Event Details (or "Add Event")

The Event Details page is used to enter the basic information about an event.

For a new event, this page is titled "Add Event" and has no left navigation panel.

After you enter the event details and click Save, the left navigation panel is displayed with page-links to configure the event (Attendee Types, Agenda, etc.).

Handy hint: Click Preview on the toolbar at the bottom to preview the event's Primary Form without having to go to Plan > Forms.

Videos: All "Event Details" videos Event Details Video: Editing event details

Event Details: Event Name

The Event Name is the name of the event.
The Event Name appears on registration forms, websites, and confirmation material.
The Event Name has a maximum length of 255 characters.

Event Details: Event Code

The Event Code is a unique abbreviation of the event title.
The Event Code maximum length is 25 characters.
Letters, numbers, and dashes only; no spaces or other special characters.
If a unique Event Code is not specified, Certain generates one automatically.
The Event Code is used as the directory name to store static files for each event (images, PDFs, etc.).
Caution: Only an Administrator can modify the Event Code once it has been saved, and only when the event Status is "Planning", "Testing", or "Live".
If you need to edit the Event Code in any other circumstances, contact Certain Support because only a System Master user can do so.
Choosing a Unique Event Code should be as brief as possible.
Note: The Event Code must be unique in your account.
Examples:
For a one-time event: "global", "globalsummit", or "gsummit" would be good choices.
For an annual event: "2021gsum" or "gsumfall2021" would work well.
For a road show with several dates/locations: "gsum050521newyork" and "gsum110721chicago".
Note: You can always search for an event by its title, date, and/or location. A good Event Code can ease finding a specific event.

Event Details: Start Date and End Date

The Start Date and End Date specify the starting and ending dates and times for this event.
When you select the Start Date for a new event, the End Date defaults to the same date.
If you edit either date, and a registration form has Open or Close Dates set as relative to the event dates, the form dates will update automatically.
For a digital event, the Start Date should match the webinar Start Date and Time (see Event Webinar below).

Event Details: Time Zone

Time Zone is required.
Default Time Zone is Pacific Time (U.S. & Canada).
The Time Zone is used by the Add to Calendar feature, by scheduled emails, and other features.
It does not affect the administration side of Certain; times like Reg Date Created, e-commerce transaction times, report run times, and history records are always in Pacific Time.
Time Zone is available as a Dynamic Data Field (DDF) for use in Email Templates, Confirmation Emails, Custom HTML, Websites, and Web Integration Links.

Account

Default value is the current account.
If your account has sub-accounts, you can choose the account in which to create the event.

Status

Status is required. Choose a status to indicate the current state of the event; typically one of:
Testing — The planner is testing to ensure that event setup and forms operate as expected. New registrations are added as "Test" registrations.
Live — The event is currently accepting real registration data. Caution: When you save an event after changing its status to Live, you are prompted to select the forms you want to set to Live (default: All of them).
On-Site — The event is physically in progress. Typically, live registration ends when the status changes from Live to On-Site.
Additional notes about statuses:
Incomplete, Requested, Approved, Denied, Planning — Available before the event.
Post-Event, Closed, Cancelled — Available after the event.
Postponed — The event has been postponed.
Note: When you save an event after changing its status to "Postponed", you are prompted to select the forms to set to "Closed" (default: All). If forms are closed and the event status is "Postponed", the entry page message configured at Forms > Setup > Advanced will be shown to attendees.
Access Token — You can generate an access token to restrict access to all forms and websites in the event. Anyone visiting the form or website would have to enter the token before proceeding. A form's or website's URL is the same whether it's Live or Test, so requiring an access token prevents unauthorized access to leaked links before they are Live. Use the Clear option to remove the restriction.
Tags — If any tags have been set up for the account (and assigned to the "Event" object) by your Administrator, you can add one or more here. The field is not shown if no such tags exist. Technical Note: All tags are exposed via Certain's API 2.0. The APIs associated with the objects will return the associated tags if you include an includeList=tags attribute.

Event Details: Notes

Notes is a place to enter planner notes about the event.
If the event is used as a template, these Notes are displayed in the template description on the Event Templates page.

External Event ID

External Event ID is an identifier from an external database that uniquely defines the event for that system.
Must be unique for all events within one account.
Maximum length: 255 characters.
Use this field if your event has its own event ID on the planner side, separate from the Event Code.
These IDs are your internal company reference (i.e., external to the Certain platform).
Warning: Do not change this value unless you fully understand how the Certain platform integrates with your external system.
Registration Capacity — The maximum number of registrations that can be accepted for the event (regardless of attendee type). Blank means unlimited capacity. Zero means no registrations can be added.
For digital events (see Event Webinar below), the Registration Capacity cannot exceed the capacity of the webinar.
Note: If your event will include Automatic Event Waitlisting, then setting a Registration Capacity here is a prerequisite.
Caution: If you do not configure Automatic Event Waitlisting, and the number of registrations reaches the figure entered here, an attendee trying to register will be unable to do so and will see the warning message you can configure in Form > Setup > Advanced.
A registration is included in the calculation if it is Complete and has a registrationStatus classified as "Accepted".
The Registration Capacity limit is applied in registration forms, but not if the planner adds a registration on the admin side of Certain.
Caution: This limit can be exceeded if an incomplete registration (created before the limit was reached) is edited after the limit is reached.
Alerts: You can configure an option to send notification emails if the number of registrations reaches a given percentage of this number (see Plan > Configure > Alerts).

