists: Assigning an event to event lists determines where the event is displayed. Multiple lists can be specified. If no event list is selected, the event can only be found via a direct link, provided the event has been published.

Approvals: Event lists can be approved for use with events. These approvals are displayed here. If a list is approved, the event will also appear on that list. Following a request for approval, an administrator with the appropriate authorisation must approve the request before the event is displayed on the relevant list.

Short description: The short description is displayed in the overview (list view). If no short description is provided, an abridged version of the description is displayed in the overview.

Description: The description is displayed in full in the detail view. If no short description has been entered, an abridged version of the description text is displayed in the list view.

Internal description: The internal description is intended solely for internal notes. This information is not displayed on the website.

Promotional label: The promotional label is a way of drawing more attention to this event. It is displayed as an eye-catching graphic element with the specified text in both the list view and the detail view.

Event images: The event image is displayed in place of a coloured tile with the date in both the list and detail views. The image file is uploaded via the media library, where it can be managed and tagged with additional information. A brief description of the image’s content can be entered in the ‘Alternative text’ field in case the image cannot be loaded. This is also relevant for accessibility, e.g. screen readers. It is displayed if the image cannot be loaded. Furthermore, it is relevant for accessibility and search engine optimisation. The ‘Caption’ field is displayed on the details page below the image.

Notes on image upload:

• Minimum size: 758px x 758px
• Maximum size: 1920px x 1920px
• Max. file size: 4MB
• Supported file formats: JPG, PNG

Information and downloads: Files are uploaded via the media library, wherethey can be managed and tagged with additional information. The document’s name is displayed in the detail view and the uploaded document is linked to it. The PDF documents supplement the course description and are available for download.

Note on file uploads:

• Max. file size: 4MB
• Accepted file format: PDF

In this section, the master records (presenters, sponsors, organisers, venues, contact persons, target groups, categories and filter categories) maintained centrally in the master data can be assigned to the event and updated. These are then displayed on the website as additional information.

Central Master Records

For presenter and sponsor headings, it is possible to specify a custom heading for the entire presenter or sponsor section.

In addition, the event editor can be specified. All backend users from the respective clients can be selected. The dashboard features a ‘My Events’ tile, which displays the events associated with the logged-in user (for which the user is listed as the ‘event administrator’), and allows the user to jump directly to an event via a quick link.

Approvals: Filter categories can be approved for use with events. These approvals are displayed here. If a filter category is approved, the event will also be displayed in that category. Following a request for authorisation, an administrator with the appropriate permissions must approve the authorisation before the event is displayed in the relevant filter category.

Individual event details are pieces of information relating to the event which can either be maintained in the backend for purely organisational purposes or displayed on the website as additional information. They are managed in the master data section (→ Event details).

In this section, you can choose between the various registration options for the events. Depending on the type of registration selected, the subsequent configuration options will vary. The available settings are determined by the type of registration selected.

None (display of the date only)

Only the event date is displayed on the website.

Message if registration is not possible: If registration for an event is not possible, a predefined information message is automatically displayed. “Ticket registration is currently not available for this event.”

Quick registration for individual participants (free of charge and without a shopping basket only)

Message if registration is not possible: If registration for an event is not possible, a predefined information message is automatically displayed. “Ticket registration is currently not possible for this event.”

Allow guest bookings: Theguest booking option allows youto flexibly specify for which events guest registration is possible. The availability of this option can be controlled system-wide or on a per-client basis.

Registration from: Allowregistrations for an event only from a specific date and time onwards. A corresponding message is displayed in the frontend below the event description, stating the earliest date and time from which registrations are possible.

Registration until: Only allowregistrations for an event up to a specific date and time. A corresponding message is displayed on the front end below the event description, indicating the latest time by which registrations are possible.

Show available tickets: This option determines whether this information is displayed to bookers in the event list on the front end.

Minimum number of participants: Depending on the number set, the participant traffic light system in the event overview provides corresponding visual feedback.

Maximum number of participants: Depending on the number set, the participant traffic light system in the event overview provides corresponding visual feedback. If the maximum number of participants has been reached, a prospective participant can join the waiting list, provided one has been set up.

Participant cancellation

• Self-cancellation not permitted
  Here, participants can only request a cancellation manually, e.g. by email.
  They do not have the option to do this via a link in the email or via their profile. This process is therefore completely independent of Campus Events.
• Cancellation permitted only upon approval
  A participant can request the cancellation of their booking from the admin themselves. A cancellation can be requested via the cancellation URL in the registration confirmation. This requires the placeholder {{ S_CANCEL_URL }} to be included in the email template ‘Event Participant: Registration Confirmation’.
  In addition, the ‘Cancel’ option is displayed in the participant’s profile under ‘My events’. As an admin, you can view the request in Campus Events within the participant overview for an event and either approve or reject it.
• Self-cancellation permitted
  Here, the participant can cancel their booking directly themselves without any action being required on the part of the administrator. Cancellation is carried out via the cancellation URL in the registration confirmation email received previously. This requires the placeholder {{ S_CANCEL_URL }} to be included in the email template ‘Event Participant: Registration Confirmation’.
  In addition, the “Cancel” option is displayed in the participant’s profile under “My events”. The cancellation is then carried out fully automatically.

Cancellation deadline: Sets the date and time up to which participants may cancel their booking. Only visible and configurable for the participant cancellation options “Cancellation permitted only after approval” and “Self-cancellation permitted”.

