Add/Edit event

Though you can add events from the site back-end and front-end the configuration is basically the same for both instances. To add or edit an event from the back-end area, head to Components > RSEvents!Pro > Events > New.

Tip: The instant you click on the New button a unpublished event is created. The cool thing about this is that you can now save your event at any given point, without having to fill in x number of fields before you can save it. If all required information hasn't been filled it will be marked in the listing area as being incomplete and will be excluded from all front-end listings.

Event details

The following options are available for configuration:

  • Event name: the name of the event. Only text input is allowed.
  • Event state: Published / Unpublished / Archived.
  • Starting: the date on which the event will start.
  • Ending: the date on which the event will end. This needs to be higher then the starting date.
  • All day event: check / uncheck. Check this if your event does not extend more than one day. This will hide the Ending date field and remove the time (hours, minutes and seconds).
  • Recurring event: check / uncheck. If checked, this will provide an additional Recurring configuration step. This is particular useful when you have an event that occurs on a regular basis.
  • Enable Comments: check / uncheck. If checked, commenting options will appear on the event page.
  • Enable Registration: check / uncheck. If checked, visitors will be able to subscribe to an event or purchase tickets. For more details see the optional Event Registration step.
  • Location: by typing in a keyword, a list of results that match your string will be displayed. If your string doesn't match anything, you can add new location, without leaving this page. You can read more on adding a location here.
  • This event will not be visible to the following selected groups: You can select what RSEvents!Pro group cannot view / participate at this event.
  • Custom Itemid: you can replace the inherited Itemid from the event listings with this custom Itemid (more details on Itemid here).
  • Small description: you can add a short description of your event which will be included in the event listing.
  • Description: a WYSIWYG area that allows you to offer a more in depth description of your event. Here you can also embed Youtube videos or add Flash widgets.

Clicking on the default event icon, will allow you to upload a new icon. Since version 1.9.0 the event icon can be also selected locally, from the images folder.

A cropping tool is also provided, so you can properly select the thumb image.

Categories & Tags

An event can be associated with multiple categories and tags. This is particularly useful for filtering events according to specific criteria.

You can select as many categories as you like. You can even quickly add a new category by clicking on the Add new category button. The newly opened modal window will allow you to set up the basic category information. At a later point you can edit it and specify the rest of the information, such as color code and description. Read more on RSEvents!Pro categories...

The tags input allows you to specify as many tags as you like, separated by comma. You can read more on managing tags here.

Event registration (optional)

This step is required only if you have checked the Enable registration option within the Event details area.

The From and To calendar fields allow you to restrict the period in which a user can subscribe to the event.

Other configuration options:

  • Unsubscription end date: Users can also unsubscribe from events. This date allows you to set up a limit for this. From the configured date on, users will not be able to unsubscribe from an event.
  • Payment methods: choose what payment methods will be available for the event. The following are available: PayPal, Offline payment, Credit Card (via Authorize.Net), 2CheckOut and Wire transfer (along with the configured options within the Payment integrations area.
  • Allow overbooking: if this option is checked then users will be able to subscribe to an event even though the configured tickets ran out. The amount of tickets that can be purchased at this point is provided by the Overbooking amount field.
  • Allow maximum attendance: if allow overbooking is not checked, you can specify a maxim attendance limit. This basically limits the number of tickets that can be purchased, regardless of the ticket type. The actual amount can be specified within the Maximum attendance amount field. For example, if set this to 10, you will be able to have a maximum of 10 subscriptions to your event, regardless of the configured ticket(s) quantity.
  • Notify the owner on new subscriptions: if this is checked a notification email will be delivered to the event owner. The email body and subjected can be configured directly from the Emails tab.
  • Notify the owner when users unsubscribe: an email will be sent to the event owner notifying him that a user has unsubscribed from the event. This option is only available starting with rev. 4.
  • Show registered guests on the event page: If enabled, the subscribers will be displayed below the event details. How these are displayed can be controlled by the RSEvents!Pro > Settings > Events: Event registration section. Read more on the RSEvents!Pro Settings section...
  • Automatically approve free registrations: having this enabled will allow you to automatically approve registrations that are free of charge.
  • Enable tickets configuration: If this option is checked, a new tab will be added in the tabs listing, Tickets Configuration. This tab works in conjunction with the tickets you have configured, you can read more about it below.
  • Registration form: by default RSEvents!Pro comes with a standard event registration form. This form can be changed if you are using the RSform!Pro along on the same site, via a specialized integration plugin. Read more on the RSEvents!Pro - RSform!Pro integration plugin...
  • Delete RSForm!Pro submissions when the user unsubscribes: if you are using the RSEvents! Pro - RSForm! Pro integration plugin, you will be able to enable this option in order to have the RSForm! Pro submissions deleted when a subscriber unsubscribes from the event.
  • Enable discounts: if checked, a discount configuration area will be available. Basically this allows you to set up discount coupons for your event.
Tickets Configuration

This tab was added starting with rev. 5 and it enables you to customize a ticket chart that will be available in the frontend when the subscriber chooses the ticket(s) for his event. All available seats will be displayed and the subscriber can select them in the custom tables available for each ticket type.

