Create or edit an event

Here you define the basic master data and the time frame of the event:

• Title / name of the event: Enter the official name of the event.
• Subheading: Add a short, precise description to the title.
• Event no.: The event number is optional. In the case of chargeable events (order with shopping basket), this is shown on invoices.
• URL segment:The URL segment defines the direct link to the event. This link is used to call up the event directly in Campus Events.
• Automatic creation: The URL is automatically generated from the title after saving.
  • 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.
  • Example: demo.campus-events.com/event/<URL segment>
• Set dates
  • Add series
    A series is a set of events that repeats periodically after X days, X weeks or X months and ends at some point.

This is where you organise the event so that it can be displayed and managed correctly. You also specify here when and for how long the event is published.

Client: The corresponding client for the event is selected in this drop-down selection field (only relevant for versions with multi-client capability).

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

Event format
This information is displayed both in the list of events on the start page and when viewing the detailed description of the event.

Options:

• No event (the line for the event format is hidden)
• Face-to-face event
• Online event
• Classroom and online event

Event lists
Selection of the event lists on which the event is listed. If no event list is selected, the event can only be found via a direct link, provided the event has been published.

Under Event list approvals, Request further approval, you can request approval for an event list for an event that has already been created in order to additionally display the event on this event list. After the request for approval, an admin from the client to whom the event list belongs must first confirm the approval before the event is displayed on the corresponding list.

This is where you create a clear and complete description.
You can add an information label using the disruptor label.

Images
An image can be added to an event. This image is displayed as a tile in both the list view and the detailed view. If no image is stored, a coloured tile appears with the event date in it. A caption for the image can be entered in the associated "Name" field, which is displayed below the image on the website. The alternative text is a short description of the image and is displayed if the image cannot be loaded. It is also relevant for accessibility, e.g. screen readers.

Notes on image upload:

• Minimum size: 735px x 735px
• Maximum size: 1920px x 1920px
• Max. File size: 4MB
• File formats: PNG, JPG

Information and downloads
Only PDF documents can be uploaded. For example, flyers can be stored. The PDF documents supplement the description of the event and are available for download.

Here you can add organisational and structural information.

Here you specify how participants can log in.

Options:

• None (only display of the appointment)
• Quick registration for individual participants (only free of charge and without shopping basket)
  • In order to be able to save and use this configuration selection, it is necessary to select the participant details e-mail as a mandatory field in the participant details section.
• Order with shopping basket (for single or multiple participants). This requires the "Paid events" module.
  • Restrict to price variant
  • If the "Order with shopping basket" event type is used, you can restrict your own attendee details to selected price categories. To do this, the event must first be saved with the event type "Order with shopping basket" and with the specified price categories. Only then can attendee details be restricted to these saved price categories.
  • Configuration example:
    • Select the event type "Order with shopping basket" and define price categories
    • Note: Set/complete all mandatory details in the event form and save/add event.
    • Create a participant entry in the event form and select the desired price category under the "Restrict to price variant" label
    • Save changes.
    • During the ordering process in the frontend, the corresponding participant details are requested depending on the price category.
• by e-mail
• via external website

Configuration of the registration type

Configure the details of the registration here.
The available setting options are limited by the selection of the registration type.
The following options are generally available for logins:

Allow guest bookings
The guest bookings option allows you to flexibly define the events for which guest registration is possible. The availability of this option can be checked system-wide and per client.

Message if no order is possible
If no registrations are possible for an event, a previously defined information text message is automatically displayed.

Registration of
Only allow registrations for an event from a certain date and time. In the frontend below the event description, a corresponding message is displayed indicating the earliest date and time from which registrations are possible.

Registration by
Only allow registrations for an event up to a certain date and time. In the frontend below the event description, information is displayed on the latest date and time by which registrations are possible.

Min. number of participants & Min. number of participants
Depending on how the number is set, the participant traffic light system provides corresponding visual feedback in the event overview.

Participant cancellation

• Not permitted
  Here the participant can only request a cancellation manually, e.g. by email.
  The participant does not have the option of doing this via a link in the email or via the profile. This process is therefore completely independent of Campus Events.

• Request
  Participants can request the cancellation of their booking from the admin themselves. A cancellation can be requested via the cancellation URL in the registration confirmation. The prerequisite for this is the placeholder {{ S_CANCEL_URL }} in the email template "Event participant: Registration confirmation".
  The option "Cancel" is also displayed in the participant's profile under "My events".

  As an admin, you can see the request in Campus Events in the participant overview of an event and approve or reject this request.

• Completely
  Here the participant can cancel their booking directly themselves without any action on the part of the admin. The cancellation works via the cancellation URL in the previously received registration confirmation email. The prerequisite for this is the placeholder {{ S_CANCEL_URL }} in the email template "Event participant: Registration confirmation".
  The option "Cancel" is also displayed in the participant's profile under "My events". The cancellation is then carried out automatically.
• Cancellation by
  Only visible and adjustable for the participant cancellation options "Request" and "Complete". Only allow the cancellation of a booking up to a certain date and time.
• Add calendar invitation to confirmation email (.ical)
  A calendar file with the appointment(s) in iCalendar format is automatically attached to the confirmation email as an option. This can be imported into all common calendar applications.

Waiting list

What happens if you want to register for an event but all the places are already fully booked?
The waiting list functionality is a service that can provide information about a new contingent or places that have become available. It can be configured individually for each event so that the waiting list is only used after explicit activation. Otherwise, an event is considered fully booked and is marked accordingly.