Cancellation terms

• Cancellation conditions can be defined as a percentage (percentage rate) or an absolute amount (euro amount). The actual fee is calculated as the sum of these two options.
• You can set “From ≤” and “To >” days before the start of the event. The value -1 can also be set in the cancellation conditions and represents the day of the event.
• A preview text for the cancellation conditions entered is displayed in the event form.

Add calendar invitation to confirmation email (.ical): A calendar file containing the date(s) in iCalendar format is automatically attached to the confirmation email (optional). This can be imported into all standard calendar applications.

How can I activate a waiting list for an event?

The waiting list can only be used in conjunction with the following two event registration types:

• Quick registration for individual participants (free of charge and without a shopping basket only)
• Order with shopping basket (for one or more participants)

In this section, the waiting list can be enabled by setting the tick box to ‘Yes’ or ‘No ’. If ‘Yes’ is selected, a new drop-down sub-section will automatically appear under the ‘Waiting list’ heading, allowing you to configure the waiting list settings.

Order via the shopping basket (for one or more participants)

This requires the “Paid Events” add-on module. If the add-on module has not been licensed, the price fields in the event form will be hidden.

Seller: a seller previously created in the “Ordering System > Sellers” section must be selected for the event. A default seller can be specified at client level

VAT: Specify a global VAT rate that applies to all ticket categories for the event. This can be individually overridden for each ticket category.

Tickets/Ticket category: Specify a ticket category (created via Master Data > Ticket Categories)

Event price: The gross and net prices are set in this section.

• Gross: Price including VAT
• Net: Price excluding VAT

Individual VAT: Specifies which VAT rate is used for the ticket category.

• Use value from event: The global VAT rate stored for the event is used
• Specify individual value: A different VAT rate can be set for this ticket category

Tax rate (%): Enter the desired VAT rate as a percentage. This field is relevant if ‘Specify individual value’ has been selected. Otherwise, the field is greyed out.

Start and end: Specify a time period for the sale of this ticket category, including a start and end time

Allocation: Specify a ticket allocation for the ticket category

Payment methods: Specify a payment method for the event. Payment methods are managed in the “Ordering system > Payment methods” section. One or more payment methods can be preselected by default

Message if booking is not possible: If no bookings can be made for an event, a predefined information message is automatically displayed. “Ticket registration is currently not available for this event.”

Allow guest bookings: Theguest booking option allows youto flexibly specify for which events guest registration is possible. The availability of this option can be controlled system-wide or on a client-by-client basis.

Show available tickets: This option determines whether this information is displayed in the front end within the event list for those making bookings.

Minimum number of participants: Depending on the value set, the participant traffic light system provides corresponding visual feedback in the event overview.

Maximum number of participants: Depending on the number set, the participant traffic light system in the event overview provides corresponding visual feedback. If the maximum number of participants has been reached, a prospective participant can join the waiting list, provided one has been set up.

Participant cancellation

• Self-cancellation not permitted
  Here, participants can only request a cancellation manually, e.g. by email.
  They cannot do this via a link in the email or via their profile. This process is therefore completely independent of Campus Events.
• Cancellation permitted only upon approval
  A participant can request the admin to cancel their booking themselves. A cancellation can be requested via the cancellation URL in the registration confirmation. This requires the placeholder {{ S_CANCEL_URL }} to be included in the email template “Event Participant: Registration Confirmation”.
  In addition, the ‘Cancel’ option is displayed in the participant’s profile under ‘My events’. As an admin, you can view the request in Campus Events within the participant overview for an event and either approve or reject it.
• Self-cancellation permitted
  Here, the participant can cancel their booking directly themselves without any action required on the part of the admin. Cancellation is carried out via the cancellation URL in the registration confirmation email received previously. This requires the placeholder {{ S_CANCEL_URL }} to be included in the email template ‘Event Participant: Registration Confirmation’.
  In addition, the “Cancel” option is displayed in the participant’s profile under “My events”. The cancellation is then processed fully automatically.

Cancellation deadline: Sets the date and time up to which participants may cancel their registration. Only visible and configurable for the participant cancellation options “Cancellation permitted only after approval” and “Self-cancellation permitted”.

Cancellation terms

• Cancellation conditions can be defined as a percentage (percentage rate) or an absolute amount (euro amount). The actual fee is calculated as the sum of both options.
• You can set “From ≤” and “Until >” days before the start of the event. The value -1 can also be set in the cancellation conditions and represents the day of the event.
• A preview text for the cancellation conditions entered is displayed in the event form.

Add calendar invitation to confirmation email (.ical): A calendar file containing the date(s) in iCalendar format is automatically attached to the confirmation email as an option. This can be imported into all standard calendar applications.

Send ticket confirmation as a collective email to the purchaser rather than the ticket holder: This option allows you to send ticket confirmations not individually to the respective ticket holders, but instead to the purchaser, who receives a single collective email containing all the tickets they have purchased.

How can I activate a waiting list for an event?

The waiting list can only be used in conjunction with the following two event type registrations:

• Quick registration for individual participants (free of charge and without a shopping basket only)
• Order with shopping basket (for one or more participants)

In this section, the waiting list can be enabled by setting the tick box to ‘Yes’ or ‘No ’. If ‘Yes’ is selected, a new expandable subsection will automatically appear under the ‘Waiting list’ heading, allowing you to configure the waiting list settings.

