Insites Docs Instance EventsEventsManaging Events

Managing Events

Last updated on August 02, 2024.

This document guides you through various aspects of managing events such as creating, updating, and deleting speakers, sponsors, and tickets. It also guides you through the process of managing an event's content, FAQs, gallery, among other functionalities

The following topics are discussed:

  • Updating an event
  • Managing event venues
  • Updating content
  • Managing speakers
  • Managing sponsors
  • Managing tickets
  • Updating the sitemap
  • Metadata
  • Open Graph
  • Schema
  • System Fields
  • Custom Fields
  • Managing FAQs

Updating an event's details

To update an event's details:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose details you want to update and select its Edit row action link.
  4. Navigate to the 'Details' tab.
  5. Make your changes.
  6. Select SAVE.

Managing event venues

This tab enables you to manage your event venues. The following topics are discussed

  • Viewing venue details
  • Adding an event area
  • Updating an event area
  • Removing an event area

Viewing venue details

You can view a venue's details using the steps discussed in this section. The Instance stores information such as the venue address and contacts related to the event venue. In addition, you can view the venue areas booked for the venue.

To view an event's venue details:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose venue details you want to view and select its Edit row action link.
  4. Navigate to the 'Venue' tab.

Adding an event area

To add an event area:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event to which you want to add an event area and select its Edit row action link.
  4. Navigate to the 'Venue' tab.
  5. Select ADD AREA.
  6. Fill out the form for adding a venue area
  7. Select ADD AREA.

These are the input requirements and descriptions for adding an event venue area:

Input LabelTypeRequiredDescription
Venue Area Dropdown Field Yes Area inside the main venue where the event is held. An example would be a conference hall or boardroom.
Notes Text Area No Notes concerning the event.
Individual Capacity Number Field No Maximum number of individuals that can be accommodated in the venue area.
Capacity Per Group Number Field No Maximum size of a group that can be accommodated in the venue area.
Number Of Groups Number Field No Maximum number of groups that can be accommodated in the venue area.
Total Capacity Display Field No Total capacity of the venue area.
Enable Individual Tickets Toggle No Enable or disable individual tickets for the venue area.
Individual Ticket Price Numeric Field No Individual ticket tier 1 price.
Individual Ticket Price 2 Numeric Field No Individual ticket tier 2 price.
Individual Ticket Price 3 Numeric Field No Individual ticket tier 3 price.
Enable Group Tickets Toggle No Enable or disable group tickets for the venue area.
Group Price Numeric Field No Group ticket tier 1 price.
Group Price 2 Numeric Field No Group ticket tier 2 price.
Group Price 3 Numeric Field No Group ticket tier 3 price.

Updating an event area

To update an event area:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose venue area you want to update and select its Edit row action link.
  4. Navigate to the 'Venue' tab.
  5. Scroll down to the 'Area' section.
  6. Find the venue area you want to update and select its overflow menu ().
  7. Select Edit.
  8. Make your changes.
  9. Select SAVE.

Removing an event area

To remove an event area:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose venue area you want to remove and select its Edit row action link.
  4. Navigate to the 'Venue' tab.
  5. Scroll down to the 'Area' section.
  6. Find the venue area you want to remove and select its overflow menu ().
  7. Select Remove.
  8. Finalize the removal of the venue area using the confirmation modal
Note

You cannot remove a venue area when there are tickets booked against it.

Updating content

This tab allows you to manage content concerning the event. To update an event's content:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose content you want to update and select its Edit row action link.
  4. Navigate to the 'Content' tab.
  5. Make your changes.
  6. Select SAVE.

Managing speakers

This tab allows you to manage the speakers associated with an event. It includes the following topics:

  • Viewing event speakers
  • Adding event speakers
  • Updating event speakers
  • Removing event speakers

Viewing event speakers

To view event speakers:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose speakers you want to view and select its Edit row action link.
  4. Navigate to the 'Speakers' tab.

Adding event speakers

To add an event speaker:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event to which you want to add a speaker and select its Edit row action link.
  4. Navigate to the 'Speakers' tab.
  5. Select ADD SPEAKER.
  6. Fill out the form for adding a speaker.
  7. Select ADD SPEAKER.

