Event Management | Session 1 of 3 | Tendenci AMS

We love Tendenci's Event Management!
In Session 1 on September 10th 2024, participants got an intro to Tendenci's Event Management module with CEO Nicole Davis, learning how to set up event types, create listings, and manage details and registrations.

On September 12th 2024, Session 2 covered registration and attendee management, including forms, payments, and communications.

Finally, Session 3 on September 17th 2024, we trained on multi-day events like conferences, highlighting Tendenci’s advanced features.

AMS folks, these are great series training decks made with love and good for sharpening your event management skills!

For more Tendenci AMS events, check out www.tendenci.com/events. If you would like access to the private platform training sessions on our YouTube channel, please contact us at https://www.tendenci.com/contact

3. Event Management with Tendenci - The Open Source AMS


Tendenci's Calendar & Event Management Software
Helps You Organize, Promote, and Register Your
Events with Ease!

❖Benefits of using Events Module
➢Increase your bottom line
➢WYSIWYG editor for flexibility adding event
details
➢Granular permissions on events view, as well
as registration view
➢Multi-tiered pricing
■Custom timeframe
■Custom permissions
■NEW Multi-day option for conferences
& symposiums
➢Automated notices and custom
communications to registrants
➢Robust reporting
Figure 1: Professional Online Event Management with Tendenci.

4. Event Management with Tendenci - The Open Source AMS


Tendenci's Calendar & Event Management Software
Helps You Organize, Promote, and Register Your
Events with Ease!

❖Create Your Events Management Strategy
➢Will you have events that require
registration? It’s important to review your
Event Settings to ensure you’re set up for
success and won’t lose out on revenue.
➢Do you provide refunds for cancellations? If
so, do you have a policy in place?
➢Are you offering continuing education units
(CEUs) for event attendance?
➢Will you host conferences or symposiums
that require set-up of breakout sessions
within the event? Figure 2: Professional Online Event Management with Tendenci.

5. Event Management with Tendenci - The Open Source AMS



We’ve been hard at work improving your online
experience!

❖NEW features:
➢Conference Tracking features
■Nested Event structure
■Digital check-in using QR codes
■Attendance Credits
■Printable Badges & Certificates
➢Zoom integration
➢Training module
■Several fields to be used as webhooks
■Great if integrating with an LMS/MOOC
❖Legacy features:
➢Event Settings
■Show Articles Tab
■Show News Tab

Figure 3: NEW! Set up Conferences that include
breakout sessions using Tendenci’s new
Conference features!

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Events Management in Tendenci

❖Your Event Settings Explained:
➢Admin emails: Who should receive notifications
when there is event activity such as online
registrations
➢Allow Refunds: NEW - now available with Stripe
integration. There are 3 options:
■Auto: Allow your registrants to be
automatically refunded if within their
cancellation window. If there is a
cancellation fee, this will be deducted from
their refund amount.
■Yes: Allow your registrants to request a
refund, but it will be manually reviewed and
approved by a site administrator.
■No: The site default - if refunds are not
handled through your Tendenci Events
module.

Figure 4: Configure your Event Settings with your
organization’s Events strategy in mind.

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Events Management in Tendenci

❖Your Event Settings Explained:
➢Anonymous Event Registration: Who can
register for your organization’s events. There are 3
settings:
■Open: Allows all site visitors to select
pricings for themselves and guests (if guests
allowed) without validating an account on
your website, i.e. without signing in. Note,
pricings will not be visible to the public if you
opt to member or user/group protect them.
■Validated: Allows site visitors to register for
events without signing in, though their email
addresses will be verified for any pricing
they select.
■Strict: All users must be logged in to register
for events.
Figure 5: Registrations might look differently from
organization to organization. This will be heavily
influenced by your chosen settings.

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Events Management in Tendenci

❖Your Event Settings Explained:
➢Anonymous Member Pricing Enabled:
Registrants can register themselves and guests at
any price available to them. Guest email is
validated.
➢Can Register Again: If false, registrants can only
register once, for themselves. They will not be able
to use the same event registration form again.
➢Chapter/Committee Leaders can Adjust Reg
Invoices for their Events: Allows chapter or
committee leaders to adjust the registration
invoices for the events that are associated with
their chapter or committee group.
➢Custom Registration Form Enabled: Allows site
administrators to use custom registration forms,
instead of just the default form.

