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Events let your organization run scheduled training: classroom days, online sessions over Zoom or another meeting tool, or a mix of both. This article covers creating events, setting schedules and multi-day agendas, pricing and capacity, and tracking attendance, including how attendance can complete linked courses.
Where to find it
Sign in to your admin panel at /org-admin. In the left sidebar, open Events:
- All Events is the main list where you create and manage events.
- Venues and Organizers appear when your plan includes advanced booking.
The Events menu only appears when your role allows event access, the events feature is enabled for your site, and your plan tier includes running events. If you see none of it, see the first question under "Why did this happen?" below.
Creating an event
- Go to Events > All Events and click + Add Event.
- Enter a title, description, and optional thumbnail image.
- Optionally pick Linked Courses: courses that attendees get credited for when you mark them complete (more below).
- Choose a Format: In person, Virtual (online), or Hybrid (in person + online). In-person and hybrid events can have a location address and map link, plus a venue picker on plans with advanced booking. Virtual and hybrid events need a meeting provider (see "Online events" below).
- Set the schedule (see the next section), plus Max Capacity, Price, and Currency.
- Choose Visibility: Public (listed on your site) or Organization Only.
- Save. New events start as drafts; use the Publish action in the list when you are ready for people to register.
You can also Cancel or delete an event from the list. Cancelling is permanent and does not automatically notify or refund registered attendees, so contact them yourself first.
Schedules, sessions, and "dates to be announced"
The simple schedule is a day range with daily hours: Start Date, End Date, Daily Start Time, Daily End Time, and a Timezone. Times are always stored and shown in the event's own timezone, not in whatever timezone the person creating the event happens to be in.
For multi-day events where each day differs, switch to a per-day agenda instead: each day gets its own date, start and end time, and an optional title (for example "Day 2: Practical assessment").
If you sell training before it is scheduled, tick Dates to be announced. The event lists and sells normally, shows "Dates to be announced" on your site, and stays off the calendar. Everyone already booked is emailed as soon as you set a date.
Pricing, capacity, and registrations
Each event sells at its own price up to its Max Capacity. Learners register from the event page on your site; paid events go through the normal checkout. Once an event is full, further registrations are turned away. If your plan includes advanced booking, people can join a waitlist instead, and when a registered attendee cancels, the first person on the waitlist is automatically promoted into the spot.
With advanced booking your plan also unlocks, on a saved event, an Attendee Form tab (custom questions collected when people book) and a Recurrence tab for repeating events. A recurring series shows as a single card on your site with its next upcoming date.
From the event list you can open Manage Attendees to view the roster or add attendees yourself.
Online events
For a virtual or hybrid event, pick a meeting provider:
- Zoom: the meeting is created against the host's connected Zoom account. The event form warns you if the selected host has not connected Zoom yet; sort that out before publishing, or attendees will have nothing to join.
- Other providers: paste the meeting link into the Meeting URL field.
You can also add meeting instructions, which are shown to registered attendees. The join link opens 15 minutes before the event starts and only works for registered attendees.
Tracking attendance
- In All Events, open the row menu for your event and choose Check-In.
- The check-in page lists every registered attendee with their status, check-in time, and pass.
- Click Check In next to each person as they arrive. Checking in moves them from "registered" to "attended".
- When someone has finished the training, mark them complete. This credits every linked course to that attendee: their course completion is recorded, any active enrollment is marked finished, and anything that hangs off course completion (like certificates) runs.
- Use Export CSV to download the roster.
A few extras:
- Attendees can also check themselves in from their own pass, starting 15 minutes before the event and closing when it ends.
- Each registration has a downloadable pass with a QR code that links to its check-in.
- The Event Attendance report under Reports shows registered, attended, and no-show counts per event.
Why did this happen?
Why don't I see an Events menu at all?
Events are a plan-tier feature. Unlike most menus, which stay visible in a browse-only mode on lower tiers, a plan without events shows no Events menu at all. Your role also needs event access, and the events feature must be enabled for your site. Compare tiers under Your plan and features.
Why can't attendees open the join link?
The join link only works for registered attendees, and it opens 15 minutes before the scheduled start. Before that, attendees see a message with the time it opens. If the event is a Zoom event and the host never connected their Zoom account, no meeting exists to join.
Why isn't my event showing on our website?
Three things must be true: the event is Published (not draft or cancelled), its visibility is Public (Organization Only events are not listed publicly), and it is upcoming. Also note your organization's site lists only your organization's own events.
Why did marking someone complete give them a certificate?
Marking an attendee complete credits every course linked to the event. If a linked course is set up to award a certificate on completion, that certificate is issued as part of the same flow. If you do not want that, unlink the course or change the course's certificate settings. See Certificates and compliance.
What happens to bookings when I cancel an event?
Registered attendees keep their booking records and are not automatically notified or refunded. Cancellation cannot be undone, so message your attendees first and handle refunds through your normal order process. See Products, orders, and payments.
The event is over, but everyone still shows as "registered". Why?
Status only moves to "attended" when someone is checked in, either by staff on the check-in page or by the attendee themselves during the check-in window. If nobody ran check-in, the roster stays at "registered" and your attendance report will show no attended count for that event.
Related
Still stuck? Reach out through support and the team will help you sort it out.