These are the input requirements and descriptions for adding a speaker to an event:

Input LabelTypeRequiredDescription
CRM Contact Dropdown Field Yes The CRM contact invited as a speaker for the event. Speakers are selected from the list of CRM contacts, so a contact must be added to the CRM first before they can be designated or invited as a speaker.
Speaker Weighting Numeric Field No Numeric value that can be used, for example, to prioritize the order in which speakers are displayed in a landing page or web site.
Image Dropzone No Image of the speaker.
Content Code Editor No Content concerning the speaker.

Updating event speakers

To update an event speaker:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose speakers you want to update and select its Edit row action link.
  4. Navigate to the 'Speakers' tab.
  5. Find the speaker you want to update and select its overflow menu ().
  6. Select Edit.
  7. Make your changes.
  8. Select SAVE.

Removing event speakers

To remove an event speaker:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose speakers you want to remove and select its Edit row action link.
  4. Navigate to the 'Speakers' tab.
  5. Find the speaker you want to remove and select its overflow menu ().
  6. Select Remove.
  7. Finalize the event speaker's removal using the confirmation modal.

Managing sponsors

This tab allows you to manage the sponsors associated with an event. It includes the following topics:

  • Viewing sponsors
  • Adding a sponsor
  • Updating a sponsor
  • Removing a sponsor

Viewing sponsors

To view the sponsors for an event:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose sponsors you want to view and select its Edit row action link.
  4. Navigate to the 'Sponsors' tab.

Adding a sponsor

To add a sponsor:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event to which you want to add a sponsor and select its Edit row action link.
  4. Navigate to the 'Sponsors' tab.
  5. Select ADD SPONSOR.
  6. Fill out the form for adding a sponsor.
  7. Select ADD SPONSOR.

These are the input requirements and descriptions for adding a sponsor to an event:

Input LabelTypeRequiredDescription
CRM Company Dropdown Field Yes Company sponsoring the event. The options come from the list of CRM companies.
Name Input Field No Name of the sponsor company.
Link Input Field No Uniform Resource Locator (URL) to the web page of the sponsor company.
Sponsorship Value Numeric Field No Monetary value of the company's sponsorship.
Sponsor Weighting Numeric Field No Numeric value that can be used, for example, to prioritize the order in which sponsors are displayed on a landing page or website.
Logo Dropzone No Company logo of the sponsor company.
Content Code Editor No Detailed content concerning the sponsor company.

Updating a sponsor

To update a sponsor:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose sponsor you want to update and select its Edit row action link.
  4. Navigate to the 'Sponsors' tab.
  5. Find the sponsor you want to update and select its overflow menu ().
  6. Select Edit.
  7. Make your changes.
  8. Select SAVE.

Removing a sponsor

To remove a sponsor:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose sponsor you want to remove and select its Edit row action link.
  4. Navigate to the 'Sponsors' tab.
  5. Find the sponsor you want to remove and select its overflow menu ().
  6. Select Remove.
  7. Finalize the removal of the sponsor using the confirmation modal.

Managing tickets

This tab allows you to manage the tickets for an event. It includes the following topics:

  • Viewing tickets
  • Adding a ticket
  • Updating a ticket
  • Deleting a ticket

Viewing tickets

To view the tickets for an event:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose tickets you want to view and select its Edit row action link.
  4. Navigate to the 'Tickets' tab.

Adding a ticket

To add a ticket:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event to which you want to add a ticket and select its Edit row action link.
  4. Navigate to the 'Tickets' tab.
  5. Select ADD TICKET.
  6. Fill out the form for adding a ticket.
  7. Select ADD TICKET.

These are the input requirements and descriptions for adding an event ticket:

Input LableTypeRequiredDescription
Venue Area Dropdown Field No Venue area of the ticket. Options come from the list of venue areas added in the previous section, 'Managing event venues'
Ticket Type Dropdown Field No

Type of ticket. Options include the following:

  • Individual
  • Group
Allocation/Seat/Table Input Field No Allocation/seat/table assigned to the ticket.
Ticket Price Numeric Field No Price of the ticket
Allocation Status Dropdown Field No

Allocation status of the ticket. Options include the following:

  • Allocated
  • Unallocated
Confirmation Status Dropdown Field No

Confirmation status of the ticket. Options include the following:

  • Confirmed
  • Unconfirmed
  • Cancelled
Attended Dropdown Field No
QR Code URL Input Field No URL of the ticket's QR code.
Group ID Input Field No Group ID associated with the ticket.
Notes Text Area No Notes concerning the ticket.
CRM Contact Dropdown Field No Event attendee. Options come from the list of CRM contacts.
CRM Company Dropdown Field No CRM company associated with the attendee.
Dietary Requirements Text Area No Dietary requirements of the attendee.
Ecommerce Order Dropdown Field No Ecommerce order associated with the ticket.

