Creating an Event in Seatrobot

 

In this article, we'll explain how to create a class or event using SeatRobot.

Every time you login to your account, you'll start on your dashboard.

For more information on your dashboard functions, please refer to Dashboard Basics.

To create a new event, press NEW EVENT.

 

At this point, the event SETUP tab will appear. This is where you will set all of the event's REQUIRED DETAILS.

To start, click the EVENT MANAGER button.

 

A pop up window will appear with all of the members in your BUSINESS UNIT. 

For more information on Business and Admin Units, please refer to Setting up Admin & Users.

You will need to choose an event manager by clicking the circle next to their name. You will most likely want to choose yourself as the event manager. One you've done this, click SELECT MANAGER.

 

Next to the EVENT MANAGER textbox, you will see a checkbox called 'No Invite CC's'

If this box is unchecked, you will receive copies of every invite you send from the event and every confirmation email that is sent when somebody registers for the event. If you don't want to receive these emails, check this box.

 

Next, you'll name your event by typing it into the EVENT NAME textbox.

 

Below EVENT NAME, you'll see a checkbox for MULTIPLE DAY EVENT. You should only click this if this is a true multiple day event. For example, a conference which runs from Thursday through Saturday. For more information on these types of events, refer to our article Creating a Multiple Day Event.

 

The last required detail you will amend is the Start Date / End Date / Start Time / End Time and Time Zone. Once you've entered all of these, press SAVE.

 

Once you've saved in that window, a REGISTRATION BUTTON window will appear.

 

If your event is ticketed, a.k.a. it costs money to attend and there are no free spots, uncheck the box that says DISPLAY ON EVENT WEBPAGE, and change the MAX REGISTRATIONS WITH THIS BUTTON to zero. This registration button is only intended for free places at your event.

For more information on how to create a paid event, please refer to Creating a Ticketed Event.

 

If your event is free, stay on this pop-up window and follow the instructions below.

 

BUTTON NAME: You can name your registration button whatever you'd like. You can also go back and change the name of it at any time. This name will appear on the button on the registration page for the event. By default, it will be called Register.

 

DESCRIPTION: This is where you'd put a brief note about what registration to this event entails or any key information you'd like guests to be aware of. I've amended my description with a cancellation courtesy reminder.

 

Any copy that is saved in the DESCRIPTION textbox of a registration button will appear when you click the INFO button that corresponds with the registration button on the web page.

 

It will also appear underneath YOUR DETAILS in the Registration Input Fields window, when people click the registration button for your event.

 

GUESTS PER REGISTRATION: This controls how many people can register at one time by clicking this registration button. In most cases you would keep this as 1. However, if you have an event where people can bring a plus 1, a partner, or a group, you can increase the guests per registration (up to 5). Please note that the person registering will be required to fill in the first name, last name and email of the extra guests. 

 

 

MAX REGISTRATIONS WITH THIS BUTTON: This controls how many total guests are allowed to register for the event using this registration button. This is how to set the maximum capacity for an event. Once this maximum number of registrations is reached, your register button will automatically turn into a waitlist button.

 

If the capacity of your event is dependent upon how people attend, or you have a unique registration scenario, please refer to Registration Options with Registration Buttons.

 

DISPLAY ON EVENT WEB PAGE: This needs to be checked in order for the registration button to appear on your event webpage. If you ever need to remove the register button for any reason, you can uncheck this box. Also, if this is an invite only event, you can uncheck this box. For more information on sending invites, please refer to our article Sending Invites.

 

After customizing the registration button to your preferences, press SAVE INFO.

 

At this point, we'd recommend visiting your event's webpage. To view it, you'll click the WEB PAGE tab in the green bar.

 

Click VIEW EVENT WEB PAGE.

 

The web page for your event will open in a new tab.

Congrats! You have officially created a unique URL for your event that attendees can register for. Remember, this doesn't mean that it's live on your company's event page. We'll need to go back to the dashboard to enable that. However, this link does exist. You can start sharing it with people. As you continue to edit the event, you should keep this tab open. Every time you make a change, you can refresh the page to see how it appears on your webpage.

This is what my event webpage looks like. You'll notice that is very bare. For more information on how to make your event webpage pop, please refer to Adding Details to Your Event.

 

At this point, we'd recommend testing your Register button by registering yourself. Once you click the button, a pop up window asking for your contact details will appear. Enter your details, click the checkbox next to 'I'm not a Robot', then check your email.

 

I received this confirmation email in my inbox:

 

By testing the registration button with our own details, we know the event webpage is working as intended. The content of the confirmation email is the default content provided by the SeatRobot template, but you can customize it to anything you wish.

If you'd like to learn more about customizing your confirmation emails, please refer to Customizing Confirmation Emails.

 

If you have questions about any of these features, please contact SeatRobot support.