> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/control-panel-overview/events-engine-overview/create-event.md). # How to Set Up an Event Events are created in [**SELL > Manage Events**](https://control.peoplevine.com/events). Every event has one **registration type** that determines how attendees register and whether tickets, capacity, and pricing apply. The registration type cannot be changed after the event is created — pick it deliberately. ### Before you begin (Prerequisites) * **Admin Setup**: An **event category** must exist (configured during onboarding). If the event is ticketed, a **payment processor** must be active. See: [Stripe — Operator Manual](/products/integrations-overview/setup-stripe.md) or [GoCardless — Operator Manual](/products/integrations-overview/setup-gocardless.md). * **Communications** (optional): if you plan to send pre-event reminders or post-event follow-ups, build the newsletter templates first. See: [How to Set Up Event Emails](/products/control-panel-overview/events-engine-overview/setup-event-emails.md). ### Instructions #### 1. Open the event editor 1. Navigate to [**SELL > Manage Events**](https://control.peoplevine.com/events). > **Note (Pro Dash):** Navigate to **SELL > EVENTS > Manage Events**. 2. Click **CREATE EVENT**. #### 2. Choose the registration type Pick one. **You cannot change the type after the event is created.** | Type | When to use | Capacity | Payment | | ------------------------ | --------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------- | ----------- | | **Add to calendar** | Reminder-only entries that don't need RSVP (e.g., a community member's birthday on the club calendar) | None | None | | **Require Registration** | Free RSVP events; members register only themselves. Issues a digital (QR) ticket to the member's portal Wallet. | Optional — check **Limit number of guests for this event** to set **Total People** | None (free) | | **Digital tickets** | Full ticketing — member vs non-member tiers, paid or free. Capacity is set in the next step (Manage Tickets). | Yes | Yes | | **External event** | RSVP happens on a third-party platform; you provide the URL | External | External | > **Note**: On a **Require Registration** event, setting a **price** or raising **Maximum Number of Tickets Per Person** above 1 automatically converts it to a **ticketed** (Digital Tickets) event. Use Digital Tickets directly when you need tiers, pricing, or guests-per-member. > **Note**: Event sales use the club's **default payment processor** — there is no per-event processor selection. #### 3. Enter event details Fill in (in order as shown on the page): * **Event Name** * **Brief Summary** (short copy shown on the event card) * **Location** (physical venue or virtual link) * **Start Date / Time** and **End Date / Time** This section also includes: * **Recurring event** — set a repeat interval if this event recurs. * **Enable Waitlist** — turn on if you want a waitlist when capacity is reached. Below the event details section, there is a separate **Description and Graphics** section: * **Description** (long copy on the event detail page) * **Featured Image** #### 4. Configure visibility and permissions In the **Permissions** section of the editor, set two things — who sees the event, and who can register. **Visibility (Calendar Settings)** — pick one radio option: * **Public** — appears on the events calendar; visible to anyone (logged-in or not, members or non-members). * **Direct Link** — hidden from the calendar; accessible only via the URL Peoplevine generates. * **Active Members** — visible only to members with an Active membership. **Who can Register?** — a dropdown selector that controls registration access. When you pick a restricted option (e.g., *Active Members Only*), a checkbox grid of your **membership programs** appears below it — tick every program that should be allowed to register. To allow all members regardless of program, tick all programs. To open registration to non-members as well, see [How to Set Up an Event for Members and Public Registration](/products/control-panel-overview/events-engine-overview/setup-public-event.md). For the combinations of these two settings and how they map to common scenarios, see: [How to Set Up an Event for Members and Public Registration](/products/control-panel-overview/events-engine-overview/setup-public-event.md) and [How to Set Up a Member-Only Event](/products/control-panel-overview/events-engine-overview/setup-member-only-event.md). #### 5. Configure event settings * **Status**: choose **Draft** while you finalize details, then **Approved** to make the event live. * **Category**: assign the event to a category, which maps it to the correct sub-category in the portal navigation. * **Send a calendar invitation**: adds the event to attendees' calendars on registration. * **Allow guests to cancel their registration**: recommended. Leaving this **off** means members cannot self-cancel and must contact your team — it generates extra inbound requests. * **Allow ticket sharing**: a separate toggle that lets members share/transfer their tickets. This applies **only to this event's tickets** — not to other events or to guest passes. * **Flag Event — Featured Content**: mark the event as **Featured** so the portal highlights it on the home page instead of using default ordering. Affects how the event is displayed (**Portal 2025+ / Home Layout v2** only). > **Note**: The Featured flag only takes effect on the newer portal layout (Portal 2025+ / Home Layout v2). If you're unsure which portal version you're on, contact your Account Manager to confirm. * **Data Capturing Form (at Registration)** (optional): attach a custom form so members provide additional info during checkout. See: [How to Gather Additional Information from Members for an Event](/products/control-panel-overview/events-engine-overview/gather-event-info.md). > **Note**: A platform setting — **Disable events on the legacy/apply portal** — blocks events from the legacy portal. This is ON by default for new tenants. If you're unsure whether your portal is affected, contact your Account Manager. See: [Admin Settings Managed by Peoplevine](/products/portal-overview/portal-admin-settings.md). #### 6. Customize the event view Override default copy and toggles for how the event renders on the portal: * **Event details CTA** — CTA button text on the event detail page (default *Register* / *Buy Tickets*) * **Card action label** — CTA button text on the event card in the calendar listing * Show or hide the **Add to Calendar** button on the confirmation screen * Show or hide the **Tickets** info panel for ticketed events #### 7. Notifications (Notify Me) Leave **Notify Me unchecked** during event creation. To receive alerts when someone registers, configure them after setup via [How to Set Up Alerts and Notifications](/products/control-panel-overview/admin-overview/manage-alerts.md). Checking *Notify Me* during initial setup is the most common reason staff inboxes get flooded after a launch. #### 8. Save the event Click **PROCEED** at the bottom of the form. The system creates the event and routes you to the **event dashboard**. If you chose **Digital tickets**, the next step is to configure ticket types — see: [How to Set Up & Manage Event Tickets](/products/control-panel-overview/events-engine-overview/setup-manage-tickets.md). #### 9. Final pre-launch checks Before flipping status to **Approved**: * Open the **Preview in browser** view from the event dashboard to see exactly what members will see. * Confirm the start/end times, location, and image render correctly on mobile and desktop. * For ticketed events, confirm at least one ticket type is configured and **Linked inventory** is set up correctly across tiers. * For member-only events, log in as a non-member test account and confirm you cannot see or register for the event. ### Best Practice * **Start in Draft.** Members see Approved events immediately. Mistakes (wrong date, wrong price, wrong cover image) are visible to everyone the moment you publish. * **Pick the registration type deliberately.** It cannot be changed after the event is created. Require Registration supports capacity (Total People); switch to **Digital Tickets** when you need pricing, ticket tiers, or guests-per-member. * **Keep Notify Me off during setup.** Configure alerts intentionally after the event exists. ### What Happens Next * **On the member side**: An Approved event with permissions allowing the member appears on the events page. Clicking through opens the event detail page where they can register or buy tickets. * **On the admin side**: The event dashboard shows live counts (Total Revenue, Awaiting, Checked-In) once registrations or sales begin. * **Next step**: [How to Set Up & Manage Event Tickets](/products/control-panel-overview/events-engine-overview/setup-manage-tickets.md) · [How to Manage an Event Waitlist](/products/control-panel-overview/events-engine-overview/manage-waitlist.md) · [How to Set Up Event Emails](/products/control-panel-overview/events-engine-overview/setup-event-emails.md). *Last updated: 2026-05-24* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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