In general, the waiting list works according to the following principle:
If an event is fully booked, a person enters their name on the waiting list. There is then an e-mail notification about the successful entry on the waiting list.
The e-mail notification contains a link that the person can use to remove themselves from the waiting list.

How can I activate the waiting list for an event?

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

• Quick registration for individual participants (only free of charge and without shopping basket)
• Order with shopping basket (for single or multiple participants)

The type of registration is selected in the "Event type" section.

If "Quick registration" or "Order with shopping basket" is selected for registration, advanced options for this selection are automatically displayed in the next section (event type).

In this section of the advanced options, the waiting list can be activated by clicking on the "New" button under "Waiting list".

A new fold-out sub-section is then displayed under the "Waiting list" item in order to make settings for the waiting list. The sub-section is expanded by clicking on the plus (+) button to display the settings.

Waiting list settings

Automatic move-up
Automatic move-up can only be set for the event type "Fast registration" for individual participants (only free of charge and without shopping basket). If existing bookings are cancelled or the capacity of the event is increased, there are three options to control the automatic move-up:

1. deactivate
If there are people on the waiting list, the administrator independently manages the waiting list from the participant overview of the event and differentiates between the following three cases for each person individually:

• Release waiting person for registration: The person then receives a notification by e-mail. The approval cannot be cancelled.
• Binding upgrade from waiting list to participant: A ticket is created and the person is removed from the waiting list in the process.
• Delete person from waiting list: The person is not informed about this process.

2. automatic release
The next person on the waiting list is automatically released for registration as soon as free places are available for the event. The person then receives an e-mail notification from the system. The email contains a personalised link and an activation code to complete a binding registration. Once the registration has been released, it cannot be cancelled. However, it is possible to upgrade the person from the waiting list directly to a participant. It is still possible to delete the person from the waiting list, in which case the authorisation already granted becomes invalid. If the authorisation granted becomes invalid, the individual link and the activation code from the e-mail notification can no longer be used for registration.

3. complete
A ticket number is automatically generated for the next person on the waiting list, i.e. for the person on the first subsequent place, which corresponds to a successful binding registration. The person will be informed of the successful registration by e-mail.

Maximum number of waiting places
If the set limit is reached, new people must wait until places on the waiting list become available or the limit is increased.

Delete
Permanently delete the current waiting list. The entries in the waiting list will be lost. To do this, tick the box and save the changes, the waiting list will be irrevocably deleted.

Waiting list notifications

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

• Customisation at event level: Event form > Emails > "Event participant: Moved up from waiting list".
• Customisation at client level: This is a system customisation and defines the default email template for the entire client. This change therefore affects all existing events that contain a waiting list and use default values for the email template.

The participant details are information that is requested about the participant during the registration process. In addition to the four fields already stored, it is possible to store further individual participant details. The corresponding participant details must be created in advance as a data record in the Master data > Participant details area.

You can define whether this information is optional or mandatory for each participant entry.

System-wide stored participant details
The following participant details are already stored for each event:

• Salutation - selection field with the values: Divers, Mr, Mrs
• First name - input field
• Surname - input field
• E-mail - input field

For this field, you can also define whether the corresponding entry is deactivated (is not displayed) or whether it is an optional or mandatory entry. The values of the default fields cannot be changed via Master data > Participant details.

How can I enter my own participant details for the event?

Note: Participant details must first be created as a data record in the Master data > Participant details area.

1. Click on the + New data record button at the bottom left under Participant details. A collapsed dark grey form is created with the name New data record.
2. The form must first be expanded by clicking on the + or the title New data record at the top right of the dark grey area.
3. A previously created participant entry is selected via the drop-down menu Specification\*.
4. Mandatory field
   If the option Mandatory field is ticked, the entry is mandatory when registering for the event. Otherwise, the participant details remain optional.
5. Show in list view
   Show in list view of participants. If this option is ticked, the specific participant details will be available as a column in the participant list.
   In this way, you can sort and filter by participant details.
   Note: If the list is exported to Excel format, for example, the result is also sorted and filtered accordingly. This means, for example, that several files can be created in which the participants are listed, each with different participant details.

Attendance certificates (certificates) are issued via the participant administration > Actions column: Certificates of an event.

Sending certificates of attendance
At present, certificates of attendance can only be sent to participants manually. To do this, download the certificate (see Issue / delete and regenerate certificate of attendance). The participant can then be contacted individually ("Cover letter" action) and the certificate attached.

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Related instructions: Validate e-ticket Events > Validate tickets

Activate print tickets BETA

If this option is activated, the e-tickets will be sent by e-mail. The e-tickets are automatically attached to the registration confirmation e-mail.

What does such an e-ticket look like?

Please note

Subsequent activation of the Activate print tickets BETA option does not send any attachments for existing registrations.

Allow re-entry
Deactivated (default): If a check-out is carried out, check-in is no longer possible.
Activated: If a check-in and check-out has already been carried out, this can be repeated as often as required.

Instructions on entry and instructions on exit
Only affects the ticket validation administration interface.

If a ticket is found during scanning, the corresponding text of the instructions is also displayed:

The frequency of notifications is defined via Notification of new tickets. One ticket corresponds to a successfully confirmed registration for an event.

Possible frequencies: None; Immediately; Hourly; Daily.

Recipient new tickets notification
Define an e-mail of the recipient for the notifications.

Reminder emails

You remind participants automatically.

System mails

You configure automatic emails.