Waiting list

What happens if you want to register for an event but all places are already fully booked? The waiting list feature is a service that can notify you of new allocations or places that have become available; it can be configured individually for each event, so that the waiting list is only used if explicitly activated. Otherwise, an event is considered fully booked and is marked accordingly. Whether the waiting list functionality can be configured for the event itself is determined by the client. The client can decide whether the waiting list

• should generally be available for all of the client’s events
• whether the decision on whether to have a waiting list for a specific event can be made individually within the event editor

In general, the waiting list works according to the following principle: if an event is fully booked, a person adds their name to the waiting list. They then receive an email notification confirming their successful addition to the waiting list. The email notification contains a link which the person can use to remove themselves from the waiting list.

Waiting list settings

• Maximum waiting list places: Themaximum number of people who may be on the waiting list at any one time. Further registrations will be rejected once this limit is reached. Leave blank for an unlimited waiting list. The calculation of available waiting list places for the automated replacement process is based solely on the maximum number of participants for the event.
• Waitinglist replacement procedure: There are two automated workflowsfor the waiting list to automatically admit people on the waiting list according to specific conditions. Specify how available places from the waiting list are allocated. You can set up multiple rules with different start times. If there are several rules, they are sorted by start time. The rule with the next valid expiry date takes precedence.
• Specifically, the following events are checked (condition: waiting list “Yes”):
  • Event not completed
  • Event not completed
  • Event not archived (theoretically irrelevant, as these events are no longer displayed)
• The following settings are available:
  • Apply from: From this point onwards, this replacement procedure applies to all those currently on the waiting list. There may be a slight delay in the technical implementation.
  • The following waiting list procedures are available:
    • Manual release by administrator: Places are released manually – no automation
    • Release places one after the other: Fair allocation – free places are allocated in order
    • Release places simultaneously: Several places are released at the same time; the first to access them gets the place (also known as the ‘first come, first served’ method)
    • Automatic ticket allocation: Those on the waiting list receive a ticket immediately when one becomes available – applies only to the ‘Quick Registration’ registration type
    • Deactivate waiting list: The waiting list is deactivated from this point onwards; available places are released for general sale
  • Validity of release code (hours): Specifies, in hours, how long a released booking place remains reserved. Once this time has elapsed, the release expires and the place may be reallocated.
  • Remove expired entries: Specifies what happens once the reservation expires:
    • Enabled: The person is removed from the waiting list.
    • Disabled: The person remains on the waiting list and moves back to the end.
  • Permissions to create, edit and delete waiting list procedures are assigned to the user groups: “Events Editor” and “Events > Events Hero”.

Waiting List Notifications

Email template: “Event participant: Moved up from the waiting list”: The email template for the waiting list can be customised at client or event level.

By email

It is possible to accept registrations via email only.

VAT: Specify a standard VAT rate that applies to all ticket categories for the event. This can be overridden individually for each ticket category

Tickets/Ticket category: Specify a ticket category (created via Master Data > Ticket Categories)

Event price: Specify the gross price of the ticket category. The net price is calculated automatically

Individual VAT: Specify an individual VAT rate for the ticket category

Start and end: Specify a time period for the sale of the ticket category, including a start and end time

Allocation: Specify a ticket allocation for the ticket category

Message if booking is not possible: If it is not possible to book tickets for an event, a pre-defined information message is automatically displayed. “Ticket booking is currently not available for this event.”

Email address for bookings: Enter the email address for ticket bookings.

Pre-defined email subject line: Specify an email subject line for bookings.

Pre-defined email text: Specify a text for bookings.

Registration from: Allowregistrations for an event only from a specific date and time. A corresponding message is displayed on the front end below the event description, stating the earliest date and time from which registrations are possible.

Registration until: Only allowregistrations for an event up to a specific date and time. A message to this effect will be displayed on the front end below the event description, stating the latest date and time by which registrations are possible.

Via external website

It is possible to accept registrations via an external website. The relevant link is displayed on the website.

VAT: Specify a standard VAT rate that applies to all ticket categories for the event. This can be overridden individually for each ticket category

Tickets/Ticket category: Specify a ticket category (created via Master Data > Ticket Categories)

Event price: Specify the gross price of the ticket category. The net price is calculated automatically

Individual VAT rate: Specify an individual VAT rate for the ticket category

Start and end: Specify a time period for the sale of the ticket category, including a start and end time

Allocation: Specify a ticket allocation for the ticket category

Message if booking is not possible: If it is not possible to register for an event, a pre-defined information message is automatically displayed. “Ticket registration is currently not available for this event.”

URL to external booking system: Specify the URL for ticket booking.

Registration from: Allowregistrations for an event only from a specific date and time. A corresponding message is displayed in the frontend below the event description, indicating the earliest date and time from which registrations are possible.

Registration until: Allowregistrations for an event only up to a specific date and time. A corresponding message will be displayed on the front end below the event description, indicating the latest time by which registrations are possible.

Participant details refer to information that can be requested from the participant during the registration process. In addition to the four fields already defined, it is possible to add further custom participant details under Master Data > Participant Details. For each participant detail (except the email field ) , you can specify whether this detail is disabled, optional or a mandatory field.

System-wide participant details
The following participant details are alreadypre-populated for each event:

• Title – configurable drop-down menu
• First name – input field
• Surname – input field
• Email – input field (always a mandatory field)

The values in these fields cannot be changed via Master Data > Participant Details.

Participant details must first be created as a record in the Master Data > Participant Details section.

The ‘New Record ’ button can be used to add participant details to the event.

