Adding a new Event

If you’re hosting an event for your stakeholders – whether it be a webinar, focus group, conference or something else entirely – the Events module is the place for you. This article walks through how to create a record for your event in the Events module.

Select the Events Module from the top navigation bar. On the next page, click Add Event from the left-hand menu.

You will then need to complete the Add Event form. This form is split into several sections for convenience, with extra sections visible for any systems with an Engage 360 portal. Below, you can find explainers for some of the fields in this form.

Main Details

The first part of the form outlines the basic details of your Event.

• Title – A name for your Event. This will appear on the registration page for your Event, so ensure this is correct for stakeholders before going live.
• Categories – Your Event can be categorised to make the Event easier to find in the future.
• Event Type – There are four Event Types to choose from. This will change which fields appear for the remainder of the Main Details
  • Face to Face Event – An in-person event hosted by your organisation. If selected, you will be asked to provide the location details for the event.
  • Online Event – MS Teams – A virtual event such as a webinar, hosted using Microsoft Teams. If selected, you can connect your Tractivity account to your Teams account, creating meeting links automatically.
  • Online Event – Other – For using other online meeting tools.
  • External Event – An option for conferences or other events not hosted by your organisation.
• Capacity/Attendees – You can note the Expected Number of Attendees as well as the Event Capacity.

Special Requirements / Additional Questions

Additional questions can be added to your Event registration form in this section.

• Accessibility Requirements/Allergies/Dietary Requirements – You can include questions asking attendees to outline any special requirements they may have. If set to “Yes”, the questions will be displayed as a text box in the registration form.
• Would you be interested in hosting or facilitating a future event? – This question can be included if you want to know which of your stakeholders would be interested in assisting with events in the future.

Website & Invitation Details

The questions in this section determine what information is displayed on your Event’s registration page.

• Display on Website? – Select “Yes” if you want the Event to be displayed on your Engage 360 portal (for systems with this included).
• Organised By/Contact Name/Email/Telephone – You can include contact details for the Event in case attendees need to reach out with queries or concerns.
• Event Website – You can link a relevant page related to this event if needed.
• Event Overview – A brief summary of the Event, usually in a single sentence.
• Event Information/Call To Action – Two spaces to describe the Event. Use this space to outline the event’s purpose, the agenda for the event and any other information you feel would be useful. There is also space to include images and video links.

Event Registration

Your Event’s registration form will be based on how these fields are completed.

• Allow Registration? – Set to “Yes” if you want attendees to complete a registration form to sign up for your Event. If set to “No”, the Event will just provide an option for adding the Event to your calendar.
• Allow Additional Guests on invite Confirmation Page? – If set to “Yes”, attendees can include additional guests alongside their own attendance. The number of additional guests allowed per attendee can be set in this form too.
• Default Stakeholder Category/Default Contact Category – If an attendee registers for your event and they are not already a Contact in your Tractivity system, they will have a Contact record created for them. If you want this new record to be assigned a specific Category, you can decide this here.
  • Alternatively, you can allow the attendee to specify their own Category by setting Display Contact Category to Yes.
• Request Organisation Name? – If set to “Yes”, Attendees can tell you the Organisation they represent.
• Request Demographic Data? – Any demographic data you capture in your Contact form can be added as a question in your registration form.
  • For example, if you capture Contacts’ Employment Status, you can include a question in your registration form about the attendee’s Employment Status.
• Request Communication Preferences? – If set to “Yes”, attendees can update their Subscription Preferences manually. Their choices will be applied to their new or existing Contact record.

Event Branding

Use the options here to change the appearance of your Event Page and Event Registration Form. You can include a banner image and modify the colour scheme of the pages.

Additional Details

For internal use only, these are fields to provide extra context for the Event for your colleagues. The Owner Teams field determines which Users are able to edit this Event; by default, this will be set to everyone with access to the system (or current Project).

Once you have completed this form, your new Event will be created. The View Event page will include a preview link for your Event. Click Edit Event from the left-hand menu to change any of the details in the form you just completed.