Introduction to Events, Activities, Groups and Sections

Eventene is all about event planning, so let's learn how to create your first Event. Events created in Eventene are made up of one or more “Activities”. Activities are, just that, different parts of an Event. The user can populate each of these Activities with a Group and/or a Section and each Activity can have different Questions and details associated with it. Before we can create our Event, though, we'll need to get our guest lists (Groups) set up.


Please note that the following article is a general guide to creating an Event. For specific examples, such as how to create a Dinner Party, please see the section of the Help Center called Example Events.


Creating a Guest List

In Eventene a guest list or list of People is called a Group. Groups are generally used to invite specific individuals to Activities. Eventene also has lists of roles and Places called Sections. Sections can be used in a variety of ways, but for most Events they are used to create Places into which guests will be assigned.


For your first Event, let's keep things simple and just create a basic Group which we then use to invite guests to the Event. To create a new Group, first press the “New Group” button on the Groups page (accessible from the left-hand nav bar). You will now have several options of how to create your Group; however, the only option we will need to use right now is "Create from Scratch".



After selecting "Create from Scratch", enter the Group Name (perhaps "Guests"). Next, you will now be directed to the Group Summary page. From here you can edit various details of the new Group. For now, let's just add a simple description of the guest list by clicking the pencil icon next to "Description."


By default, this Group will have fields for First Name, Last Name, Full Name, and Email. But let's add an additional field to the Group called "Type" so we can distinguish between the different guests we will invite to the Event. For example, you may be planning a Birthday Party for your child and want to distinguish between "Parents" and "Kids". Or else, you can differentiate "Friends from Soccer" from "Friends from School". You will soon see how having this new field can be very powerful for creating Subgroups and Activities.



But first we need to actually add the "Type" field! Under the Layout tab are different lists of Fields. By default you should see "Basic Details" and "Custom Fields". These are Field Sets. They are simply groups of Fields. You can add new Field Sets using the "New Field Set" button. To add a new field, click the "New Field" button under the Custom Fields (or any new Field Set you have created). From here you can select the type of field you wish to create- in this case we will create a Text field - and give the new field a name ("Type"). Please note that you may also change the order of the fields on the Layout tab.


Now that we have our fields set up, let's begin adding People to this Group. First, go to the People tab within the Group. Since we are starting from scratch, there will not be any data here and you will need to add items to populate your Group.




To add guests to your Group simply press “New Person". This will open a side menu where you can input item data into any fields you have created for the Group. These fields will include any active default or user created Fields that you have added in the Layout tab. Add as many guests as you would like into the Group making sure to press "Create" in the side panel after each Person.




Once you are done entering guests we can move on to the next step in Group management: creating Subgroups. This is an optional step, so if you simply wish to use a single guest list, please proceed to the Event creation step.


The Group you have just created is referred to as a Main Group (or simply "Group"). However, it is possible to create subsets from this Group called Subgroups. The advantage of this is that you only need to keep the Main Group updated and each Subgroup based on the Main Group will automatically update to stay in sync. This is why we previously added the "Type" field, so we can create different subsets of the overall guest list.


To create a Subgroup, return to the Groups page from the left-side nav menu in the Eventene web app and click "New Group" then select "Segment an Existing Group." You'll need to then select which Main Group to segment. We'll use the Group we just created. Use the drop-down to view all of your Main Groups and choose the appropriate one. Next, enter a name for the new Subgroup. It may be helpful to you to include the name of the Main Group in the name of the new Subgroup. For example, "Birthday Party Guests - Kids" clearly indicates that the Main Group is "Birthday Party Guests", while the Subgroup contains just the "Kids." 


So now you have created your Subgroup, but it's basically just a copy of the Main Group at this point. How do you turn the Subgroup into a subset of the Main Group? Easy, you use Rules.


First, navigate to the data tab of the Subgroup. If you have just created the Subgroup, you should be there already. You'll notice that a new button has appeared in the upper right-hand of the header labeled "Rules." Click on this button to bring up a side menu.  


On the Rules side menu, you can press the "New Rule Set" button to add a new group of Rules. Rules can be grouped together in Rule Sets so that you can create conditions for a Rule to be applied. For example, you may want to create a Rule to include only people that are "Kids" and live in the neighborhood "Fairfax." By using a Rule Set, only people that meet both these conditions will be added to the Subgroup.


Adding a specific Rule is easy. First select the Field you will use for the Rule. Since we previously added the "Type" field, let's use that. Next select the criteria for the Rule. This can be that the Field "contains", "does not contain", "equals", etc. a specific value. You will enter this value in the "Value" field.