The form must first be expanded by clicking on the plus symbol. In the ‘Details’ section, a previously created participant record is selected. This can be restricted to a previously created ticket variant (under Master Data > Ticket Category)

• Required field: If the ‘Required field’ optionis ticked, the participant detail is a mandatory field during registration. Otherwise, the participant detail remains optional.
• Show in list view: If this optionis ticked, the participant detail will be available as a column in the participant list. It can then be used to sort and filter by participant details.

Certificates are created in the Master Data > Certificates section.

Grading categories: When a participant is awarded the ‘Pass’ status for a course, marks can be assigned to them. The marks that can be assigned can be selected from individually definable grading categories. Grading categories can be created in the Master Data > Grading Categories section.

Learning content: The learning content is displayed in the event’s detail view and appears on the certificate. When searching, events can be filtered according to the specified string or phrase within the learning content.

Short links and QR codes are generated for each event. These can be found in the display view (click on ‘Display’ in the event overview). Redirects can also be managed. These can be found under Configuration -> Redirects. They improve discoverability.

SEO Title: The SEO title is displayed as the main heading for your event page in search engine results. It should be concise and optimised for search engines. If no custom SEO title is specified, the event title is used automatically.
SEO Description: The SEO description appears as a text snippet below the title in search results on Google and other search engines. It should briefly and concisely describe what the event is about and encourage users to click on it. If no SEO description has been provided, the short description (if available) will be used automatically; otherwise, the general description of the event will be used.

Index this page in search engines: Determines whether search engines are allowed to index the page. Recommendation: Leave set to ‘Yes’ by default – only set to ‘No’ if necessary.

Search engines may follow links on this page: Determines whether search engines are allowed to follow the links on this page – e.g. to partner sites, speaker profiles or other events. Recommendation: Leave set to ‘Yes’ by default – only set to ‘No’ if necessary.

For newly created events, both SEO settings are initially set to “Yes”.

An e-ticket is a digital ticket in PDF format. It contains a QR code for entry.

Activate e-ticket

Enables the provision of e-ticket PDFs with a QR code for entry. If this option is disabled, e-ticket downloads will not be offered. Please note: Enabling the ‘Activate e-ticket’ option retrospectively will not result in attachments being sent for existing bookings.

Allow re-entry
Disabled (default): Once a check-out has been carried out, check-in is no longer possible.
Enabled: If a check-in and check-out have already been carried out, this may be repeated as often as required.

Instructions on entry and instructions on exit: If a ticket is detected during scanning, the relevant text of the instructions is also displayed.

Title: Display of the e-ticket title

Text: Display of the text of the e-ticket

Template file: Upload of a custom PDF template for the e-ticket. The following PDF versions are supported for upload: 1.0, 1.1, 1.2, 1.3 and 1.4.

Notifications for new registrations: With this setting, the specified recipient will receive email notifications regarding new registrations.

Frequency of notifications: Immediate: An email is sent for every registration. Hourly/Daily: Registrations from the last hour or the last day are collected and summarised in a single email.

Individual recipient’s email address: Please enter a single, valid email address.

Reminder emails can be used to automatically notify participants, those on the waiting list, moderators or contact persons at a specified time before or after an event.

In the ‘Send’ tab, you can specify who is to be notified and when the email should be sent.

Select the desired recipient groups:

• Notify contact persons – informs the contact persons listed for the event.
• Notify moderators – sends the email to all moderators of the event.
• Notify participants – informs all registered participants.
• Notify those on thewaiting list – sends the email to people on the waiting list.

You can select multiple recipient groups at the same time.

Reference for the send date: Select the date to which the reminder should refer. For example, the reminder can be scheduled for the start date or another date during the event.

Days after the event: Specify how many days before or after the selected reference date the reminder email should be sent.

• 0 = Sent on the reference date
• Positive number = sent after the reference date
• Negative number = sent before the reference date

Note: To send the email before the event, enter a negative number (e.g. -3 for three days before the reference date).

Send time: Set the time at which the reminder email is to be sent automatically. Hours and minutes are selected separately.

In the ‘Message’ tab, you can create the content of the reminder email, which will be sent automatically at the configured time.

Message template: Use the Message template field to select an existing template. The template’s content is automatically inserted into the subject line and the body of the message and can be customised as required. Message templates are created in the Configuration > Email > Message templates section.

Subject: Enter the subject of the reminder email. This will be displayed to recipients as the email subject. You can also insert placeholders using the toolbar. These will be automatically replaced with the relevant event or participant information when the email is sent.

Tip: You can create as many reminder emails as you like for an event, for example, one a week before the date and another on the day of the event.

Message: In the Message field, compose the actual content of the reminder email. The built-in editor offers various formatting options. You can also use placeholders in the message text. These will be automatically replaced with the relevant information when the email is sent.

Note: Changes made to a selected message template only affect the current reminder email. The original template remains unchanged.

System emails are automatically generated emails triggered by specific events in the registration or event process. They inform participants, bookers or other parties involved of changes to their registration status or important actions. The messages are sent automatically as soon as the relevant event occurs. All system emails have the same structure and consist of several sections that can be customised individually. This allows you to tailor both the technical delivery of the email and the content of the message to your requirements.

Note: System emails are stored across all clients in the Configuration > Email > Email Templates section. They can be overridden individually at client level (for all events within that client) and, in turn, further customised at event level for a specific event.

Customising headers: In this section, you define the sender details for the email. You can choose from the following options:

• Set custom values – Use your own sender details for this system email.
• Use default values – Applies the globally configured default values.