Add new ticket (optional)

If the registration (event details area) option has been enabled, you can set up tickets for your event.

  • Ticket name: the name of the ticket. This will be displayed within the registration form.
  • Price: the price of the actual ticket. You can use two decimals. Example: 25.50. Note that currency should not be added. This is configurable within the RSEvents!Pro Settings area.
  • Number of seats: this is basically the ticket count. If you wish to have unlimited seats, simply type in Unlimited or 0 (zero).
  • Number of seats a user can book: this the maximum amount of tickets (of this type) that a user can order.
  • Make this ticket available for these groups only: You can select which RSEvents!Pro groups will be able to see (and purchase) the ticket.
  • Description: this is a simple text area that allows you to type in a description for the ticket. This will be displayed during the registration process.

Once a ticket has been saved, this will appear below the New Ticket label. Accessing the ticket tab displays additional configuration about the ticket separated in 3 areas:

1. General: this displays the above options where you can edit the actual ticket information.

2. Custom fields: available while using the "RSEvents!Pro Cart" plugin. This allows adding custom fields to your event registration, per individual tickets (you can choose between Textbox, Texarea, Dropdown, Radio, Checkbox, File upload or hidden form elements).

3. Ticket layout: available while using the "RSEvents!Pro Ticket PDF" plugin. This allows you to attach a PDF file to the subscription activation email. The content of the actual PDF can be configured here.

Tip:

Staring with RSEvents!Pro version 1.9.0 you can change your tickets order by simply drag and dropping them vertically while editing an event.

 
Extra:

When adding Custom fields to your event tickets, available while using the "RSEvents!Pro Cart" plugin, you can also use:

  • [c] (radio, dropdown, checkbox) - check an item by default. E.g.: myItem[c]
  • [d] (radio, dropdown, checkbox) - disable an item. E.g.: myItem[d]
  • [p ] (radio, dropdown, checkbox) - add a price to an item. E.g. this has a price of 10: myItem[p10]
  • [g] (dropdown) - select options can be grouped and the group title can't be selected. E.g. marking an item as a group title: myItem[g]

You can also generate your items or field values via scripting by using PHP code within the default Value area, for example (this has to be enclosed using //<code> tags):

 
    //<code>
    $myVariable = 'stringExample';
    return $myVariable;
    //</code>
 
Recurring (optional)

If the Recurring option has been checked within the Event details area, this screen will become available. RSEvents!Pro offers the necessary tools to cover all aspects regarding recurring events.

  • Repeat every: days / weeks / months / years - allows you to specify an interval and time frame. Example - repeat every 2 weeks. Choosing months will allow selecting, in the Repeat on field (explained below), a scenario in which, for example, you can repeat an event every 3rd Friday of each month. This option was added starting with Ver. 1.6.0.
  • End repeat: allows you to set on which date the repeat process will end.
  • Repeat on: allows you to select the days on which the events will be repeated (from Monday to Sunday). This is available for the daily, weekly and monthly repeating time frames only.
  • Repeat also on: if you don't have a fixed interval for repeating events, you can select the actual dates on when the event will occur.
  • Apply changes to all occurrences: by checking this option during the event editing process, you can choose to apply the modifications to all instances of your repeated event.
  • Show repeated events: This is a drop-down menu that contains all of the child events, along with their start date and end date. Only available when editing a parent event.
Note:

Using the repeating events feature, implies that event duplicates will be created.

 
Files

For each event you can add some downloadable files. By default, these will be listed below the main event information. You can add as many files as you need, by clicking on the Add more files button.

You can edit each uploaded file and configure its:

  • Name
  • Permissions:
    Make file visible for Everyone
  • Before the event
  • During the event
  • After the event
  • Make file visible for Everyone
  • Before the event
  • During the event
  • After the event
Contact

The event contact information can be specified here. Here you can add / adjust the event owner, web address, phone and a contact email address.

Extra: You can also enable and setup Event Owner Profiles.
Meta info

Standard meta data information can be specified here: title, keywords and description. You can also use event related placeholders such as the following:

{EventName}, {EventDescription}, {EventSmallDescription}, {EventStartDate}, {EventStartDateOnly}, {EventStartTime}, {EventEndDate}, {EventEndDateOnly}, {EventEndTime}, {Owner}, {OwnerUsername}, {OwnerName}, {OwnerEmail}, {EventPhone}, {EventEmail}, {LocationName}, {LocationLink}, {LocationDescription}, {LocationURL}, {LocationAddress}, {EventCategories}, {EventTags}

Frontend

The Frontend configuration options allows you to control what is displayed on the event details page.

