Event overview
You can find an overview of all events in the left-hand navigation bar under Events > Events.
This area is used to manage and create events.
List view
The list of events can be sorted by column in ascending or descending order, as long as this column is highlighted in blue.
The following content is displayed in the list view:
Tasks
Unfinished tasks assigned to the event.
Event lists
Listing of the event lists on which the event can be found (e.g. public).
Event no.
The event number is optional. In the case of chargeable events (order with shopping basket), this is shown on invoices. The event number is defined in the event editor in the "General information" section.
Title/name of the event
Title of the event. The title is defined in the event editor in the "General information" section.
Event period
The period in which the event takes place. For multi-day events or series of events, the first and last dates are displayed. The event periods are defined in the event editor in the "Date/s" section.
Participants
The number of participants is displayed here in the form of a traffic light system - (from left to right) minimum number of participants, current number of participants and maximum number of participants.
The display is shown in colour depending on the status:
red = minimum number of participants not reached or more participants than the set maximum.
green = more participants than the minimum number of participants: event is taking place.
orange = maximum number of participants reached: possibly to organise a larger room.
Registrations
Depending on how the coordination of registrations for an event has been set up, the selected option is displayed accordingly.
- None (only display of the date)
- Quick registration for individual participants (only free of charge and without shopping basket)
- Order with shopping basket (for single or multiple participants)
- by e-mail
- via external website
Publish event
- Yes - The event has been activated and is ready to accept registrations.
- No - The event is deactivated. The event page cannot be accessed and no registrations are possible.
Cancel event
- No - This is the normal status, the event will take place as usual.
- Yes - The event can be cancelled completely or alternative dates can be offered. The alternative dates must first be created as an event and can then be selected as an alternative date. Event participants are not automatically notified by email; alternatively, a circular email can be sent via the participant administration.
Event completed
In the list view of events, only active events are displayed by default, those that have the status (Completed = No).
Completed events are hidden in the list view of events, but can be displayed if you filter for completed events. The filter must be set to (Completed = Yes), then click on "Filter" to apply the filter.
After the last date of an event, the status is automatically changed to "Completed". So (Completed = Yes).
Archived
In the overview of events, events that are not archived or have the status (Archived = No) are displayed by default.
Events are archived by default after 365 days. This value can be adjusted in the system settings (System > Settings > Event Management), provided you have the corresponding admin authorisations.
Archived events can no longer be edited.
As soon as an event is archived, it receives the status "Archived = Yes".
Editor of theevent
Client
Each client sets up their own individual events or data records without being able to view the data of other users. The column becomes visible as soon as an account either has the necessary admin rights or has access to several clients.
Actions
Display -- Display event details: general information, participant restrictions and tasks.
Edit -- Call up the event editor.
Participants -- The filtered participant list is used to create circulars, generate participant lists and name badges as PDFs and anonymise personal data in compliance with the GDPR.
Copy -- Create a duplicate of the event. Only the configuration is copied, not the participants.
Preview -- View the event in a new browser tab.
Calendar reminder -- Download a calendar file with the event dates in iCalendar format. This can be imported into all common calendar applications.
Delete -- Delete an event irrevocably. If there are participant registrations, it is not possible to delete an event. If there are programme (groups) data records linked to an event, deletion is also not possible. Note: If a created or created and published event has been deleted, the event originally created as a draft event is available again in the draft events. The event draft can be found via the filter "Created" -> "No".
How can I filter events?
There are a variety of filters that can be combined to display events with the desired criteria in the list. These are selected via the filter drop-down menu at the top right.
If one or more filters are selected from the list, the fields for entering or selecting the filter values are displayed for the selected filters.
To remove a filter, click on the minus symbol to the right of the input fields or deselect the filters in the filter list.
To display the list of events according to the filters, click on the Filter button.
Standard filter
In the list view of the events, only the active events are displayed by default, those that correspond to the status (Completed = No). The events are therefore filtered by the "Completed" filter selected by default.
To discard your own current filter settings and apply the default filter settings, click on Reset.
Event format, registrations, vendors, VAT, payment methods, certificate of attendance
These features are currently under development.
How can I export the list of events as an Excel file?
To export all events, click on the export dropdown at the bottom right (under the last event per page) and select the desired file format. The download will then begin. To export selected events, filter the list and then click on "Export". The entries are listed according to the sort order you have set. These file formats are available for export: CSV, XLSX(Excel).
How can I create a new event?
A new event can be created via the [+New] button at the top right and you will be forwarded directly to the event editor.
The new event is set up step by step via the form. See the event form for a detailed description.
How can I edit an existing event?
Starting from the event overview, click on [Edit] in the Actions column to access the event editor. Changes to the event can be made and saved here. See: Edit event
Stack actions
The batch actions can be applied to several events at the same time. At the bottom left, below the event list, there is a drop-down menu to select from the stack actions. Click on one of the actions and then confirm with the OK button next to it to apply the action to the previously selected events from the list.