Tendenci's Events Management Module and Events Calendar are excellent tools to engage with your online community and encourage your members and site visitors to connect with you in-person, virtual, and/or hybrid events.

We've prepared this help file to assist you in adding dynamic events to your Tendenci website. By doing so, you'll be better equipped to engage your members and foster a stronger connection with your organization.

Part 1: How to Add New Event Types

Before you add an event, it is typically easiest to define the Event Type. An Event Type is essentially a category that breaks your events into different categories for your audience. On your events calendar view and events list view, Event Types are distinguished visually by color. You can split your Events into as many Event Types as you like - based on what your organization needs.

Common Event Types include:

• Internal vs. External Events
• Virtual and Hybrid Events
• On-site vs. off-site or out-of-town events
• Member Only vs Public events
• Events by Committee, Group, or Chapter

Creating a New Event Type in Tendenci's Content Management System

Tendenci's events module allows you to add events, and filter them by type and your visitors and members can register and pay for events online directly from your Tendenci website. Event types allow you to filter your calendar and create a colorful events calendar. 

Let's walk you through the process of creating an event type and understanding the available options. To access the event types, go to the search bar located beneath the month on the calendar, and click on the dropdown menu labeled "Type". This will display the different event types that are currently available on the calendar.

For example: Suppose we want to find all event types related to fundraising. To do so, simply click on the event type dropdown and select the "fundraising" event type. This will display a list of all events related to fundraising, including the upcoming fundraising event scheduled for May 24, 2023, from 12:00 AM to 5:00 PM.

You can also have all the events show up, making it very easy for members and visitors to find what they want based on the categories. In the case of multiple organizations or chapters sharing a calendar, you can segment the calendar by city chapter using Tendenci's organizational tools, such as tags or categories.

Now that we have discussed the purpose of Event Types, let's proceed with adding one. As an administrator, you can access the Events tab and click on 'Event Types' to get started.

As you can see on the screen, our various event types are labeled and color-coded for easy identification on the calendar page.

Scroll down to the bottom of the page until you come across an empty field. Enter the name of the new event type in the field and select a color that is not already in use. You can add multiple event types simultaneously as there are at least two empty boxes available. Always make sure to click on save changes every time a change is made or a new event type is added.

You'll never run out of event types because once you save them, you'll notice that new ones are added to the bottom of the list, along with blank fields for creating more. If you require additional event types, we can easily add them for you.

Now that we have added event types, you'll notice them listed alphabetically in the type dropdown on the event calendar. Next, let's discuss how to add an event to the calendar.

Part 2: How to Add New Events

Add an Event on a Tendenci Website

To access the "Add Event" page quickly, simply navigate to the top menu of the screen and click on "Apps" followed by "3. Events". From this section, you can access your calendar or list view and also add an event directly.

If you are on a Tendenci website events calendar or in the events list, go to the Events tab next to Reports and click on "Add an Event". 

On the Event Add page, you can create a new event for your calendar and enable online registration, as well as add speakers and other information. It may take approximately ten to fifteen minutes to complete all of the necessary details, but we'll guide you through the process. As you scroll down the page, you'll notice that all the features required to set up an event with customizable pricing, which users can register for, are available on a single page.

To expedite the process, I've gone ahead and completed the event details, and will guide you through any aspects that may be unfamiliar or particular to Tendenci.

Firstly, there's the event title. Next, the event description is presented in a standard WYSIWYG format that allows you to incorporate various headers and media via the "insert media" widget. You may also include hyperlinks to direct individuals to off-site registration and other relevant resources.

Date and Time:

The event start and end date/time fields are conveniently displayed as pop-up calendars, allowing you to easily select the date and time of your event in 15-minute intervals from midnight to 11:30 PM. If your event is on a weekend, you can choose the appropriate time zone from the drop-down menu. Next, you'll see the customized event types that you've set up for your calendar and external URLs. The event photo you choose will be displayed when sharing on social media or integrating with your email newsletter.

Permission & Administrator Only:
Your site allows you to set specific permissions for members and groups to view events based on their permission settings. As a content administrator, you can control these permission settings in detail.

Location Information:

Next, you'll need to provide the event location and description. If you fill out the street address, city, state, and zip code, it will be displayed on the event page and integrated with Google Maps. This enables attendees to obtain directions to the event from their location with ease.

Organizer:

If your organization is hosting the event, you can provide additional SEO information about yourself or the event host in the Organizer section. This will allow you to feature relevant details on your calendar for visitors to view.

Sponsor:

You have the option to include a list of sponsors in this section. Furthermore, you can use the description box to add a link to their page.

Speaker:

Once you've selected your speakers, you can upload their headshot, enter their name, and provide a bio or description for each of them. Adding a new speaker is straightforward - simply click "Add Speaker" and a new entry will appear. If you need to remove a speaker, you can easily do so by clicking "Delete", and the screen will adjust accordingly.

Registration:

You have the option to enable or disable event registration. If registration is enabled, individuals can sign up for the event and make payments via your website. You can set the pricing and choose the payment methods. To access pricing information, please ensure that registration is turned on.

There are a few available settings for registration:

1. Registration Limit - the maximum number of registrants. Use 0 for unlimited registrants.
2. Payment method - select the payment method for the event: Credit Card, Cash, Online Payment, or Check.
3. Payment required - payment is required before registration is accepted.
4. External payment link - a third-party payment link. If specified, online payment will be redirected to it.
5. Require Guests Info - if checked, the required fields in the registration form are also required for guests.
6. Discount eligible - discounts can be applied to this event
7. Publicly Show Registration Stats - display the number of spots registered and the number of spots left to the public.
8. Custom Registration Form - use a custom registration form for this event. Select the registration form from the drop-down.
9. Send Email Reminders to Attendees 
10. Specify when the reminder should be sent - send email notifications several days before the event. Use a coma to specify the number of days before the event, for example, 7,4,1. This means sending a notification 7 days before the event, then 4 days prior, and finally 1 day before the event.
11. Registration Email - choose between using the default email content provided by Tendenci or a custom email to send to attendees after registering. 
12. Registration email text - add content to the email text if a custom email is chosen.
13. Registration email reply to - the email address that receives the reply message when registrants reply to their registration confirmation emails.
14. Display Attendees - this permits users to see who will attend the event. This section lets you choose who has permission to view the attendees if the checkmark is marked.

Pricing:

You can customize as many different ticket prices as you'd like, it works much like the speaker box where adding new pricing comes down and then you can delete it.

Each pricing field comes with the ability to select groups or members that can apply for it, who can even use it and register for it. And then you can have the start time of when you want to open registration for it and the end time. Next, you can name the ticket prices and have any number of attendees for it, so if you want to have bundles of tickets, a golf team of four, or a table sponsorship of ten, you can just enter those fields in and then set the price at whatever amount you'd like.

Since we don't have event registration for this example, we're going to go ahead and remove that and then we're going to add the event, and here the event is successfully added.

Here we have a description of our conference, with the speaker's name listed at the top, and the organizer's information included below. On the right-hand side of the page, you'll find the date, time, and location of the event, as well as an integrated Google Map that enables registered attendees to obtain directions and search for nearby attractions. If you return to your events calendar, you'll notice that the conference has been added, correctly labeled with its designated event type, and scheduled for the days we specified.

Now that you've learned how to add events to Tendenci, you can start filling up your calendar with various events and event types.

Related Events Management Help Files

1. YouTube Channels: https://www.youtube.com/@TendenciCMS and https://www.youtube.com/@TendenciTheOpenSourceAMS
2. Event Module Settings Definitions Help File
3. How to Clone an Event
4. Managing Event Registrants

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