Sharing options
  • Enable event rating: if enabled, this will allow you to grade the event from a scale of 1 to 5 (star pattern).
  • Enable Facebook like button: if enabled, a Facebook like button will be displayed.
  • Enable Twitter share button: if enabled, a Twitter share button will be added to the frontend area.
  • Enable Google+ share button: if enabled, a Google+ share button will be added to the frontend area.
  • Enable LinkedIn share button if enabled, a LinkedIn share button will be added to the frontend area
Event details
  • Show start date: the start date of the event will be displayed. The format will be according to the RSEvents!Pro date format setting.
  • Show start time: If checked, the event's start time will be displayed both in the events listing and on the event page. Un-check if you wish to not have it displayed.
  • Show end date: the end date will be displayed.
  • Show end time: If checked, the event's end time will be displayed both in the events listing and on the event page. Un-check if you wish to not have it displayed.
  • Show description: the event description will be displayed.
  • Show location: location info will be displayed.
  • Show categories: the categories in which the event has been published. Note that you can assign an event to multiple categories.
  • Show tags: enabling this option will display the tags of the event.
  • Show files: enabling this will display a download link for each of the configured event files.
  • Show contact information: having this enabled will display the information added within the Contact area.
  • Show map: if the Google Maps is being used, you can choose whether to display it or not.
  • Show export event: if enabled, an export to calendar option will be displayed. This generates a standard ICS file.
  • Show invite: if enabled, an invite button will be displayed on the event details page. Clicking on it will open a standard invitation form. This also allows you to import contact from Gmail and Yahoo (follow these steps in order to enable the Gmail contacts invite functionality).
  • Show posted by: if enabled, the event poster will be displayed within the front-end area.
  • Show repeated events: Check this option to show all of the event's repetitions on the event page
  • Show hits: Check this option to show the number of times the event's page was accessed (added in Ver. 1.6.0)
  • Show print: Check this option to add a Print button to the event's page (added in Ver. 1.6.0)
  • Show counter: This will show a counter for when the event will start.
  • Show repeated events: If checked, the counter will take into consideration your browser time and not the UTC time.
Event listings

Set up what information should be displayed in the event listings (added in Ver. 1.6.0)

  • Show start date: Display the event's starting date
  • Show start time: Display the event's starting time
  • Show end date: Display the event's ending date
  • Show end time: Display the event's ending time
  • Show location: Display the event's location
  • Show categories: Display the categories that the event is associated with
  • Show tags: Display the event's tags
  • Show event icon: Display the event's icon
Admin Options

If you are the super administrator or the event owner, then, when accessing an event from the frontend, you will be able to access the Admin Options section of the event. Here, you will be able to access the following options:

  • Edit Event: when accessing this option, you will be able to edit the event and adjust it as you wish.
  • Subscribers: in this section you will be able to view the event subscribers and export them. Event subscriptions can be approved / denied / set to pending here.
  • Send Message to Guests: here you can configure a message that you can send to your event subscribers.
  • Send Reminder / Post Reminder: here you will be able to send the reminder email to your subscribers. The Post Reminder option will be available for past events.
  • Scan ticket: this will open the barcode scanning layout where you can enter a barcode and check if the subscription is valid.
  • Delete Event: by accessing this option you will be able to delete the event along with it's subscribers.

In the Subscribers layout, event owners can set the status of a subscription to Approved / Denied / Pending by clicking on the icons associated with each subscription (as seen in the third image to the right).

Discounts and coupons

Checking the "Enable discounts" option in the "Event registration" tab will open the "Discounts" and "New Coupon" tabs.

Discounts tab
  • Apply a discount of (choose value) for events registrations made until (set date): This setting allows you to apply a discount of a chosen amount / percentage for bookings made until a set date.
  • Apply a fee of (choose value) for events registrations made after (set date): Used for applying a fee of a chosen amount / percentage for bookings made after a set date.
Add new coupon tab

In this tab you can define discount coupons with the following configuration options:

  • Name: the name of the discount coupon.
  • Coupon codes: automatically generates coupon codes. You can choose the amount of coupon codes to be generated.
  • Coupon availability: set a start and an end date for the coupon's availability.
  • Max usage: the maximum number of times a coupon can be used. Type Unlimited for unlimited use.
  • Apply a discount of: here you can choose whether to apply a fixed discount or a percentage of the total amount to a single ticket or to all events tickets.
  • Apply discount instantly to: The discount will be automatically applied to all users that belong to one or more RSEvents!Pro groups that you can select from a drop-down menu.
 

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