💡 Introduction

The Event module offers a seamless platform for creating and managing a diverse range of live and virtual events, such as webinars, conferences, workshops, and pitches. There are two options: Integrated Events and External Events.

• Integrated Events: Users can create and manage Events directly within the platform. They can customize Event pages, set details like date, time, and location, manage attendees and feedback, and tailor the event to their requirements.
• External Events: This option allows users to promote and manage Events hosted outside the platform. They can create Event pages and provide links to external registration or ticketing pages, simplifying the promotion of off-platform Events.

Users can choose from different live streaming options, web sessions, and networking opportunities. They can also select speakers from the platform, and participants are listed next to the video stream with a built-in chat feature.

A standout feature is the networking format, where participants can have brief 1-on-1 video meetings during networking sessions, facilitating valuable connections. This feature combines easy networking with automatic matching, optimizing participants' event experience.

Once an Event is published, users can easily access it and register using the registration button on the Event page. Organizers can invite participants to ensure maximum attendance and engagement.

Optional Event Ticketing

For Internal Events, organizers can optionally enable comprehensive ticketing functionality including:

• Paid and free ticket options with Stripe payment processing
• Automated ticket management and QR code generation
• Mobile ticket scanning and validation

💼 Usage (Organizer)

Create an Event

Navigate to the Events overview and click "+Entry" to add a new Event. In the first step, choose the Event platform: Internal Event for using the platform's Integrated Event Tool or External Event if you have your Event tool or want to link an external Event page.

If you select “Internal Event”, proceed with the following steps after clicking “Next”:

1. Upload a relevant Event image.
2. Enter a title for your Event.
3. Add a description to provide details about the Event.
4. Choose start and end dates for the Event duration.

1. Select the Event type: In person, Virtual, or Hybrid, click “Next”. Follow the next steps based on the mode of your Event.

1. Select if your Event is a draft or ready to be published by using the options from the dropdown menu.

1. Select 'Private Event' to restrict access to the Event to invitees or those with the link.
2. When setting up your Event, if it is associated with a specific group, you can link the Event to that group by selecting it from the drop-down menu.
3. Select a label to list your Event in the drop-down menu in the Navigation bar.

Event Ticketing Setup

Creating Ticket Types

For Internal Events, you can enable ticketing functionality to manage paid and free tickets:

1. Navigate to your Event Settings and select “Ticketing” from the left sidebar.
2. Click “Add Ticket Type” to create new ticket categories.
3. Configure each ticket type with the following options:
   • Ticket Name: Give your ticket a descriptive name (e.g., “Early Bird”, “VIP Access”, “General Admission”)
   • Price: Set the ticket price or mark as free
   • Quantity: Define how many tickets of this type are available
   • Description: Add details about what this ticket type includes
   • Availability Window: Set when tickets go on sale and when sales end

Stripe Payment Integration

Currently, Stripe is the only supported payment provider for processing paid tickets. The platform handles all Stripe product management automatically - when you create tickets, the system takes care of creating corresponding products, pricing, and inventory in Stripe without any manual setup required on your end.

You have two integration options:

Option 1: Stripe Connect (Recommended)

Best for: New users, those wanting simplified management, or users who prefer not to handle technical setup.

1. In the Ticketing settings, select “Stripe Connect”
2. Click “Connect with Stripe” to begin the authorization process
3. You’ll be redirected to Stripe’s secure connection flow
4. Log in to your existing Stripe account or create a new one
5. Authorize the platform to process payments on your behalf
6. Configure your payment settings:
   • VAT Handling: Choose whether to include VAT in ticket prices
   • Currency: Select your preferred currency
   • Payment Methods: Enable credit cards, digital wallets, etc.

Stripe Connect Benefits:

• More Secure: No sensitive API keys stored or shared
• Easier Setup: Streamlined onboarding process
• Automatic Updates: Connection stays current with Stripe changes
• Reusable: Use the same connection across multiple events
• Automated Product Management: Platform handles all Stripe product creation and management

Option 2: Stripe API Key

Best for: Users already familiar with Stripe who want quick setup and full control over their Stripe dashboard.

