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How to create an event - Knowledgebase / Administrator's Guide / Events - MemberNova Support

How to create an event

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Events created within MemberNova can be displayed on the website, bulletin, sent by email, and shared on social media. Both members and non-members can register for events based on the settings applied.

Creating an Event

1. Click Engagement or the clock icon on the left.

2. Click Events.

3. On the right, click the Create Event button.

4. You are now asked to enter information about the event:

  • Name - The name of the event (what will be seen on the website).
  • Permalink - This is used for the event's permalink. The permalink is used for the event's URL/address.
  • Code - This helps the Organization track the finances within the Organization's credit card processor's reports.
  • Starts on - The date and time the event starts.
  • Ends on - The date and time the event ends.
  • Time Zone - The time zone the event is in.
  • Always display event's time zone? - Displays the time zone  when the event is viewed.
  • Event Venue - The name of the event venue. Eg: Holiday Inn, Madison Square Gardens, etc.
  • Event Address - The address of the event.
  • Organizer Name - The name of the person or people that are organizing the event. Their name will be displayed on the event details page.
  • Short Description - A short description of the event.
  • Event Image - An image used for the event.
  • Full Description - A full description of the event.
  • Cover Image - An image used as a banner on the event's landing page on the website.

Note: The Cover Image should be at least 1920px by 1080px, and no larger than 15.00 MB

5. Near the bottom right, click Continue to Tickets.

6. You are now asked to enter information about tickets, products, donations, and promotions.

Tickets

This allows you to setup tickets for the event. If you click Add Ticket, you will be able to create tickets for the event.

  • Ticket Name - The name of the ticket.
  • Ticket Code - This helps track the finances within the credit card processor's reports.
  • Ticket Description - The description of the ticket.
  • Allow Public Registration - An option to allow non-members to be able to register for the event.
  • Default Price - The  cost of the ticket.
  • Limit - The total amount of tickets available.

    Note: To allow unlimited tickets, please leave the field blank or enter 0

  • Prices - This allows different pricing for the tickets based on membership type.
  • Ticket Availability - The date range for ticket sales.
    • Starts on - The date when people can start to purchase tickets.
    • Ends on - The date when ticket sales will stop.

Products

This allows you to set products that can be sold. By clicking Add Product, you will be able to add products to the event.

  • Product Name - The name of the product.
  • Product Code - This helps track the finances within the credit card processor's reports.
  • Image - An image of the product.
  • Description - A description of the product.
  • Minimum - The minimum number of products which can be selected.
  • Maximum - The maximum number of products which can be selected.
  • Options
    • Name - Name of the product.
    • Code - The code of the product.
    • Price - Cost of the product.
    • Limit - A set limit of product available.
    • Arrow - By clicking the arrow, it displays more options.
      • Allow Public Registration - An option to allow non-members to be able to order the product.
      • Minimum - The minimum number that can be selected.
      • Maximum - The maximum number that can be selected.
      • Price- This allows different product pricing based on membership type.
    • Eye icon - This allows you to hide the product option from the event registration process.
    • Trash Can icon - This deletes the product option.
  • Add Option - Allows you to add another product option.

Donations

This allows the event to accept donations. Click Edit.

  • Allow donation? - Allows you to enable or disable donations.
  • GL Account - A drop down which allows you to select which GL Account receives the donated funds.
  • Donation Message - A text area to add a custom message to share more about the donation.

Promo Codes

This allows you to create promotion codes to give discounts for the event. By clicking Add Promo Code, you will be able to add promotion codes.

  • Name - The name of the promo code.
  • Code - The code the registrant will use.
  • Discount Amount
    • $ (Money) - How much money the registrant would get off of their event registration fee.
    • (Percent) - The  percent that the registrant would get off of their event registration fee.
  • Limit - How many times the promo code can be used. Leave blank for unlimited.
  • Active from - The date of when the promo code can start. Can be blank to start right away.
  • Expires on - The date of when the promo code can no longer to entered. Can be blank for no end date.
  • Only for the following tickets - Allows you to limit the promo code to certain tickets.

7. After you have completed the Tickets & eCommerce page, you can review and update the Registration form. To do this, please click Form near the top of the page.

8. The questions displayed are fields the registrant can fill in. There are two different set of questions.

  • Order Questions - These questions are displayed for the individual who is ordering.
  • Attendee Questions - These questions are displayed for each attendee that the individual is registering.

9. To add more questions to either of these areas, click Add Question.

  • Question Text - The question you would like the registrant to fill in.
  • Question Type - A drop down list of field types.
    • Checkbox - Provides a checkbox for the registrant to select.
    • Drop down - Provides a drop down box for the registrant to select from.
    • Long Text - Provides a large text box for the registrant to enter their answer in.
    • Multiple Choice - Provides a list for the registrant to select from. You have an option to display an Other option, if the registrant does not have their answer listed.
    • Number - Provides a field which only accepts numbers from the registrant.
    • Short Text - Provides a small text box for the registrant to enter their answer in.
    • Single Choice - Provides a list of radio buttons for the registrant to select from.
  • Required? - Makes the question required, so the registrant has to answer it.
  • Conditional by product/ticket? - If the registrant selects the product/ticket you entered, this question will show to the registrant. If this field is empty, this question will display for all registrants/attendees.

10. After you have completed reviewing/editing the form, you can click Settings.

11. The Settings page allows you to set the payment details and other options.

  • Event Currency - What currency the event is in.
  • Payment Options - Displays the payment options for the event.
    • Allow credit card payments - Allows you to enable or disable credit card payments for the event. You can also select other credit card processor accounts, if you have more than one.
    • Allow check payments - Allows you to enable or disable check payments for the event.
    • Allow bill me later - Allows you to enable or disable an option for the registrant to pay at a later date for the event.
    • GL Account - Which MemberNova account you would like the funds to go into for tracking purposes.
  • Public Registration Settings
    • Entity Lookup - If a member is logged into MemberNova and is registering for an event, they will see a field called "Assign Member" on the question page, which allows them to find fellow members and assigns them to tickets. Please note, this works for specific configurations such as for trade organizations only, based on permission settings.
      • Account access roles - Displays people in the Assign Member field based on the user's role on their profile.
      • Relation to - Displays people in the Assign Member field based on the user's reference field in their profile.
    • Allow attendees to edit registration - Allows attendees to edit their registration details and questions.
    • Allow members to view attendees list - Allows members to view the list of attendees.
  • Email Notifications - Allows you to enable/disable email notifications to the registrant when an administrator registers them or enable/disable email invoices to the registrant when an administrator registers them.
  • Email Notification Templates - Displays the notifications and email templates which are sent to registrants, attendees, and the event organizer. The email templates which are used can be changed by clicking the Edit button. To view or manage the email templates, click the Manage Email Templates button.
  • Event Reminder - Allows you to create multiple scheduled email reminders to the event registrants and/or orders based on a customized campaign schedule. E.g. X days and/or X hours before the event begins.
  • Success Message - A message that appears after the registrant successfully completes their purchase. This can be edited by clicking on the Edit button.

12. Near the top right, can you click Publish to make the event go live. To view the event on the website, click View.

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