Figure 6: Give Chapter leadership more autonomy by letting
them manage their chapter’s event registration invoices.

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Events Management in Tendenci

❖Your Event Settings Explained:
➢Enabled: Leave TRUE unless you will not be using
the events module. We know it can be fun to press
buttons, but don’t turn it off - just don’t do it!!
➢Enable Nested Events: Allows admin to create
events (i.e. sessions) within a larger “parent”
event, such as a conference or symposium.
➢Enable Zoom integration: Allows users joining a
Zoom webinar/conference to join directly from
your website. Note, this requires additional app
configuration in Zoom.
■This is great for organizations who are
tracking attendance and/or poll questions
answered during a call, especially if
answered questions will result in credits
earned.
Figure 7: Configure Zoom apps to integrate your Zoom
account with Tendenci’s Events module!

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Events Management in Tendenci

❖Your Event Settings Explained:
➢Event can assign to more than one Group: NEW!
When adding and editing events, with this setting
enabled you can assign more than one group.
■This is especially useful when groups such as
Chapters and/or Committees co-host Events.
➢Event Registration Requires member ID for
member pricing : If set to true, member ID is required
for registering with member pricing.
➢Events Can Use Third Party Payment : Allows admin
to specify a third party payment link instead of being
processed through site’s default payment processor
■This is especially useful for organizations with
Chapters that collect their own event funds and
collectively may have a variety of different
payment processors set up.
Figure 8: Allow your Chapter leaders to collect their own
event funds without being funneled through national with
the “Events can use third party payments” setting.
Reporting all still rolls up to national.

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Events Management in Tendenci

❖Your Event Settings Explained:
➢Hide Member Pricing from Non-members: Hides
member-only pricing from registrants who aren’t
members
■While you may want to encourage
non-members to join by displaying member
pricing, there may be reasons not to.
➢Member ID pricing : If set to true and anonymous
registration is enabled, allows members to validate
pricing with their ID without logging in.
➢Minimal Event Add Enabled: Allows authenticated
users to submit events using the simple form, where
registration is disabled. Note, events are submitted in
pending status and will still need review prior to being
made public/active.
Figure 9: Allow authenticated users to submit events
for admin approval by enabling “minimal event add”.

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Events Management in Tendenci

❖Your Event Settings Explained:
➢Notify Registrants Who Abandon Payment:
Sends automated email to folks who started to
register, but did not complete payment.
➢Roster Report shows Paid Only: If set to true
and payment required for registration, roster
report will not need to be filtered to show only
paid; it will automatically display this data and
hide unpaid registrants.
➢Show Grid View for List View: Changes the
display of your Event List. Displays in a grid:
■Date
■Title
■Type
■Speakers
■Group(s)
Figure 10: Do your users want to see more Events information
on one page? Change the display from Event blocks to the Grid
List.

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Events Management in Tendenci

❖Your Event Settings Explained:
➢Show Member Number 2 on Registration Credits Report:
If you are administering credits for event attendance, and
you are also utilizing the member number 2 field, set this to
true
■Useful if using an additional account ID/number for
your members, in addition to the main member ID
➢Show Radio Buttons to the Events Pricing List: If true,
radio buttons will be displayed to the pricing list on event
details page so that users can directly select a pricing to
register without going to the intermediary page.
➢Switch Check-in Session Reminder Minutes: If you are
utilizing digital check-in for sessions in a parent event, this
is a reminder to staff checking in registrants that it might be
time to switch sessions.
Figure 11: Displaying radio buttons
allows users to select their pricing
option prior to arriving at the registration
form.

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Events Management in Tendenci

❖Your Event Settings Explained:
➢Use credits: If you are administering credits (such as CEUs) for event event attendance, set
this to true
➢Use Pre-Registration Pricing Page: If true, registrants will see an intermediary page
when they click to register, where they will be able to choose a pricing option. Set this to
false if you want users instead to be taken straight to the event registration form where
they will be able to select pricing there.
➢Use With Trainings Module: Set to true if using the custom Trainings Module. This
module contains fields to be used as webhooks for LMS integration.
➢Validate Primary Registrant Only: If true, only the primary registrant will need to follow
the privacy settings (open, validated, strict). Any guest, if allowed, will not have to follow.
➢When to Send Notice to Registrants Who Abandoned Payments: When to send
automated notices to registrants who abandoned payment, if the notification setting is
enabled.
■Separate number of days by commas, if sending the notice multiple times.

