Events are a great way to engage and connect your community, allowing members to interact, learn, and share experiences.
Events can only be created via the community platform, not in the back-end. This feature is only available to admins with the "Create events" permission.
Pre-settings
Dedicated event channel
First, make sure to have a dedicated event channel already configured in the back-end. Events are displayed in this community channel as attractive cards with a banner, highlighting the title, date, time, and a short description. Members will be able to easily find and register for events.
Completed events still appear on the channel and may also include a replay link for easy access to recorded sessions.
Themes and categories
Before creating an event on the community, some preparations are required in the back-end. In Animation > Events, you will need to configure two key elements for your events:
> Themes: Decide on the main topics your events will cover (e.g., Fashion, Beauty, Home Decor).
> Categories: Choose the format your events will take (e.g., Q&A, Webinar, or Masterclass).
To create them, click on the "+Add a theme" or "+Add a category" button. Enter the name in the "Label" field then select whether it is a theme or a category. Note: you cannot select both.
Once configured, create the event on the community platform, providing a structured and organized experience for your members. You can then edit or delete them in the list by clicking "Update" or "Delete".
Create an event
- From the community platform, on the events channel, click on "Add an event".
- Then fill in the information and details of your event before clicking "Publish".
A few things to know:
- Online: Host virtual events by providing a link for users to join. If you plan to offer a replay, also enter the replay link.
- Location: For in-person events, specify location details, including the address and other relevant information.
- Capacity: If there is no participation limit, enter "0" to indicate unlimited capacity.
Set the event time zone
When selecting a city that matches a time zone (e.g., Europe/Paris), the platform automatically adjusts the time based on seasonal changes.
Concrete example:
| Date | Action | Displayed time zone |
|---|---|---|
| March 20 | You create an event, with a start date set for April 3 at 6 PM. | You selected the time zone Europe/Paris (GMT+1). |
| March 31 | Paris switches to daylight saving time. | The Paris time zone changes from (GMT+1) to (GMT+2). |
| April 1 | The event is automatically displayed in the updated local time, i.e., April 3 at 6 PM, adjusted for daylight saving time. | The time zone is automatically updated to Europe/Paris (GMT+2). |
Mistake to avoid:
- Avoid choosing UTC (GMT+0): UTC does not follow seasonal time changes. The system will remain fixed at GMT+0, even after switching to daylight saving time.
- Consequence: The event will be displayed with an incorrect time, requiring a manual update after the time change.
In summary, the correct way to choose a time zone is to select a city (like Europe/Paris or Europe/Madrid) rather than a fixed zone like UTC (GMT+0).
Event replays
You can display a replay of the event for your community members if needed. The replay must be hosted on your side or on the platform of your choice (for example, YouTube).
If you are not the creator of the event, you must have the “Edit other events” permission to do so.
- In the completed event of your choice, click the “Edit” button.
- Copy and paste the replay URL into the corresponding section "Replay URL".
- Don't forget to save your update.
Emails related to events
Sending emails for events works in several ways:
- Event registration confirmation: An email is automatically sent upon registration for the event on the community platform.
- Event reminders: Two reminder emails are sent before the start of the event – one 24 hours before and another 1 hour before the event begins.
- Event cancellation: If an event is cancelled, an email is sent to inform registered participants of this change.
These emails are generated directly by the back-office and are automatically sent during specific actions performed by the user, such as event registration or when other users interact with them.
You can manage these emails in Config > Look & feel > Emails.
- Select the correct email from the drop-down menu at the top right.
- You can check or uncheck boxes to enable or disable emails respectively.
- You can also test the email if needed.
- Don't forget to save the changes.
Event registration
There is no time limit for event registration. As long as the event is open, users can register, even after it has started, provided there are still available spots or no limit on the number of participants.
Additionally, users can cancel their registration up to 24 hours before the event. After that, cancellation will no longer be possible.