Note: If the ‘Use default values’ option is selected, the relevant details are taken from the client section or, at a higher level, from the email templates section above the client and, at an even higher level, from the configuration section.

The following fields are available:

• FROM – Name and email address of the sender.
• TO – Additional recipients of the email.
• CC – Recipients who receive a copy of the email.
• BCC – Recipients who receive a blind copy of the email.
• REPLY-TO – Email address to which recipients’ replies are sent.
• RETURN-PATH – Sender address for undeliverable emails (bounce address).

Customise subject line: Here you can set the subject line of the system email.

You can choose whether to:

• Set custom values or
• Use default values

Note: If the ‘Use default values’ option is selected, the relevant details are taken from the client’s section or, at a higher level, from the email templates section above the client.

You can insert placeholders using the toolbar. These are automatically replaced with the relevant data – such as the event name or the recipient’s name – when the email is sent.

Customise message text: In this section, you can create or edit the actual content of the email.

You can choose whether to:

• Set individual values or
• Use default values

Note: If the ‘Use default values’ option is selected, the relevant details are taken from the client’s section or, at a higher level, from the email templates section above the client.

The built-in editor offers you various formatting options. Placeholders are automatically replaced with the relevant information when the email is sent.

Customise signature: Here you can define the email signature.

You can choose whether to:

• Set individual values or
• Use default values

Note: If the ‘Use default values’ option is selected, the relevant details are taken from the client’s settings, or from a higher-level setting above the client in the email templates section, and from a higher-level setting in the configuration section.

Typically, the signature contains:

• Salutation
• Organisation name
• Contact details
• Website

Standard attachments: In the Standard attachments section, you can specify how globally defined attachments should be handled. These are attachments that are managed directly within the email template (Configuration > Email > Email Templates) in the ‘Attachments’ section.

You have the following options:

• Retain standard attachments – The globally configured attachments are sent together with any additional attachments that may have been defined.
• Discard standard attachments – Only the attachments defined for this system email will be sent.

Under ‘Custom attachments’, you can add further files that will be sent exclusively with this system email.

Note: If you use the “Discard standard attachments” option, only the custom attachments will be included when the email is sent; otherwise, the custom attachments will be sent in addition to the standard attachments.

The following system emails are available:

Event participant: Restriction – Decision approved

This email is sent when a registration subject to a restriction or approval has been approved. The participant is informed that their participation has been confirmed.

Event participant: Restriction – Decision negative

This email informs the participant that their registration has been rejected following a restriction or approval check.

Organiser: Registration confirmation for all event participants

This email is sent to the organiser when they have registered multiple participants. It contains an overview of all successfully registered participants.

Event participant: Cancellation

This email is sent automatically when a registration has been cancelled. It informs the participant that their attendance at the event has been cancelled.

Event participant: Registration confirmation

Once registration is complete, the participant receives this confirmation email. It contains the key information about the event and serves as proof of registration.

Event Participant: Email Verification

This email is sent when confirmation of the email address is required. The registration process can only be continued or completed once verification has been successfully completed.

Event participant: Moved up from the waiting list

As soon as a place becomes available and a participant is moved up from the waiting list to a regular place, this email is sent automatically.

Event participant: Approval of participation by line manager

This email is used when a manager’s approval is required for participation in an event. It informs the manager of the pending approval and contains the necessary information to decide on participation.

Note: The content of system emails can be customised. However, they are triggered and sent automatically by the system and are linked to the relevant process step. This ensures that all parties involved are informed promptly and consistently.

You can use the ‘Additional Items’ section in the horizontal menu to create additional services – either free of charge or subject to a fee – for an event. An additional item can be used, for example, for catering, merchandise, excursion materials or other optional offers.

General details

Name
Enter a unique name for the additional item. This will be displayed during administration and – if configured accordingly – during the booking process.

Individual add-on details

The individual add-on details are created in the Master Data > Event Details section. To do this, the ‘Add-ons’ tick box in the ‘Editing’ section must be ticked .

Payment details

Set the price details for the add-on item.

• Gross – retail price including VAT.
• Net – Sales price excluding VAT.
• VAT – The tax rate applied to the additional item.

By default, the global VAT rate from the event is preselected above the ticket categories. However, this can be customised individually.

Depending on the configuration, the other price (gross or net) is calculated automatically.

Available for the following ticket categories

Specify the ticket categories for which the add-on item should be offered. Only participants who book a selected ticket category can choose this add-on item.

Example: A catering package is to be bookable exclusively for VIP tickets. In this case, simply select the relevant ticket category.

In the Certificates section, you can manage the certificates (certificates of attendance) that can be issued for an event. Here, you can specify which certificates are to be used and, if necessary, override the default signature or add additional signatures. Certificates are created in the Master Data > Certificates section. It is possible to create certificates in both English and German. The name of the certificate should be defined using the translation slider above the table. Within the participant management section, in the event-specific participant overview, you can specify the language in which the certificates are to be issued. The certificates can then be viewed in the profile and in the participant overview in the specified language. If the language is changed at a later date, the certificate must first be reset so that it can be re-saved in the relevant language.

Certificate

Certificate: Select the certificate to be used for this event from the list. All available certificates that have been created in the master data are displayed.

Override signature

Override signature (leave blank for default)
If required, you can replace the default signature of the selected certificate with a custom signature. The built-in editor offers various formatting options. Placeholders are automatically replaced with the relevant information when the certificate is sent. If the field is left blank, the default signature stored in the certificate is used automatically.