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Events Management in Tendenci

❖Setting up Event Types:
➢Event types are categories that you set up for your association's
events. For example, you might have monthly luncheons, board
meetings, evening networking opportunities, conferences, etc. Each
type is assigned a color so that users can quickly find the event they
want in a crowded calendar. Calendars and lists can also be filtered
by event type for a simpler display.
➢Like with most modules, there are multiple ways to access this
feature:
■Front End: Navigate to your Events module from your Apps
tab in your admin toolbar. Any link you select will place you
into the Events module. From here, use the “Events”
dropdown menu in your toolbar to select “Event Types”
■Backend: Scroll down to the Events section, then click on the
blue plus sign next to “Event Types” to add a new Event Type.
Figure 12: Setting up Event Types
will allow your association to
organize events, and for your users
to more efficiently search for them.

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Events Management in Tendenci

❖Creating your first Event:
➢Creating your first Event is exciting! Below are detailed descriptions
of the fields you’ll be using, to help walk you through the process.
■Title: The title of your event. This will appear on the Event
detail page as well as in the Events Search and on the
Calendar.
■Event relationship: This field will only appear if you have
nested events enabled. This will allow you to create a
Conference or Symposium (Parent Event) as well as
sub-events, or sessions (Child Events) within that event.
■Short name: Currently used on printable badges, and can be
customized to use elsewhere if space is limited. If your events
are not overly complex, you can ignore this field.
■Event code: Optional code to represent the event - also good
where space is limited, like CEU reports containing several
columns.
Figure 13: Use the Event add fields as
a guide to create your organization's
events!

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Events Management in Tendenci

❖Creating your first Event:
➢Creating your first Event is exciting! Below are detailed
descriptions of the fields you’ll be using to help walk
you through the process.
■Description: This section uses the WYSIWYG
editor, so feel free to get creative! You can write
out an agenda, add hyperlinks, add data tables, or
even embed photos and videos.
■Is recurring?: Is this a standing meeting or type
of event that occurs weekly, bi weekly, or
monthly? Set up a recurring event so you don’t
have to add the same details repetitively!
●If checking this box, be sure to specify the
frequency below.
■All day: If this event occurs all day and does not
have a set start and end time, check this box.

Figure 14: Make the most of your Events
WYSIWYG editor by adding a rich description!
Client example: https://www.ucda.com/events/13/

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Events Management in Tendenci

❖Creating your first Event:
➢Creating your first Event is exciting! Below are detailed
descriptions of the fields you’ll be using, to help walk
you through the process.
■Start and End Dates/Times: The next few fields
will be the day and time your event starts, and the
day and time your event ends. Note that if it is
multi-day, it will show up as such on your calendar.
■Recurring Ends on: If a recurring event, specify
what date the series will end. If unsure, you can
always create the series to be six months to a year
long, or whichever duration is most practical to
your organization.
■On weekend: Check if the event occurs over a
weekend.
Figure 15: For efficient events adding, create recurring
events for events that occur at a regular frequency!

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Events Management in Tendenci

❖Creating your first Event:
➢Creating your first Event is exciting! Below are
detailed descriptions of the fields you’ll be using, to
help walk you through the process.
■Timezone: This field will be automatically be
populated by what is in your main site settings,
but can of course me modified to fit a specific
event location.
■Priority: Check if you want this event to
appear at the top of the calendar day (if
multiple events that day). It will also have a ⭐ !
■Delivery method: Printed on certificates, if
using this feature. Otherwise, ignore.
■Type: Select from the list of Event Types
you’ve created for easier search and filter
options!
Figure 16: Check “featured” if you want this event to
appear as the top event on the Calendar month view!