Updating a ticket

To update a ticket:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose ticket you want to update and select its Edit row action link.
  4. Navigate to the 'Tickets' tab.
  5. Find the ticket you want to update and select its Edit row action link.
  6. Make your changes.
  7. Select SAVE.

Deleting a ticket

To delete a ticket:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose ticket you want to delete and select its Edit row action link.
  4. Navigate to the 'Tickets' tab.
  5. Find the ticket you want to delete and select its Delete row action link.
  6. Finalize the deletion of the ticket using the confirmation modal.

Updating the sitemap

To update an event's sitemap:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose sitemap you want to update and select its Edit row action link.
  4. Navigate to the 'Sitemap' tab.
  5. Make your changes.
  6. Select SAVE.

Managing metadata

Use this tab to manage the event's metadata. Topics in this section include the following:

  • Updating metadata
  • Using metadata

Updating metadata

To update the event's metadata:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose metadata you want to update and select its Edit row action link.
  4. Navigate to the 'Metadata' tab.
  5. Make your changes.
  6. Select SAVE.

Using metadata

Managing Open Graph

Use this tab to manage the event's Open Graph settings. Topics in this section include the following:

  • Updating Open Graph settings
  • Using Open Graph

Updating Open Graph settings

To update the event's Open Graph settings:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose Open Graph settings you want to update and select its Edit row action link.
  4. Navigate to the 'Open Graph' tab.
  5. Make your changes.
  6. Select SAVE.

Using Open Graph

Schema

Use this tab to manage the event's Schema configurations. Topics in this section include the following:

  • Updating Schema configurations
  • Using Schema

Updating Schema configurations

To update the event's Schema configurations:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose Schema configurations you want to update and select its Edit row action link.
  4. Navigate to the 'Schema' tab.
  5. Make your changes.
  6. Select SAVE.

Using Schema

System Fields

Use this tab to manage the event's system fields. To update data in the system fields:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose system field data you want to update and select its Edit row action link.
  4. Navigate to the 'System Fields' tab.
  5. Make your changes.
  6. Select SAVE.
Note

Please visit our documentation on Event System Fields to learn more.

Custom Fields

Use this tab to manage the event's custom fields. To update data in the custom fields:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose custom field data you want to update and select its Edit row action link.
  4. Navigate to the 'Custom Fields' tab.
  5. Make your changes.
  6. Select SAVE.
Note

Please visit our documentation on Event Custom Fields to learn more.

Managing FAQs

This tab allows you to configure your main FAQs section and manage your FAQ items. Topics in this section include the following:

  • Configuring the FAQs section
  • Adding an FAQ item
  • Updating an FAQ item
  • Deleting an FAQ item

Configuring the FAQs section

To configure your FAQs section:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose FAQs section you want to update and select its Edit row action link.
  4. Navigate to the 'FAQs' tab.
  5. Make your changes.
  6. Select SAVE.

Adding an FAQ item

To add an FAQ item:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event to which you want to add an FAQ item and select its Edit row action link.
  4. Navigate to the 'FAQs' tab.
  5. Select ADD FAQ.
  6. Fill out the form for adding an FAQ item.
  7. Select ADD FAQ.

Updating an FAQ item

To update an FAQ item:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose FAQ item you want to update and select its Edit row action link.
  4. Navigate to the 'FAQs' tab.
  5. Find the FAQ item you want to update and select its EDIT row action link.
  6. Make your changes.
  7. Select SAVE.

Deleting an FAQ item

To delete an FAQ item:

  1. Navigate to Events from the main menu.
  2. Select All Events.
  3. Find the event whose FAQ item you want to delete and select its Edit row action link.
  4. Navigate to the 'FAQs' tab.
  5. Find the FAQ item you want to delete and select its DELETE row action link.
  6. Finalize the deletion of the FAQ item using the confirmation modal.
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