Additional signatures

Here you can add as many additional signatories to the certificate as you wish. These will appear on the certificate in addition to the standard signature. Multiple signatures are suitable, for example, for certificates that are jointly signed by different responsible parties or organisational units.

The following fields are available for each additional signature:

• Name: Enter the name, title or role of the person signing. This information is displayed on the certificate alongside the signature.
• Digital signature: Select the required digital signature from the list of available signatures. Digital signatures are maintained in the Master Data > Digital Signatures section

In the ‘Presenter Services’ section, you enter the billing details for presenters. The event is already pre-selected here. You can specify which presenter is to be assigned and how their services are to be remunerated. This information forms the basis for subsequent billing.

Information about the presenter

Presenter: Select the presenter for whom you wish to enter service and billing details. Presenters must first be created in the ‘Master Data > Presenters’ section. The following details are stored for the selected presenter and the pre-selected event.

Note: The drop-down list only displays the presenters who have been entered and saved in the ‘Central Master Records’ section of the event form for the selected event.

Comment: In this field, you can enter internal notes regarding the moderator’s performance. These comments are visible only to administrators who have access to the configuration of moderator performance. They are not included on invoices or other documents.

Service and Billing Data

Billing mode: Select the desired billing mode. The following billing types are available:

• Invoice – Billing is based on the actual hours worked and the hourly rate on file.
• Fee contract – The moderator receives a fixed fee for the defined number of hours.

Hours worked: Enter the number of hours actually worked by the presenter. This figure serves as the basis for billing in ‘Invoice’ mode.

Hours to be worked: Specify the agreed or planned number of working hours.

Hourly rate: Enter the presenter’s hourly rate. This is used to calculate the invoice amount in the ‘Invoice’ mode.

Fixed fee: Enter the agreed lump sum if the presenter is to receive a fixed fee regardless of the hours actually worked.

VAT: Specify whether VAT should be shown on the invoice.

• Yes – The invoice will show VAT. Depending on the configuration, the applicable VAT rate can also be specified.
• No – The invoice is issued without showing VAT.

Required authorisations for presenter services ‘
’ Master Data > Presenter Service Editor: Authorises the user to edit and manage presenters’ service data. ‘
’ Master Data > Presenter Service Viewer: Authorises the user to view presenters’ service data. Included in Master Data > Presenter Performance Editor.

This is an event-specific participant overview, as opposed to the general participant overview in the left-hand menu. In this event-specific participant overview, details of event participants or those on the waiting list are managed centrally. It includes functions for organisation, contacting participants and creating various documents. The participant overview can be sorted in ascending or descending order by column, provided the column is not highlighted in black.

The following information is displayed in the event-specific participant overview:

Registered on: Date and timeof booking or registration.

Ticket number: If a ticket numberis available, this indicates a binding registration or booking. The field is empty (status = unconfirmed) if the registration process for the event has not yet been completed. If a registration is made as a guest, the participant must verify their registration (by email) within 24 hours (configurable in the system settings) to complete the registration and receive a ticket number. Otherwise, the registration will be automatically cancelled after 24 hours.

If a participant has not received a ticket due to a lack of ticket confirmation by email – i.e. their registration was automatically cancelled by the system within a specified timeframe (involuntarily) – a red dot with the text ‘Registration not confirmed’ is displayed in the ‘Ticket cancelled’ column.

Participant details (e.g. first name, surname, email, etc.): Selected participant details can be displayed in the list view of participants. The selection of participant details and control of their display in the list or detail view is carried out in the event form within the participant details section.

Order number: Unique order number for the tickets.

Purchaser: The person who purchased the ticket.

Outstanding payment: Indicates any outstanding amounts for the ticket (red = yes, green = no)

Additional items: Details of any additional items purchased, including a unique reference to the event and the ticket number

Ticket cancelled:

• Indicates the ticket’s validity status.
• The label can take on one of the following status values: (red = yes, green = no).
• The label also acts as a button that can be used to cancel the relevant event ticket.
• A dialogue box opens displaying the ticket holder’s details, information and the consequences of cancellation.
• In addition, the cancellation terms and fees (in euros and as a percentage) specified in the event form are displayed in a preview window.
• However, the cancellation fees can be overridden at this stage. The amount cannot exceed the ticket price.
• A reason for cancellation can be specified.
• If the ticket has been cancelled, the date of cancellation is displayed in the column as a red label (non-editable).
• If a participant has not received a ticket due to a lack of ticket confirmation by email – i.e. their booking was automatically cancelled by the system within a specified timeframe (involuntarily) – this is clearly indicated. In the ‘Ticket cancelled’ column, a red dot appears with the text ‘Registration not confirmed’.

Attended:

• The label can take one of the following status values: (red = no, orange = no full attendance, but individual sessions were attended, green = yes).
• The label also serves as a button that can be used to update the ‘Attended’ status.
• For each participant, the ‘Attended’ status can also be set for individual sessions (e.g. from a series of sessions) within the event, and this is shown as a number (e.g. 1/1). The administrator can decide, independently of the individual sessions, whether the entire event is to be marked as ‘Attended’ (checkbox). If the entire event has been marked as “Attended”, a green label appears. Even if only one session of the event has been attended, an orange label appears unless the entire event has been marked as “Attended” (checkbox).

