How to create an event

This guide explains in detail each step to create an event in the Agendize Event Management module. It is designed to support both users and AI agents or chatbots in answering questions and guiding through the process.

1. General Information

This is the first step, where you configure the core details of your event. These settings will be displayed in the registration widget.

• Event Name (required): The main title of your event. It should be clear and representative.

• Description (optional): A rich-text field (bold, lists, links, etc.) to describe the event, its context, and any practical information.

• Image (optional): A cover image shown in the widget. Accepted formats: PNG, JPG, JPEG, SVG. Max size: 5MB.

• Duration (required): Default session duration in hours. This can later be customized per session.

• Capacity (required): Maximum number of participants per session. The current limit is 1,000.

• Visibility (required): Defines if the event is public (visible to everyone) or private (accessible via direct link only).

• Location settings: You can add one or more locations. You can also allow location customization when sessions are created.

• Tags (optional): Used to filter and organize events in your interface.

2. Event Scope (Assignment)

This step lets you define how the event is managed across establishments. The selected type impacts how sessions can be created and by whom.

• Global Event: Sessions are created at the account level (not tied to any establishment). Only a global administrator can create this type of event.

• Network Event: Every establishment in the account can create its own sessions. New establishments are automatically included.

• Multi-establishment Event: Only the selected establishments will be able to create sessions. New establishments are not automatically added.

• Local Event: A single selected establishment will manage the event’s sessions.

ℹ️ Location options available at the session level may vary depending on the type of event.

3. Speakers

You can assign people involved in the event, classified as internal or external participants.

• Internal speakers: Users with an account on the platform. You can search by name, first name, or email.

• External guests: People outside the platform, added manually.

Each speaker or guest can later be linked to individual sessions.

4. Sessions

Sessions represent the specific time slots during which users can register for the event.

• You can filter the session list by:

  • All, Upcoming, Past, Open, Closed

• Click the + button to create a session:

  • Choose the date and start time

  • Select an establishment (depending on the type of event: network or multi)

  • Select or define a location (based on event settings)

? A session can only belong to a single event.

5. Registration Form

Decide which information participants must fill out to register.

• Default required fields:

  • First Name

  • Last Name

  • Email

  • Phone (with country code)

• Additional questions: You can add custom fields (text, dropdowns, checkboxes, etc.) by clicking "Add a field". Each field can be marked as required or optional.

This form allows you to gather all the necessary data for managing the event and tracking attendance.

6. Advanced Settings ⚙️

These options allow you to enable additional features:

• Allow participants to register guests ?: Enables one person to register for multiple attendees. You can set a maximum number of guests.

• Enable waiting list ⏳: If the session is full, users can join a waiting list in case spots become available.

• External reference ID ?: Free-text field to link the event to another system using a custom ID (for syncing or integrations).

Once all the steps are completed, you can save and publish your event ?. You will then be redirected to the session management screen.

Ready to get started? Let’s go!