So, for example, the Rule "Type", "Equals", and "Kid" will filter for People in the Main Group where the "Type" Field is exactly equal to "Kid."


To delete any Rule, simply click the trash can icon next to the Rule. After you have created your Rules and Rule Sets, press "Apply Rules" at the bottom of the side menu to apply the Rules to the Subgroup. You will immediately see the Subgroup update to display only the People that meet the criteria you have just specified.


Creating Your Event

OK, at this point you have your guest list and maybe a few Subgroups. Now let's get to actually creating our Event! Start by selecting the Events tab from the navigation menu on the left-hand side of the screen. 


You will now see the Events page. This page allows you to quickly see all the Events that are associated with your account. These may be Events created by you or any other user on the account. By default you will see the Tile View which shows the Event Images, Names, Date/Time, and Attendees. You can view Events in a list with additional details by clicking the "List" button on the right hand side of the table.


                        


You can search for specific events using the search bar. Clicking on a column header will quickly sort by different criteria such as “Event Name” or “Start Date”. To create a new Event, simply press the “New Event” button. 


From here you will have the option to create a new Event from scratch or copy a preexisting Event. Like with the Group, we'll select "Create from Scratch". Then enter the name of the Event, Start and End Times, Event Location, and choose a Group and/or Section to attach to the first Activity. Let's use the guest list we previously created in this case. Finally press "Create" to finish the initial setup process.


You will now see the Event Summary tab. This screen provides a quick overview of your Event, Activities, and any associated Groups and Sections. This screen also allows you to edit additional details about the overall Event. Like with the Group, let's add a description. Y

ou may also want to add an image for the Event. You can either click on the three dots on the current event image and select "Edit" or open the Event Details side panel and select the "Image" tab. Either way, you will be able to choose between three options for the image: "Select Online", "Upload Image", and "Use Default." Select Online let's you choose from Unsplash's library of images. Upload Image allows you upload an image from your computer. Use Default, will keep the default Eventene logo with gradient.  

If you do not have any Groups or Sections associated with the Event, you will be able to add a Group or Section by clicking the respective "+" button next the Group or Section blocks on the Event Summary. 


Copying an Event

If you select “Copy an Existing Event”, you will need to select the Event you wish to copy and then provide a new name for the resulting Event copy. Next you will need to enter the start and end date and time for the new event. You may also choose to automatically add a day, week, month, etc. to the original dates / times for the Event. After this you will specify the location and select the first Group to attach. Finally, if you are copying an Event, the user has a few options on whether to clear data in the new Event. The user can:

  • Clear all previous attendance responses - all RSVP question responses will be cleared, but the attendance settings will remain the same in the new Event
  • Clear all previous survey responses – all the Survey questions defined in the Activities will be copied over, but all responses to those Survey questions will be cleared in the new Event
  • Clear all previous assignments – all assignments performed in the original Event will be cleared in the new one.


Please note that the target Event must contain data to be available for copying. Events without any data cannot be copied.


Event Summary

This tab provides a quick overview of your Event, Attendance, Surveys, and any associated Groups and Sections. To edit the details of an Event after creation, click on the "Edit" (pencil) button next to the Event Name on the top banner. This will open a side menu where you can edit any details about the overall Event. If you do not have a Group or Section associated with the Event a "+" button will appear next to the respective Group or Section block on Event Summary allowing you to quickly add the necessary list.  



To add an image to your Event either click on the action menu on the default image and select "Edit" or open the Event Details side panel and click on the "Image" tab. Either way, you will be able to choose between three options for the image: "Select Online", "Upload Image", and "Use Default." Select Online allows you choose from Unsplash's library of images. Upload Image allows you upload an image from your computer. Use Default, will keep the default Eventene logo with gradient.   Eventene allows most common image formats (e.g. JPG, PNG, GIF, BMP). Image files must be under 5MB. 


Descriptions

If you want to enter a description for the Event - or change the name, dates, time zone, location, or response time frame, you can also do this from within the Event Details edit menu.


The description field supports rich-text editing. You may format text (including size and color), create lists with numbers and bullets, view HTML, print, save as PDF, insert special characters, insert links and images (max image size 10MB), insert video (max video size 100MB), create tables, and much more.


Please note that the Eventene mobile app currently does not support table formatting. The Web Response Forms do support tables and support will be added to the mobile app shortly.


After you have made any desired changes, click “Save” to save the new details. If you have no edits to make to the Event Details, or have completed all of your edits, you may begin adding Activities by clicking the “New Activity” button on the Activities tab of your event. Clicking this button will move you into another side panel. From here you can begin constructing the individual parts of the Event. 