1. In the Ticketing settings, select “Stripe API Key”
2. Log in to your existing Stripe Dashboard at stripe.com
3. Navigate to Developers → API Keys
4. Copy your Secret Key (starts with sk_)
5. Paste the key into the platform’s payment settings
6. Configure your payment settings as needed

API Key Benefits:

• Quick Setup: Instant integration if you already have a Stripe account
• Full Control: Direct access to your Stripe dashboard and settings
• Familiar: Use your existing Stripe workflow and processes
• Automated Product Management: Platform handles all Stripe product creation and management

Payment Connection Management

For users with multiple events or payment setups, you can manage your payment connections through the Payment Connections interface:

Accessing Payment Connections:

• From Event Settings: Click “Manage Connections” in the ticketing section
• This opens a modal showing all your saved payment connections

Connection Management Features:

• View All Connections: See all your Stripe Connect and API key setups
• Connection Usage: View which events are using each connection
• Edit Connections: Update settings for existing connections
• Delete Protection: Cannot delete connections currently in use by active events
• Reuse Connections: Select existing connections for new events

Automated Stripe Product Management

The platform provides complete automation of Stripe product management:

Automatic Product Creation:

• When you create a ticket type, the system automatically creates corresponding products in your Stripe account
• No manual product setup required in your Stripe dashboard
• Product names, descriptions, and pricing are synchronized automatically

Inventory Management:

• Ticket quantities are automatically managed as Stripe product inventory
• Stock levels are updated in real-time as tickets are purchased
• Sold-out tickets are automatically handled

Pricing Synchronization:

• All ticket prices, including early bird pricing and different tiers, are automatically created as Stripe price objects
• Currency settings are applied automatically
• VAT and tax configurations are handled seamlessly

Product Lifecycle:

• Products are created when events are published with ticketing enabled
• Product status is managed based on ticket availability windows
• Products are properly archived when events conclude

Ticket Management Features

QR Code Generation:

• All tickets automatically include unique QR codes for validation
• QR codes contain encrypted ticket information for security

Mobile Ticket Scanning:

• Organizers can scan tickets using the mobile interface
• Real-time validation with alerts for duplicate or invalid tickets
• Track attendance and check-in status

Ticket Reassignment:

• Allow ticket holders to transfer their tickets to other platform users
• Organizers can enable/disable this feature per event in ticket settings
• Ticket holders can reassign their own tickets when the feature is enabled
• Event organizers and admins can always reassign any valid ticket
• Search and select new ticket holders from the platform's user base
• Automatic notifications sent to both parties when reassignment is complete

Ticket Data Export:

• Export comprehensive ticket data as CSV files
• Includes ticket IDs, purchaser information, ticket types, and prices
• Useful for attendance tracking and financial reporting

How to Enable and Use Ticket Reassignment

Enabling Ticket Reassignment:

1. Navigate to your Event Settings and select "Ticketing" from the left sidebar
2. Scroll down to find the "Enable Ticket Reassignment" toggle
3. Turn on the toggle to allow ticket holders to reassign their tickets to other users
4. Save your settings

How Ticket Reassignment Works:

• For Ticket Holders: When enabled, ticket holders can reassign their valid tickets to other platform users through their ticket view
• For Event Organizers: Organizers and admins can always reassign any valid ticket, regardless of the setting
• User Search: The reassignment interface allows searching for platform users by name and organization
• Automatic Notifications: Both the original holder and new recipient receive notifications when reassignment is complete

Reassigning a Ticket:

1. Open your ticket from the "My Tickets" section or event page
2. Click the "Reassign" button (visible when reassignment is enabled or you're an organizer)
3. Search for the new ticket holder by typing their name
4. Select the user from the search results
5. Confirm the reassignment
6. Both parties will receive confirmation notifications

