Make an event

Events takes registrations for what you organise, on your own website: places, a waiting list, approval by hand, invitations and the emails each person receives. The event is made and managed in the Panel, under “Events”; the website shows it with a registration section that Tsurito adds in Studio.

Try Events

Before turning it on, the holder can try it: “Try Events” in “Events”, “Status”. “One event, to try the whole path.” “Registrations only from your team’s addresses, up to 20.” Nothing is public yet: the website says “Registrations open soon”.

While trying, “Try the registration”, in the event’s “Overview” and “Website”, opens the website with the form for one hour, only for your team. “Turning Events on deletes these test registrations.”

It lists only the websites whose published version carries this event’s registration form. When none does, it says “No website has this event’s form yet. Ask Tsurito in Studio to add it to a website and publish it; then you can try it here.”, with “Open Studio” and “Copy instructions for Tsurito”, which copies the request to paste to Tsurito.

Turn on Events

The holder turns it on in “Events”, “Status”, with “Turn on Events”. It becomes a line of the same subscription as your websites, so it needs a website paid with one.

• Its monthly fee is paid upfront, like a website’s. The box says what is charged now, for the rest of the month, and then the monthly fee with your subscription.
• Tick “I want Events to start now. If I withdraw later, I pay only the days used.” Read Right of withdrawal.
• Turning it on accepts the data processing terms.
• Each month includes a number of events open at once and of registrations; beyond them it carries on, and each block of registrations more is added to your next invoice. Read What happens at what is included.

Turn Events off or withdraw

Under “Events is on”, Events has the same buttons as Email:

• “Turn off Events”: it stays on until the end of the month already paid, and nothing is refunded. “Turn on Events again” before then carries on, and nothing is charged now.
• “Withdraw from Events”, within 14 days of turning it on for the first time: it turns off at once, and Polar refunds what you paid for it, less the days it was on if you asked for it to start at once.

What it holds is kept for 30 days after it goes off, and then erased. Read Turn Email off.

A new event

In “Events”, press “New event”: a name, a day, its hours, “Where it happens” and its “Places”, or “No limit”. “The rest you set on its page. It starts as a draft: nobody can register yet.”

• The time zone: the hours are in your account’s time zone. “Change” chooses another one for this event.
• No past dates: “That start has already passed. Choose a later day or time.”
• Where: “On site”, with its “Place”, “Online”, with its “Link to join”, or “In person and online”, with both. “You can leave it for now: it is needed to open registration.”
• What else the form asks: “Want to ask for more? Company, phone”, with a switch for each of “Comment”, already on, “Company or organisation” and “Phone”.

Duplicate an event

For an event that comes back, a workshop each month or a talk each term, “Duplicate” makes a copy: in “Events”, from the “More” menu of its row, or from “More” in its “Overview”. Choose the name, the day and the hours, in the event’s time zone or another one; the start cannot be in the past, and an event of several days keeps its length.

“A new draft with the same settings, form and email texts, on the day you choose. Registrations and invitations are not copied.” The registration section on a website belongs to one event, so add the copy’s section to a website as for any new event.

The event’s page

Entering an event opens its own page, with its sections at the side, or as tabs above it on a phone:

• “Overview”: how the event stands and what it still needs: its state, when, where and its places, the “Latest registrations”, “What is missing”, “Open registrations” or “Close registrations”, and “More” to cancel, go “Back to draft” or delete it.
• “Registrations”: “Who registered, and what to do with each one.” Read Registrations.
• “The door”: “Who arrives, by their entry code or by name.”, for an event in person once it is no longer a draft. Read The door.
• “Details”: “The name, when and where.”
• “Places and registration”: “How many can come and how they register.”
• “Emails”: “What the event’s emails say and when they go.”
• “Website”: “Where people register.”
• “Invitations”: “Invite people to this event by email.”, shown when the account has Email. Read Invitations.

“Details”, “Places and registration” and “Emails” each have their own “Save”, which keeps only that section’s changes.

Its settings

In “Details”:

• “Name”.
• “When”: “Starts” and “Ends”, in the time zone shown. “Change” chooses another zone and keeps the day and time shown, so 18:00 stays 18:00 in the new zone; the people already registered can be told, as for a new date. A start cannot be moved to a moment already past, and “The end comes after the start.”
• “Where”: “On site”, with its “Place”, “Online”, with its “Link to join”, or “In person and online”, with both. “Only people registered get it, in their emails.” “Each person gets their own link to join. It always leads to the event’s current link, works until 12 hours after the end and stops if their registration is cancelled.”
• “The place is still to be announced”, while the place is empty: “Registration can open without it. When you set the place, everyone registered gets an email with it.” The website and the emails say the place is to be announced until then.
• “Show the exact address only to those registered”: “The website shows only the area. The address goes in the confirmation, the reminders and the calendar file.” The “Area shown on the website” is what it shows, for example a district and a city. Emails to people still pending or on the waiting list show the area too, and that the address comes with their confirmation.