Publishing Events

The "Publish Event" setting in the New Event and Edit Event side panels allows the organizer create an Event that is Unpublished and then Publish it on a future date. By default, all new and copied Events are Unpublished. This ensures that organizers can control when Events are visible to invitees. However, the organizer can then choose to manually Publish the event (by selecting "Yes" under Publish Event in the Edit Event side panel) or schedule the Event to Publish at a specific Date / Time.


Events that are unpublished are effectively in "draft" or "work-in-progress" mode until ready for publication,


Please note, you may not Send invitations or messages in an Unpublished Event. If you attempt to do so, you will be prompted to Publish your Event so the Send can complete.


Adding Activities

As mentioned above, Activities make up the specific parts of an Event and are what you invite guests to. This allows you to invite individuals and groups to specific Activities. Let's set up a few Activities for our new Event.


To add new Activities to an existing Event, go to the Activities tab within the Event and press the "New Part" button in the upper right hand corner of the screen. Please note that you cannot add Activities to completed Events.


On the side panel, you will have two options for building a new Activity. Much like creating Events or Groups you can choose either to create a new Activity from scratch or to copy an existing Activity. In this case, we will create new Activities from scratch.


Simply press “Create from Scratch”, enter the name of the Activity, select the Start and End Times for the Activity, and enter the location of the Activity. It is important to remember that Activities are individual pieces of a larger Event. So, while an Event may occur over several days (for example a campout or vacation) individual Activities might only take a day or a few hours (such as a dinner or meeting). As this is our first Event, let's keep things simple and just add a few Activities within the time frame of the overall Event. For example, if you are hosting a dinner party, you may add "Cocktails", "Dinner", and "Party Games" as your activities.



Once you have entered this information, hit “Create” at the bottom of the menu and your new Activity will be created. 


Attaching Groups to Activities

The next step is to add our guest lists to the Event via the Activities. Clicking on any Activity will bring up it's details. We'll want to navigate to the "Groups" tab within the side panel. Now we can use the "Group" dropdown to select the Group of guests we will invite to the Activity. 



To keep things simple you can simply invite your overall guest list to each Activity you've just created. However, you may instead attach a Subgroup to any of the Activities if only a subset of the guest list will be participating in the Activity. Don't worry about Sections at this point since we are just creating a simple Event. If you'd like to learn more about Sections and their uses; however, please consult the following articles:


Setting up RSVPs and Attendance

RSVP Questions are used to ask guests about attendance. Every Event and Activity must have RSVP Questions, but you may choose whether to ask invitees if they are attending or not. 


For both Events and Activities, the process of creating RSVP Questions is the same, but with slightly different options. To edit RSVP Questions, simply open the edit menu for the Event or Activity. For Events the edit menu is accessible via the edit button next to the Event Name. For Activities, navigate to the Activities tab within an Event and select an Activity to open the edit menu.


Now that you're in the edit menu, you need to select the Attendance tab at the top. For Events, you will have two attendance options: "Ask if Attending" and "All Attending". “Ask If Attending” will ask each participant or location whether they are attending the Activity. By default, they will be “Undecided”. “All Attending” means that all People or Places are locked as attending. This is useful if you have an Event where you are certain that everyone or every location is attending.



Activities have two RSVP Question settings as well. Like Events, Activities have "Ask If Attending", but instead of "All Attending" Activities have an option called: “Link Attending”. "Link Attending" means that you will assume all People will have the same Activity attendance status as the overall Event. That is to say that if a Person is attending the overall Event, they must also attend this Activity and vice versa. “Link Attending” is useful for Activities such as "Bedtime" where it can be assumed that if a Person is available for the overall campout, they will also being attending the "Bedtime" Activity.


Open / Invite Only Registration

Eventene supports Public Events with Open Registration. Now, you can create an Event, share the link, and anyone with the link can register to attend.


Events have a new setting to control Event Registration, allowing the organizer to set an event as "Invite Only" or "Open" registration. Users can access these settings from the "Edit Event" side panel, which appears when the user clicks the "pencil" icon in the Event Header. Invite Only means that you must be on a Group invited to an Activity within the Event in order to register. However, Open Registration allows anyone with the link to register for the Event. There are some restrictions however.


In order to have Open Registration for your Event, it must meet the following criteria:


One Main Group - an Event can only reference a single Main Group. The Event can use multiple Subgroups, but they must all be Subgroups of the same Main Group. If an Event already references more than one Main Group, the user will be unable to switch Registration to Public.

Limits on People per Group - as new participants sign up for an Event using open registration, Eventene will check whether they are already listed in the Main Group. If not, they will be added as a permanent addition to the Main Group, as long as the limit for the number of People per Group has not be exceeded for the user's plan. A Free account, for example, allows only 25 people per Group. Paid plans feature higher capacity. Once the limit is exceed for an Event, any new participant trying to register will see a message "Registration limit reached".