Passed:

• without a grading category:
  • If no grading categories (→ under Master Data) have been entered for the course in the ‘Learning Content’ section of the course form.
  • The label can take on one of the following status values: (red = no, green = yes).
  • The label also acts as a button that can be used to manage the ‘Passed’ status.
  • If ‘Yes’ is selected, this is equivalent to the ‘Passed overall’ option if no grading categories are used. The ‘Passed overall’ value can be set independently of the actual marking using grading categories.
  • The ‘Passed’ status can be changed retrospectively.
• With grading categories:
  • If at least one grading category (→ under Master Data) has been defined for the course in the ‘Learning Content’ section of the course form, the grades can be selected when changing the status to ‘Pass’.
  • A dialogue box opens in which individual marks (e.g. written and oral) can be entered.
  • These do not affect the ‘Passed overall’ status. The ‘Passed overall’ status can be set using grading categories, regardless of the actual marks awarded. ‘Passed = yes’ only applies if the ‘Passed overall’ tick box has been ticked.
  • The ‘Passed’ status can be changed retrospectively.

Internal note: Add an internal note for the administrator. Not visible to the participant.

Actions: The participant data stored here can be edited. The language for notifications and certificates can be specified.

Note: The language is specified in the participant’s details:

• The system then retrieves the corresponding English texts for use in emails and on the certificate
• To ensure this, both the emails and the certificates must be correctly configured via the language selector

Note: If any changes have been made to the email templates (in the Configuration section) – or in the client or the event form – the texts may no longer be defined as bilingual as originally intended.

Anonymisation
In accordance with data protection regulations regarding personal data, you can delete the data of individual participants. A dialogue box will open with relevant information and details of the consequences of anonymisation. Once anonymisation is confirmed, all personal data relating to this participant will be anonymised.

Consequences of anonymisation:

• This action cannot be undone
• No Campus Events administrator will be able to view the participant’s data
• The issued ticket will remain valid
• The participant’s status will remain unchanged
• If any data relevant to invoicing has been recorded, it will only be automatically deleted once the retention period has expired (usually 10 years for invoices) (system setting).
• If emails have been sent to the participant, these will be automatically deleted after 365 days (system setting).

Certificates

If certificates have been linked to the event and the participant has met the relevant requirements (Attended and/or Passed and/or Paid (Outstanding payment = no)), a certificate can be accessed in the participant overview. The requirements for accessing the certificate are managed under Master Data → Certificates. Within participant management, in the event-specific participant overview, the ‘Edit’ button can be used to define the language in which the certificates are to be issued. If the language is changed at a later date, the certificate must first be reset so that it can be retrieved again in the relevant language.

This function allows you to send a personalised email to the participant. You can use an existing message template or enter the subject and message manually. This field is only displayed if message templates have been saved. If message templates are available, clicking on a template will automatically pre-fill the email form accordingly. If no message template has been selected, the subject and message of the email must be entered manually. The integrated editor offers you various formatting options. Placeholders in the subject line and message body are automatically replaced with the relevant information when the email is sent. Attachments and the available certificates can be added to the email. Tick the checkbox for the desired certificate to send it as an attachment. The placeholders available for the cover letter and their current values are displayed in the lower section. When the email is sent, the placeholders are automatically replaced with the data shown. This allows you to personalise the cover letter without having to enter the details manually.

Note: Message templates are created in the “Configuration” > “Email” > “Message Templates” section.

Removing participants

To manually remove an existing participant, the ticket should first be cancelled. The record can then be anonymised. There is no standard ‘delete’ function.

Adding participants to the event manually

An administrator can manually add participants to the event. The participant is not notified of this. No ticket number is generated for manually added participants. The ticket number column displays the blue label “Unconfirmed”. Once the manual booking process (two-step dialogue) has been successfully completed, a ticket number is generated.

• Step 1: Ticket category (price) and payment method (the payment sub-form is only displayed if a payment is active). The price selection always appears.
• Step 2: Edit or enter participant details and purchaser information.

Once the order has been successfully confirmed, the participant is notified of the order by email. An order confirmation and invoice are also sent. If the event offers cancellation options, the participant can cancel the ticket via a link in the email.

Managing participants as a moderator

Authorised moderators of an event can upload and view records, such as attendance lists, as well as delete attendance lists they have uploaded themselves. Moderators can also maintain the ‘Attended’ and ‘Passed’ labels, as well as the ‘Internal Note’. A prerequisite for this is the creation of a Campus Events user account for the moderator and the assignment of the appropriate client groups ‘Backend’ (access to the admin interface) and ‘Moderator’. The moderator must be created under Master Data > Moderators. To do this, in the ‘General’ section of the event form, select the moderator’s user account from the drop-down menu in the ‘User’ field.

Evidence

New supporting documents, such as attendance lists, can be uploaded and retrieved, and documents uploaded by the user can be deleted.

Waiting list

The waiting list functionality is a way of allocating places that have become available. Campus Events offers various procedures for filling these places. The waiting list can be configured individually for each event, so that it is only used once explicitly activated. Otherwise, an event is considered fully booked and is marked as such on the website. In the backend, people can also be placed on the waiting list if the maximum number of participants for the event has not yet been reached. If a person is added to the waiting list manually, the participant details are entered by the administrator.

The order of participants on the waiting list can be sorted and changed using the arrows.

In line with the process in the frontend, the manual addition of participants to an event’s waiting list is also linked to the email notification and the verification process for the place on the waiting list. If the place is not confirmed by the deadline, the participant is removed from the waiting list after the configured period. Until the participant has confirmed their entry on the waiting list, the label ‘Not verified’ is displayed. Until the person has confirmed their place on the waiting list, they cannot be authorised to register.

