An event is a date your members can see, sign up for and add to their own calendar. This article walks through creating one and changing it later without confusing the people who already plan to come.
If Events is off in your workspace, switch it on under Settings > Features.
Which permissions do you need?
Creating and duplicating events needs Create Events. Editing, moving, cancelling and check-in need Update Events. Deleting needs Delete Events. Assigning members or groups to a single event needs Assign Member or Group to Events. All of them build on View Events.
How do you create an event?
Click Add Event. The Create Event form has three steps: Event details, Preview and links and Access. Your plan sets how many events you can have; when you reach the limit, creating stops with a message.
Event details
- Title is required, and Short description is shown on the event card.
- Calendar is preselected with your default calendar. The event takes over the calendar's timezone, which you can change under Timezone.
- Start is required. Add end time sets an end, which must not lie before the start. Without an end time, the event counts as one hour long, for example in calendar feeds and for joining. All Day drops the times.
- Recurring repeats the event daily, weekly, monthly or yearly and ends never, after a number of dates or on a date.
- Location offers URL, In person and To be announced, which is preselected. For the first two, Location details picks a saved location, for example a meeting link or an address, or adds one with New Location.
Under Notifications, Push reminder is on by default and goes out 10 minutes before the start. Email reminder is off by default. With RSVP on, both reach members who replied Going or Maybe and ticket holders. With RSVP off, they reach everyone with access. Notify everyone when it starts sends everyone with access a push notification and an in-app message at the start, for a series at every date. It is not available for all-day events.
Preview and links
Event image takes a JPG or PNG of at least 1280 x 720 pixels. The preview shows how members see the event in the week plan.
You can add one button for each phase: Before the event, During the event and After the event. Each needs a label of up to 60 characters and an http or https address. Use them for a meeting link, a workbook or the recording. Icon and Color style the button.
Each phase has its own time window. A Before the event button stops working at the start, a During the event button works around the event itself and an After the event button starts at the end. Available from and Available until move these edges, for example to show the workbook a day ahead. Outside the window members see "This link is not available right now."
To change the image later, use Change Image under Information in the edit sidebar. Set focus point in the three-dot menu of the event keeps the important part of the image in view when the card crops it.
Access
Visibility decides who sees the event. Community shows it to all members. Private shows it only to members with access to the calendar; you can add single members and groups later. With a Space, only members of that space see the event.
The Summary shows your choices once more. Click Create Event. The event is published right away and followers of the calendar are notified.
How do you edit an event?
Choose Edit in the three-dot menu of the event. The sidebar groups everything into sections: Information, Description, Links, RSVP, Attendees, Tickets, Waitlist, Report, Access, Notifications and Share. Edit access in the three-dot menu opens the sidebar straight at Access.
The Published switch takes an event offline without deleting it. While it is off, Scheduled publish time lets you pick a moment before the start when it goes live on its own. Followers of the calendar who can see the event hear about it then, unless they were already told about this event before.
Under Notifications you can add more reminders with Add reminder. Each one has a time, a title, a message and How it goes out: Email, In the app or Push. With Send to all members with access off and RSVP on, only members who replied Going or Maybe and ticket holders get it. Without RSVP, everyone with access gets it either way.
Under Share, Event page is the link members open to view the event and reply. Members need to be signed in and have access to open it. Below it you find one add-to-calendar link each for Apple, Google, Office 365, Outlook, Outlook.com and Yahoo.
Topics, hosts and a custom address
Besides the description, the Description section of the edit sidebar holds the short description, the Space, the location and these three fields:
- Topics tags the event with up to 5 topics. Type a new name and choose Create topic to add one. The admin event list can be filtered by topic.
- Hosts names up to 20 people who run the event. They appear in the event details when you open the event in the admin calendar. Members do not see them.
- Custom URL gives the event page a readable address under
/user/events/. If a name is taken, you see "This address is already taken." Some names are kept for the system and show "This address is reserved."
What happens with recurring events?
When you edit, move or cancel a date of a series, you choose between Only this occurrence and Entire series. Edit this occurrence changes the title, the times, the description or the location details of one date without touching the others. Delete only THIS occurrence removes a single date and keeps the series. Delete ALL future events ends the series before the chosen date, and past dates stay. If you choose the first date, the whole series moves to the trash.
Moving, cancelling and duplicating
Move shifts the event to a new date and time.
Cancel event keeps the event on the plan but marks it cancelled. Members can no longer join it, ticket sales stop, and you can Reinstate it at any time. Reinstating leaves the ticket tiers switched off, so set each tier back to Active under Tickets when you want to sell again. For a single date of a series, ticket sales keep running and the menu shows Undo cancellation instead of Reinstate.
Moving or cancelling a published event that still lies ahead notifies people. With RSVP or tickets on, the notice goes to attendees; otherwise it goes to everyone who can see the event. Changes in the edit sidebar send no change notice to attendees, so use Move when the date changes. Dragging an event to another date in the calendar works like Move.
Duplicate creates a copy named with "(Copy)" that starts unpublished. It keeps the reminders, ticket tiers, links, access, topics and hosts, so you only adjust the date and publish it.
Creating an event from a community post
In the menu of a community post, Create event from post opens the event form with the post's content filled in. The form shows "This event is linked to a community post." With Notify the post author when created on, the author hears about the new event.
Deleting an event
Delete in the three-dot menu moves the event to the trash under Settings > Trash, where you can restore it. Ticket sales for the event stop. If you want members to see that a date is off, cancel it instead.