Creating & managing events

You can create free or paid events for in-person, virtual, or hybrid gatherings in 360Alumni. Any community member can create an event, though your community settings may require an administrator to approve it before it is published.

Create an event

1. Go to Events.
2. Click Create Event.
3. Complete the event information in the drawer.
4. Add the event hosts, organizers, and event owner. Each of these people can manage the event.
5. Click Create.

You will land on the event details page. To configure additional settings, go to Event Options and click Edit.

Choose visibility and registration settings

In Event Options, configure how members find and register for your event.

• Promote on Events Page: Select this option to display the event on your community's Events page. Leave it unchecked for a private or unlisted, invitation-only event.
• Official event: Use the official event banner to distinguish organization-led events from local or member-organized events.
• Registration location: Choose where people will register:
  • Here in 360Alumni: Use this option when you want to manage registration and ticketing in 360Alumni. You must create at least one ticket before you can publish the event.
  • No registration needed: Use this for awareness-only events that do not require registration.
  • An external page: Use this when registration takes place elsewhere. You can still promote the event in your community and notify members who may be interested.

If registration takes place in 360Alumni, you can also configure the following:

• Require all tickets to be assigned: Useful for guest lists, table assignments, or events where you need each attendee's details.
• Allow registrants to assign tickets to people outside of your community: If this is not selected, registrants can assign tickets only to people who already have profiles in your community. When someone assigns a ticket to a new person, 360Alumni creates a profile for them. In a closed community, that person is a pending Limited Access (Guest) user and can access only the features enabled for Limited Access users.
• Allow registration changes until: Set the date and time when registration closes.
• Message for Attendee: Add a message to include in each registrant's confirmation email.

Click Save and Close when you are done.

Add media

Add images, videos, links, and documents to give attendees the information they need.

1. In the Manage Event panel, click Media.
2. Add your media items.

Images and videos appear in the media carousel above the event details. Links and documents appear below the event description.

Add custom fields

For events with registration in 360Alumni, you can collect custom information at the event/order level or for individual tickets.

1. In the Manage Event panel, click Custom Fields.
2. Click Add Custom Field.
3. Enter a label and description.
4. Choose whether the field is required.
5. Click Save.

Add tickets

Create tickets before publishing an event that uses 360Alumni registration.

1. In the Manage Event panel, click Tickets.
2. Click Add Ticket.
3. Complete the required ticket details.
4. For a free ticket, enter 0 as the price.
5. Click Save.

You can reorder tickets using the drag-and-drop handle.

Add discount codes

You can create discount codes for percentage-based savings or fixed-amount discounts. Set an expiration date for each code so it is available only during the period you choose. Be sure to activate your discount codes. 

Publish your event

1. Open the event actions menu.
2. Click Publish Event.
3. If available, choose whether to send a notification to community subscribers.

Administrators can publish events without approval. If you are not an administrator, your event may need approval before it appears on the Events page. You can still view your event and make final edits while it is awaiting approval. The administrator who approves the event decides whether to notify the broader community when it is published.

Manage attendees

The Attendees page in the Manage Event panel lists every issued ticket, whether or not it has been assigned to an attendee.

From this page, you can:

• Send a message to attendees.
• Filter or search the attendee list.
• Export attendees to a CSV file.

Messages are sent only to the people currently shown in the attendee table. Before messaging all attendees, clear any filters and searches that could limit the rows displayed. When you export attendees, the CSV downloads immediately to your computer.

Review orders & process refunds

The Orders page shows all event orders, with the most recent orders at the top by default. You can review event metrics, view order details, and issue refunds for individual tickets or complete orders.

1. Go to Orders in the Manage Event panel.
2. Find the order you want to review.
3. Use the Manage menu at the end of the order row to view its details or issue a refund.

An order or an individual ticket can be canceled and/or refunded by any event organizer, regardless of whether the registrant requested to cancel it.

Manage orders in progress

The Orders in Progress page shows registrations that have not been completed.

From this page, you can:

• View the details of an in-progress order.
• Delete individual orders or delete orders in bulk to free up reserved tickets (note: there is a checkout timer of 30 minutes, so this is generally not a problem).
• Use the Manage menu for an order to message the registrant, view the order, or complete registration on their behalf.

Register an attendee on their behalf

You can use proxy registration to register someone for an event.

1. In the Manage Event panel, select Register an Attendee.
2. Enter the registrant's name. If they do not have a profile in your community, enter their email address.
3. Click Begin Registration.
4. Add the requested tickets to the cart.
5. Complete any required custom fields and assign tickets as needed.
6. At payment, choose to waive payment, record a cash or check payment, or process a credit card payment.
7. Complete the registration.

The registrant receives a confirmation email with their tickets attached. Any additional attendees you designate to receive tickets will also receive them.

Collecting event proceeds

Proceeds are paid out to the designated account for each client the first week of every month.  If you are a user organizing a paid event, please contact your organization's community manager to coordinate reimbursement.

Related articles

• Registering for events; cancelations & refunds
• Messaging Users in 360Alumni
• Approvals for user generated content and bulk messages
• Receipt Reporting