Approving a person on the waiting list for registration: The person on the waiting list is manually approved for registration by clicking on the padlock icon. An unlocked padlock indicates that the person on the list has already been approved for registration. The person will then receive an email notification. By default, this contains a personalised link for registration and an activation code, which may need to be entered during registration. This approval cannot be reversed.

Upgrade a person from the waiting list to a participant: Click on the ticket icon to upgrade a person on the waiting list to a participant. An automatic confirmation email will then be sent. The person is irrevocably removed from the waiting list. If the email address has not yet been verified, it is deemed to have been confirmed by this process.

Edit a person on the waiting list: The participant details of the person on the waiting list can be amended.

Remove a person from the waiting list: Click the bin icon to remove the person from the waiting list. The person on the waiting list will not be notified of this action.

Compose a group email

A group email allows you to contact several event participants at once.

Contact options

Contact participants: Senda group email to event participants (all email addresses in the participant list will be contacted).

Contact filtered participants: Senda group email only to the selected participants who match the applied filter.

Contact those on the waiting list: Senda group email only to those on the waiting list.

Contact everyone: Senda group email to event participants and those on the waiting list (regardless of the filter).

Emails sent: If group emailshave alreadybeen sent for the relevant event, these are listed below the contact options.

Sending mass emails

1. Check recipients: Before sending the mass email, you can check the recipient list and, if necessary, exclude individual people from receiving it.

2. Additional recipients: You can add further recipients (in CC, BCC) and specify a Reply-To address.If message templates are available, these can be selected in the “Template” section. The subject line and message body will then be pre-filled. Message templates are created in the Configuration → Email → Message Templates section. The built-in editor offers various formatting options. Placeholders in the subject line and message body are automatically replaced with the relevant information when the message is sent. A signature can be selected from the signature templates, provided these have been created in the Configuration → Email → Signatures section. The message is displayed in the preview with its subject line and text. Attachments can also be added to the mass email. Files can also be uploaded using drag-and-drop. Available certificates can be added to the mass email. Tick the checkbox for the desired certificate to send it as an attachment.

3. Send a test email: Before the mass email is sent, the system sends a test email to ensure the mass email is correct (layout, formatting, placeholders and attachments). The email address of the test email recipient is entered. By default, the email address of the logged-in user is displayed. In addition, the placeholders are populated with the details of a participant or a person on the waiting list for the event, to personalise the test email. The test email can then be sent.

4. Start sending the email: The test email can be checked. To make corrections, you can return to any previous step by clicking on the relevant step in the progress bar. Once the test email has been successfully checked, the mass email can be sent to all participants or people on the waiting list. To do this, tick the checkbox in the form labelled ‘All data is correct and the email can now be sent irrevocably to {X} recipients’.

5. Confirmation: A summary of the mailing isthen displayed (general information and recipients). At this point, it is no longer possible to return to a previous step in the progress bar. When sending mass emails to more than 100 people, the emails are sent in batches of 100 at 15-minute intervals. Example: For 150 emails, the sending status is displayed as “100/150”. After 15 minutes, the remaining emails are sent.

Generating PDFs

Campus Events can create useful PDF documents based on the participant details for an event, which can be downloaded for printing.

Attendee list: The attendee list is an A4 document comprising the attendees’ details for the event. The columns can be customised to create a suitable attendee list. A list can be generated directly by clicking on ‘Portrait’ or ‘Landscape’.

Configuring the participant list

1. The page orientation and columns of the participant list can be defined.
2. You can select either portrait or landscape orientation.
3. The fields (participant details and order details) and the relative column widths are specified.
4. To generate the participant list, click the ‘Generate’ button.

Signature list: The signature list is an A4 document comprising the participants’ details for the event. The columns can be customised to create a suitable participant list. A list can be generated directly by clicking on ‘Portrait’ or ‘Landscape’.

Configure the signature list

1. The page orientation and columns of the participant list can be defined.
2. You can select either portrait or landscape orientation.
3. The fields (participant details and order details) and the relative column widths can be defined.
4. To create the list of participants, click the ‘Generate’ button.

Table name badges: Foldable table name badges for participants can be created.

Name badges: Individual name badges for participants can be created.

You can choose from the following formats:

• Name badges (90 x 54 mm)
• Durable 1455 insert label (90 x 54 mm)
• AVERY Zweckform C32011 business cards (85 x 54 mm)
• AVERY Zweckform L4784 name labels (63.5 x 29.6 mm)
• AVERY Zweckform L4786 name labels (80 x 50 mm)
• HERMA 4515 name labels (88.9 x 33.8 mm)

Delete personal data (GDPR)

Anonymise all participants: In accordance with data protection regulations, you can delete the data of all participants in this event. If you confirm this dialogue box, the personal data of all participants will be anonymised.

Consequences of anonymisation:

• This step cannot be undone
• No Campus Events administrator will be able to view the participant data any longer
• The issued ticket will remain valid
• Participant status will remain unchanged
• If any data relevant to invoicing has been recorded, it will only be automatically deleted once the retention period has expired (usually 10 years for invoices) (system setting).
• If emails have been sent to the participant, these will be automatically deleted after 365 days (system setting).

Clear the waiting list

All individuals will be irrevocably removed from the waiting list. Participants will not be informed of this process.