Getting started with events

Create an event

You can easily create a new event in the Oniva Admin using the “Create event” button. If this button is not visible in the admin, it is possible that you do not have the necessary permissions. In this case, you can either contact your responsible admin or create a support ticket directly at the bottom of this page to obtain the necessary permissions. Your admin can then grant you the necessary permissions to create events.

Existing events can be duplicated. To do this, locate the event you want to duplicate under Events and select duplicate from the action menu (···) on the right.

💡 Tip: New event date for duplicated events
The event will be duplicated with the existing event date. Therefore, do not forget to adjust the date of your event in all booking options! You must also adjust the data (if applicable) in the authorisation groups so that the event can also be booked.

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Navigating the admin

Once you have created an event, you will be taken to the event dashboard. The dashboard menu bar allows you to navigate between different event functions and the status of the event.

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Edit event and settings

After you create an event, you can adjust the event settings and edit the event. In the settings, you can set basic configurations, such as the language of the event, whether to display attendees on the website, enable comments, or define the check-in process among other settings. By editing the event, you can customise the content of the event webpage, booking options, agenda, speakers, and authorisation groups.

👉 Edit event

👉 Event settings

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Activate event and send invitations

After configuring the event, you can upload your contact list under contacts for events with invitations and send event invitations under campaigns. Make sure that the event status is set to active before you send invitations to make the event bookable.‍

👉 Event status and dashboard

👉 Contacts

👉 How to: Send an event invitation

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Keeping track of registrations and bookings

After you have activated the event and the event registrations have started, you can keep track of all registrations from both the event dashboard and the bookings detail view.

👉 Bookings

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Check in guests

For smooth entry, you can track guest attendance, either for virtual events or through physical check-in with e-tickets or a digital guest list thanks to the Oniva check-in app.

👉 E-ticket and check-in app

👉‍ Event badge

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Evaluate the event

After and during the event, the event dashboard not only gives you control over all event data, but also allows you to continually improve your event through metrics such as no-show rates.

‍‍👉 Event dashboard

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Frequently asked questions

• Can I customise the calendar file?
  The calendar file always displays the text from the event description (Edit event→ Event information). The text in the calendar file cannot be customised; if information is to be placed in the event description that should not appear in the calendar file (e.g. additional information, booking information, etc.), these texts can be placed as Additional content. These texts are not displayed in the calendar file.
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• What is the difference between contacts and bookings?
  All contacts are listed under contacts regardless of their booking status, while all actual bookings are listed under bookings.
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• Where can the booking confirmation be customised?
  A generic booking confirmation is pre-configured for all events, which is sent to the guest by email after the booking has been completed, unless this has been deactivated in the workspace. The template per event can be customised under Settings → Notifications.
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• Where can I configure additional queries (menu selection etc.) for the registration?
  Additional prompts can be configured as form fields (see article on form fields). These can be created either under authorisation groups or under booking options. Form fields under the authorisation group refer to the guest independently of the registration (e.g. food intolerances) and form fields under the booking option refer to queries that are directly related to the option (e.g. lunch choice for Monday, lunch choice for Tuesday).
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• My event is shown as fully booked. What does this mean and how can I change it?
  The capacity limit for all booking options has been reached (see article on capacity). This means that either the available places on the booking options themselves or the available places on the selected authorisation groups have been reached. The event can be reopened by adjusting the available places.
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• My event displays 'Registration closed'. What does this mean and how can I change it?
  Registration closed means that the registration window for the target group has expired. To reopen the time window, the time window can be adjusted under Edit event → Authorisation groups → Registration and access settings.