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Events Management in Tendenci

❖Creating your first Event:
➢Creating your first Event is exciting! Below are detailed
descriptions of the fields you’ll be using, to help walk you
through the process.
■Groups: Select what group(s - NEW!) the event is
affiliated with. Note, this is not the same as
permissions, which we will review in a moment.
●Group tagging is great for templates that pull in
dynamic feeds, such as a Chapter landing page.
■Primary Group: Designate a primary group, if
applicable.
●Useful if an event is co-hosted but there is a
primary host.
■External URL: If the event is listed on your website,
but has a primary website elsewhere, you can list this
web address. This will appear above the location
details on event view.
Figure 17: Example of dynamic display of
content through group tagging!
https://data.tendenci.net/chapters/houston/

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Events Management in Tendenci

❖Creating your first Event:
➢Creating your first Event is exciting! Below are detailed
descriptions of the fields you’ll be using, to help walk you
through the process.
■Photo: Your event thumbnail. This will appear on the
Event detail page, as well as anywhere there is a
dynamic feed that includes the thumbnail image, such
as the homepage, depending on your site layout.
■Certificate image: Often a logo or Event logo - this
will be displayed on a Certificate awarded to
attendees, if applicable.
■Tags: Great for sorting and searching for events. And
also great for boosting your organic SEO by including
important keywords! The tagging features is also
sometimes used to dynamically display specific events
in a feed.
Figure 18: Rich media such as the image
in your Events thumbnail helps promote
your event and engage members to
register!

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Events Management in Tendenci

❖Creating your first Event:
➢Creating your first Event is exciting! Below are detailed descriptions of the fields you’ll be
using, to help walk you through the process.
■Permissions: Who can see the Event details. Note, you can have a public event display
and still member or user protect certain registration pricings!
●Public - anyone, including anonymous site visitors
●Member - all members can view
●Groups - anyone in a specific subgroup(s) can view
■Status detail: The status of your event.
●Active - Set to active when you are ready for users to view and/or register
●Inactive - if you want to deactivate/ remove from the calendar but not delete
from the database
●Pending - if you are drafting an event, but aren’t ready to take it live
●Template - if you want to create an event template with these details for easier
events adding down the line!

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Events Management in Tendenci

❖Creating your first Event:
➢Below are detailed descriptions of the fields you’ll be using, to help walk you through the process.
■Location information:
●Virtual: Check if the event is virtual. This will hide the rest of the location details
section.
●Place: Name the venue your event is being held at. Note, if it’s a venue you’ve used in
the past, it will be in your drop-down menu to increase your event adding efficiency!
●Address: Fill out the rest of the venue’s address details, including city, county, etc.
●National: Check if this is a nation-wide event, so members of chapters or other
organizational subunits will know if they can attend.
●URL - If the event location details are online and/or the event is virtual and has a video
conference link, this is a good place to display that information.

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Events Management in Tendenci

❖Creating your first Event:
➢Below are detailed descriptions of the fields you’ll be
using, to help walk you through the process.
■Organizer: The Event organizer - you can include
the name, description, and a logo (if the organizer
is a company) for the Event display. Note, the
name and logo are included on the Certificate, if
you are using this feature.
■Sponsor: The Event sponsor - you can include
the name, description, and a logo (if the sponsor
is a company) for the Event display. Note, the
name and logo are included on the Certificate, if
you are using this feature.
■Speakers: Add Event Speaker name(s), bio(s),
and headshot(s) to showcase them, in addition to
attracting more registrants!
Figure 19: Entice registrants by listing important
speakers - add bios and headshots for each speaker
for a more comprehensive overview!

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Events Management in Tendenci

❖Cool Features:
➢Add-ons
■Your organization can sell other items apart from the
registration fees. For example, t-shirts or book copies at
a book signing event.
➢Table/Team Pricing
■You can not only sell tickets to individuals, but also to
teams and/or tables if the event setup necessitates it!
➢Communication with registrants
■Forgot to mention something in your event reminders?
Send custom emails to all registrants leading up to an
event!
➢Granular pricing levels
■Set pricings for groups of people (i.e. members or non)
or even for different timeframes (such as an early bird
pricing).
Figure 20: Utilize Team and/or Table pricing to
host events such as tournaments or galas
where multiple individuals are included in ticket
pricing!

26. Event Management with Tendenci - The Open Source AMS



What we have covered:
❖Your Event Strategy
➢ New features to consider
➢ Configuring your Event Settings
❖Adding Events
➢ Adding Event details
➢ Your Event Display

What we will cover in our next session:
Sep 12th, 9:30 - 10:30 CST
❖Setting up Event Registration & Pricing
❖Event Communications
❖Event Reporting
❖https://www.tendenci.com/tendenci-events-soft
ware-questions/