Event Owner

The Event Owner is the Certain user who "owns" the event. Select a user from the list.
The list to select from includes Administrators, Event Builders, and Registration Support users in:
the current account
the parent account, if the current account is a sub-account
further parent accounts going up the tree, if there are multiple layers
The list does not include users from any sub-accounts of the current account.
Use: The event owner can filter on their events in the Event List by clicking My Current & Upcoming Events or All My Events.
Default: When you copy an event using the Event Copy Wizard, or create one from a template, you are selected as the default Event Owner.
Video: "Assigning an Event Owner" (20 sec.)

Custom Event Data

If no Custom Event Questions have been defined in the account, this section is not displayed.
This section shows any custom questions defined at the account level by the account Administrator (on the Custom Event Data page: Account Settings > Management > Event Data).
These custom questions are displayed in all events associated with that account.
If a Custom Event Question is marked as Required (on the Custom Event Data page: Account Settings > Management > Event Data), the Custom Event Question field cannot be left blank when this page is submitted.

Event Webinar

Displayed only if Digital Events is enabled for the event (Plan > Configure > Options).
For digital events using a third-party platform such as Zoom or ON24 to host a webinar, you can either:
Create the webinar on that platform (only if Zoom or ON24) by clicking Create webinar/meeting, or
Connect to the webinar on that platform by clicking Connect webinar/meeting.
Note: You can only link one webinar to an event, and vice versa.
Best Practice: Do not link the event to a webinar if you will be linking sessions to webinars (Conference Session Setup).
Webinar Option 1: Create Webinar (only for Zoom and ON24)
Before you can create a webinar from here, an administrator must set up a Connection to that platform in Certain Signal.
This is how the data will flow between the two systems as your attendees register.
Click Create webinar/meeting and complete the details:
Select a webinar/meeting Service configured for your account (e.g., Zoom Webinar, Zoom Meeting, ON24 Webinar).
Select a Connection (as set up in Certain Signal).
Select a Presentation Type (live audio & video or on-demand).
Select Host(s).
Click Next.
The webinar will be created on your chosen platform.
Webinar Option 2: Connect to Webinar
Two things must be done before you can enter details here: create the webinar on the webinar platform you are using (probably Zoom or ON24) and obtain the ID from that webinar; an administrator must set up a Connection to that platform in Certain Signal.
Click Connect Online Session to open a pop-up window and enter the webinar details.
Integration Type (Required): Select the integration being used for this event (e.g., Zoom Webinar, Zoom Meeting, ON24 Webinar).
Integration Connection (Required): Select the Connection set up in Signal for the selected Integration Type.
Meeting/Webinar Id (Required): Enter the ID from your webinar platform.
Note: The Event Name should be the same as the name of the webinar.
Note: The Event Start Date and Time should be the same as those of the webinar.
Click Connect Online Session in that pop-up window.
The details of that meeting are displayed from the webinar platform.
Warning: You cannot change the webinar link after you've confirmed it.
If details are correct, click Confirm Meeting.
Note: If the webinar schedule is changed on the webinar platform, correct the details in the event as well.
Note: If the webinar is later cancelled on the webinar platform, be sure to cancel the event and registrations in Certain.
Delete Webinar — Click to remove the association with the webinar (Possible only if there are no registrations in the event).
Location
The Location is the place where the event occurs.
If an event is digital only, the venue could be the webinar provider.
Location — Select the primary venue for the event, and click Set as Primary Location.
Video: Set Event Location
Video: Change Event Location
Add New — If the location venue does not appear in the drop-down list, click Add New to add a new Supplier in the Supplier Detail Information pop-up window.
Edit This Location — Edit the details of the location in the Supplier Detail Information pop-up window (Available only after a primary location has been set).
Caution: Changes will affect any other event using the same location.
The location is available as two Dynamic Data Fields (DDFs) when you are writing emails, setting up forms, and configuring websites (Location and Location Map).
The Location Map DDF shows a thumbnail image of a Google map; when clicked, it opens a pop-up Google map of the event location.
Role Assignments
Background: Roles are a Certain feature designed for team-based event management/production.
An administrator sets up roles and makes users available to them in Account Settings > Management > Roles.
If no roles exist or no users are available for any roles, this section is not displayed.
List: Roles currently assigned to this event are listed with their Role name and the Users assigned.
To add a new one, click Assign Role.
To delete a role, click the X icon at the end of the row.
To unassign a user from a role, click the X next to their name in the Users column for that role.
To remove all the assigned users from a role, click Remove All Users.
Assign Role: Click Assign Role to add roles to this event and assign users to those roles.
See help for the Assign Roles modal window.
Important: Each role automatically has all its available users assigned to it for the event.
Those roles are now displayed under Role Assignments on this Event Setup page.
You can click the Users field to edit that list for a particular role.
Note: If a role is marked as "Required" (on Account Settings > Management > Roles), you must select a user for it here.
Contact
Select the event registration contact: the person providing registration support for the event.
The contacts you can select from are those set up at the account level on the Contacts page.
Click Set Contact to assign the contact to the event.
Warning: If you click Edit this Contact, any changes will affect all events using that contact.
You can click Add New to open the Contact Detail information page to add a new contact.
The same contact will then be available for assignment to other events.
Where Contact Information appears: Emails to registrants will have the contact's email address as the From and Reply To addresses.
NOTE: When you send email to registrants, the From and Reply To fields saved on the email template take precedence over those of the registration contact on this page and the Account Settings.
The contact information can be used in data-driven fields (DDFs) on the event website, registration form, and in the body of email confirmations or templates.
Each page of the registration form has a link to a registration assistance form that displays the contact information, enabling registrants to email the registration contact (including event details by default).
Travel & Accommodation Currency Label
Currency: The label selected here is used as a label for amounts on Flights in the Travel module and Accommodation Blocks in the Accommodation module.
For example, if you select "€ - Euro", then the € symbol precedes those fields where appropriate on screens and reports.

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