In “Places and registration”:

• “Places”: how many in all, and “Places a registration can ask for”, so one person can register a family. “Waiting list”: “When it is full, new registrations wait; a freed place is offered to the first who fits.” “Show places left”: “The website shows how many are left. With fewer than 10% left it says so anyway.”
• “Registrations”: “Registrations are approved by hand” (“Each registration waits until someone approves or refuses it.”), “Who may register” (“Anyone” or “Invited only”), “Registrations open” (“Empty: as soon as you open them.”) and “Registrations close” (“Empty: when the event starts.”).
• “Registration form”: “Besides the name, the email and the places, the form can ask for these.” “Comment”, “Company or organisation” and “Phone” each have a switch and, when on, a “Required” box. The comment is asked as “Anything we should know?”.
• “Your own questions”: “Up to 10, in the event’s language. Ask only what you need, and keep anything about health or beliefs optional.” “Add a question” gives each one its text and its “Answer”: “Short text”, “Yes or no”, “One option” or “Several options”, the last two with “Options, one per line” (“From 2 to 12.”). Each has a “Required” box, and arrows to move it up or down. “Changes apply to new registrations; earlier answers keep the question as it was asked.”
• “A box to accept the rules”: “Whoever registers ticks it. The text is yours: write what they accept, for example the event’s rules or terms.” It has its “Text of the box” and a “Link to the rules (optional)”, which the form shows next to the text. The rules themselves are yours: write them on your website or wherever the link leads.

In “Emails”, “The event’s emails”: “Confirmation, reminder and the others go by themselves.” Their language, chosen from the list of languages, or “The website’s” to follow the website; “A note in the confirmation”. Above, “Reminders”: the “Reminder” and, if you want, “A second reminder”. Read Your event’s emails.

When the date, the place or the link change, saving asks “Tell the participants?”: “Save and tell them” sends everyone the change with a new calendar file; “Save without telling” does not. When the place was to be announced, setting it always tells them, as the website promised: “Everyone registered gets the place”.

Open registrations

In the event’s “Overview”, press “Open registrations”. It needs to know where the event happens: an event on site needs its place, or “The place is still to be announced”, an online one its link to join, and one in person and online both. Until then the button stays off and the page says “To open registration, add where the event happens.” or “To open registration, add the link to join.”, with “Add where it happens”, which opens “Details”. While registrations are open, the place or the link cannot be emptied.

An account has a number of events open at once: “At most 3 events are open for registration at once. Close one first.”

On a website

Ask Tsurito in Studio to add the registration form of the event to a page of your website, and publish it. The section shows the event as it stands by itself: the form while it takes registrations, the places left when you show them, the waiting list when it is full, “Registrations are closed” when it is closed, full or past its dates, and that it has ended once it is over. Nobody needs to change the website when the event changes. Under its sentence, the section says when the place is still to be announced, when only the area is shown and the exact address comes with the confirmation, or that the event is in person and online.

The form asks for the “First name”, the “Last name”, the email address and, when allowed, the “Places”, then what the event asks for: “Company or organisation”, “Phone” and “Anything we should know?”, in the website’s language, and your own questions, each as a short text, a choice between “Yes” and “No”, or options to choose from, and the box to accept the rules, which has to be ticked. A required one has to be filled in; the phone is taken in any country’s way of writing it, and the comment up to 500 characters. Then comes a box “Tell me about future events.” and, when the event names a newsletter, a box to receive it too. Under the button, a line says your account uses the details only to manage the registration, followed by “How we look after your data” when the website has a privacy page. After sending, the page says the registration was received and the email does the rest.

Close, cancel or delete

In the event’s “Overview”, with “More” for cancelling and deleting:

• “Close registrations”: the form says “Registrations are closed”; those registered keep their place.
• “Cancel the event”: “Every registration is cancelled and everyone gets an email saying so. The event stays under Past.”
• “Delete the event”: “Its registrations are deleted too. The contacts stay, with a line in their history.”

Switch to the Panel at the top of Studio‘s sidebar to reach “Events” from the app. Tsurito in Studio can still tell you an event’s numbers, never a participant’s name, with a way to the Panel.