Introduction to Group Events
Group Events (Social or Training) allow you to engage large audiences through sessions such as workshops, webinars, or networking events. This feature centralizes all logistics — managing registrations, capacity, and automated communications — eliminating the need for manual invites and ensuring all participants receive the correct access information and calendar invites automatically.
To grant event creation capabilities to other team members, adjust the relevant permissions in Settings > User Roles.
Where to Find Group Events
Access the event builder by clicking the Create button in the top navigation bar and selecting Social Event.
Step-by-Step
1. Define Basic Information
After choosing Social Event and clicking Continue, you will enter the editing page:
- Title & Type — Enter the name of your event and label it as Training or Social. There are no structural differences between the two — this is for organizational labeling only.
- Time & Duration — Set the timezone, start and end dates, and duration.
- Host(s) & Location — Add the hosts. Provide a physical address for in-person events or add a conference link. Links can be fixed or generated automatically via connected integrations like Zoom.
- Capacity & Notice — Set the maximum number of attendees and a minimum notice period for registrations.
- Taxonomy (Tags & Topics) — Add tags to help users filter the event, and topics (pre-created in Taxonomy) to categorize the content.
- Assets — Add a description, cover image, and any necessary attachments.
Click Next to proceed.
2. Configure Permissions and Visibility
Use the Visibility settings to control who can see and register for the event. You can combine different types of filters to build a precise target group:
- Include connected network users — a toggle that determines whether mentors and sub-admins linked to a program should be included in the target group.
- Filter Groups — each group acts as an AND condition. For example, a user must have a specific tag and belong to a specific program to be included. To create an OR condition, add a second filter group:
- Use Any of as the connector to include users who match either group.
- Use All of to include only users who match every condition across all groups.
Before saving, always check the Event accessible to users list at the top of the Visibility settings — it shows exactly how many people your current filters are reaching.
If your event update email is enabled, saving visibility changes will notify your entire target group. To avoid sending an unintended notification, disable the update email in the Emails Management tab before saving.
3. Publish and Configure Emails
- Draft Mode — If you do not click Publish, the event remains a draft, no notifications are sent, and the event does not appear in the event feed for users.
- Publishing — When you click Publish Event, the event will be displayed in the event feed and automated emails are triggered to all eligible users based on your visibility settings (if the Group Event Update email is enabled in Emails Management).
- Automated Emails — Triggered by system actions (e.g. publishing, registering, updating, or canceling). These can be edited from Emails Management in the main left menu of the platform. The confirmation and cancellation emails can also be managed directly from the Overview tab inside the event.
- Custom Emails & Scheduled Sends — From the Communication tab inside the event, admins can compose and send their own emails to specific segments (attended, registered, no show, or targeted) at any time. Depending on your plan, you can also schedule these emails in advance — so your event communications are planned and automated without manual, day-of intervention.
4. Manage Attendees & Post-Event Actions
Once published, you will have access to the Overview, Attendees, and Communication tabs:
- Managing status — From the Registered table, update a user's status to Attended, No Show, or Unregister.
- Admin registration — From the All table, Admins can register users on their behalf.
- Export data — Export the attendees list at any time to a CSV or Excel file for external reporting or attendance tracking.
- Check-In QR Code — From the Attendees tab, generate a QR code that registered attendees can scan to confirm their presence at the event. You can download it for printing or digital display, and optionally restrict the check-in window to a specific time before and after the event starts.
- Communication — From the Communication tab, build a connection with your audience through emails, feedback request forms, and tasks. Send immediate communications or schedule them in advance to keep attendees engaged before, during, and after the event.
- Cancellation — Events cannot be deleted once published, but they can be canceled. This automatically notifies all participants and removes the event from connected calendars.
5. Manage Events from the Event Feed
In the Events Feed page, hover over any event card to reveal a three-dot menu in the top-right corner of the card. Clicking it gives you three options:
- Edit (pencil icon) — Open the event editor to make changes.
- Duplicate (copy icon) — Create an exact copy of the event, including its image, hosts, visibility filters, and settings. Especially useful for recurring events — duplicate and update only the dates, significantly reducing manual setup time.
- Delete (trash icon) — Remove the event permanently.
Best Practices
- Review existing events after visibility updates. Open published events, click Edit Event, and check Visibility Settings to confirm the target group is still configured as intended.
- Check the target group count before saving. The Event accessible to users line shows exactly how many people your filters are reaching — use it to confirm before publishing.
- Turn off the update email before making silent changes. Saving triggers a notification to the entire target group — disable it in Emails Management first if you want to update without notifying anyone.
- Always add a cover image. Events with visuals see significantly higher registration rates in the community feed.
- Duplicate recurring events. Same host, image, or filters? Duplicate from the event feed and update only the dates.
- Monitor capacity. The system helps manage the attendee limit — keep an eye on registrations so you do not overbook your venue.
- Keep taxonomy consistent. Well-organized tags and topics make the event feed easier to navigate and filter for all users.