Create Event Part IV: Settings (Required)

Events: Create Event Part IV: Settings

1. This tutorial continues the process of creating an event and covers the configuration of optional event settings (Tab #4). For instructions on configuring the first three tabs in event set-up, see the Create Event Part I, Part II, and Part III tutorials.

2. On the Privacy Settings, you can choose whether or not an event will be displayed online or not.

3. To make an event public indicate this with the “Make this event available for registration through the public site” radio button option.

4. You will then get to specify when the event is to be published by selecting either Publish Now (event will immediately be pushed to your website) or Publish On (to specify a date when the event will appear on your website) or "Time before event start" to set a date/time relative to the event start date (# of hours, days, and minutes before event start).

5. If you do not wish the event to show on your site, but to only be available for offline and invite only registration, indicate that the event is to be Private. Contacts will still be able to register online if they have the direct URL of the event (you can use the Event Invite function to send a link for online registration for private/offline events. See the Event Invite tutorial for more information).

6. If you would like to sent their event ticket(s) to the registrant along with automatic payment confirmation, check the Send Ticket with Invoice/Receipt Confirmation box. Please Note: checking this box will only trigger tickets to be sent if a) you have configured event tickets and b) you have turned on automatic invoices for all online transactions (Configurations: Public: Other). If you have not turned on automatic invoices/payment receipts, no tickets will be sent even if you check the Send Ticket box. However, there is also an option to configure the option to send tickets with the Event Registration Confirmations. That is, there are TWO places/ways you can set the system to automatically send tickets to registrants: by checking the Send Ticket box on Tab #4 of event creation and also turn on automatic invoices OR by turning on/enabling Event Registration Confirmations and checking the "send ticket" box there.

7. If you would like the event to automatically be removed from your public site upon completion, click the “Automatically unpublish the event upon completion” slider in the top right in the Field Properties area.

8. Next, if you wish this event to be linked to a specific program or campaign, select the appropriate option from the Program/Campaign drop down (programs and campaigns need to be configured ahead of time. This is done on Configurations: Fundraising: Programs / Configurations: Fundraising: Campaigns).

9. If funds brought in from registrations are to be linked to a specific Chart of Account or Account Class, indicate these with the Account name and Class name fields respectively (also must be configured ahead of time, which can be done on Configurations: Financial).

10. Lastly, if you wish to allow online users to search for this event by keywords, select from the list of available Tags. These tags must be previously configured (you cannot add tags "on the fly" here); configuration of event search tags is done on Configurations: Events: Search Categories. Tags are only related to online events/ability to search your event calendar for events by keyword/tag. If this is an offline/private event, there is no need to add tags.

11. When you have finished configuring all settings for the event, click the Save button in the lower right to make the event active.

12. After completing the basic event set up, there are some additional items you may wish to configure: a registration form (if you wish to collect data on attendees), the event waitlist (if you have set an event capacity and wish to utilize the waitlist function once your event is sold out), automatic registration confirmation (if you wish registrants or attendees to receive an automatic registration confirmation email), event tickets (if you will be utilizing the event ticket function), and the track expenses tab (if you wish to track expenses related to the event/populate the expenses line of the Event Dashboard P&L statement). See tutorials for Create Event Parts 5-8 for details on how to configure these additional optional items.