Event Visibility

You can control who can view your Event with the following settings:


Invitees Only - When the organizer shares the link to the Event, only invitees listed in the Event's Groups will be able to view the Event's details and register for the Event


Everyone - Anyone with the link to the Event can view the Event details. If Event Registration is set to Invite Only, only Invitees can register to attend. If its set to Open, however, anyone can sett the Event and register to attend.


Adding Survey Questions

Though not strictly required, you may wish to ask questions of your guests. If you have a paid account (Free plans cannot use Survey Questions), Survey Questions can be added to any Event or Activity. Since this is optional, please consult the article Survey Questions if you wish to add Survey Questions to your Event.


Inviting Guest

We are almost done with all of the steps required to run a successful Event using Eventene! The final step, once you've got all your Event and Activity details set up, is to actually invite guests to the Event. This is easy to do with Eventene.


Before you can actually send invitations; however, you must first publish your Event. By default, all Events are unpublished. However, any Organizer can go to the Edit Event side panel and change the publication status. Additionally, you may choose to have your Event publish at a specific date/time. Simply select the "Schedule On" option and then set the desired time for publication.


Now that your Event is published, you can invite guests. When you are ready to Send a message for your Event, navigate to the Send tab within the Event. You will then need to select one or more Groups to send to. Once you have selected a Group, you can easily change the specific recipients by pressing the "Edit Recipients" button. This will bring up a side panel where you can select or deselect individuals from the Group(s). Once you have selected all your desired recipients, simply click "Compose" to move the second step in the Send process: writing your message.



In the Compose step you will first select the Message Type. Since we are inviting guests for the first time, simply select "Questions" as the type.


Next, enter a Subject for the message. This will be the Subject line in the email sent to all selected recipients. After this, simply type your message into the box below. Please note that you have various options in the Message box including the ability to format text, add pictures and video, upload files, and link to external sites/resources.



Once you have completed your message, click "Review" to proceed to the final step or "Recipients" to return to the first step. If you wish to see how your email will appear to recipients, click the "Preview Email" button at the top of the page.


The final step in the Send process is Review & Send. After completing this step, you will send emails to all the selected recipients. Sending out emails to many recipients should be done with caution to avoid sending errant emails. Make sure to preview your emails before sending them out. You can also test the email by sending it to yourself with the “Send a Test” button on that same page.



In this final step, you can choose to edit the recipients, Message Type, or Subject before sending. When all aspects of your message are finalized, press "Send" to launch your emails! You can then go to the Track tab to begin viewing results and responses.


Share Events

Organizers can use the shared event links to promote their events on their internal websites or via social media. The share link may be found on the Summary tab. Please note that Event registration is still invitation-only. However,the share link provides invitees with another way to access the event details / registration and also allows non-invitees to find out about event details and request an invitation.



Eventene now creates permanent websites for every Event created in Eventene. However, depending upon the Event's Visibility setting (found under Edit Event), the amount of detail visible will change as follows:


Private Events

By default, new Events are "Private", but organizers can change the visibility at any time. For Private Events, you must be logged in and invited to the Event in order to view Event details. Otherwise, the potential guest will only see the name of the Event as show below.



When an invitee logs in, they will be able to view all relevant Event details and register for the Event by clicking the "Respond Now" button. 



Public Events

When an Organizer sets Event Visibility in Edit Event to "Public", anyone with a link to the Event can view its details, regardless of whether they are logged in or have an Eventene account.


The Public setting is especially useful for Organizers who wish to promote their events via email, private websites, or social media channels. 


However, even when set to Public, Event registration is still restricted to invitees.


If an existing Eventene user discovers a public Event, but is not invited to that Event, they can still view the Event details. However, they will not be able to register until they are invited by the Organizer. The "Respond Now" button will be grayed-out. If the user wants to attend the Event, they should contact the Event Organizer.


Next Steps

So you've created your Event and sent out invitations, now what? Well, the first thing to do is pat yourself on the back for all your hard work. Next, after you've waited for invitees to have time to respond you can go to the Track tab within your Event and start looking at RSVP and Survey Question responses. For more information on Track, please consult the articles:


Introduction to Track

Track - Overview

Track - Individual


Another advanced option, is to set up Assignments. To do so you will need to have created a Section. But doing so gives you powerful options for creating groupings and/or assigning roles and responsibilities. For more information on Assignments please read the article Creating Assignments.


And that's about it! There are more intricacies to learn about Eventene, but if you've followed the guide above you should now know how to create Events using Eventene. If you have any questions or issues, please reach out to us at support@eventene.com