Important Notes:

• Only valid (non-revoked) tickets can be reassigned
• The new ticket holder must be a registered platform user
• Reassignment transfers the ticket completely to the new holder
• Payment responsibility remains with the original purchaser

Edit Event Information

After publishing your Event, go to the editor to add additional information or edit the title, description, and image of your Event. You can also enhance your Event page by clicking on “+ Add another content block” to include text, images, or videos. Additionally, you have the option to upload documents such as floor plans or access guides to provide attendees with detailed information about the Event venue.

Edit Event Information

After publishing your Event, go to the editor to add additional information or edit the title, description, and image of your Event. You can also enhance your Event page by clicking on “+ Add another content block” to include text, images, or videos. Additionally, you have the option to upload documents such as floor plans or access guides to provide attendees with detailed information about the Event venue.

General Settings

Event Status: This indicates the current status of your Event. You can change the status to "Publish" if your Event is ready to be announced to the community.

Hidden Event Option: Enabling this option hides the event from the Event calendar.

Limited Participant Amount: You can limit the number of participants for your Event. Access is granted on a "first come, first serve" basis.

For Ticketed Events: When ticketing is enabled, this limit is automatically managed through ticket availability.

Allow User Invitations: Enabling this option allows users to invite other users to the Event.

Hidden Chat: You can choose whether to enable or disable the chat function within your Event.

Event Marketplace: Enabling this option displays the Event in the marketplace module, showcasing offers and requests from participants to enhance interactions.

Ticketing Options (Optional):

• Enable Ticketing: Toggle to activate the ticketing system for your event
• Show Participant Count: Choose whether to display the number of registered attendees
• Enable Ticket Reassignment: Allow ticket holders to transfer their tickets to other platform users
• Ticket Transfer: Allow or restrict ticket transfers between users

Basics:

Here, you can edit your general Event information. You can use the toggle whether participants can use the chat option during a virtual Event.

Registration:

Add Registration buttons to your Event. Label your Button to align with your CTA and optionally add a secondary Button.

For Ticketed Events: When ticketing is enabled, the primary button becomes "Buy Tickets" and redirects to the ticket selection interface.

Visibility:

Choose whether this Event is private, accessible only by invitation or with a link, or list it in a selected group.

Participants:

Select if you “Allow all Participants to send Invitations” or if you limit the number of Participants on a "first come, first serve" basis.

For Ticketed Events: With ticketing enabled, participant limits are enforced through ticket availability rather than manual management.

Labels:

Select a Label to list your Event under a specific Label in the Navigation section.

Appearance

Layout:

Customize your Event by using the toggle to enable or disable breadcrumbs. You can also make your Event resemble a landing page by using the toggle to change the look of the navigation bar. Choose from the two options.

Background:

Customize your Event page by changing the background color to match your branding or by adding a fully customizable image.

Option to change the background colour:

Option to add an image:

Option to fully customize the image:

Navigation bar:

Here, you can find options to fully customize your Navigation bar.

Buttons:

Fully customize your Event page buttons to match the overall page style. Optionally, add a secondary button, for example, to integrate a form. This can be useful for non-registered Users who want to sign up for an event via an event registration platform.

For Ticketed Events: When ticketing is enabled, button styling automatically adapts to highlight ticket purchase options.

We offer the option to show or hide the Event’s countdown timer, speaker, organizer, and location. Go to “Settings”, scroll to the bottom, and enable or disable the options.

Agenda Management

To add an agenda or session to your Event, follow these steps:

1. Navigate to your Event Settings, Agenda Management click "Add Session". Select from the various options.
2. Fill in the details for the agenda/session, such as the title, description, start time, end time, and any additional information, select the type of session (e.g., keynote, workshop, networking) from the available options.
3. Optional assign speakers or presenters to the session.
4. Once you've filled in all the necessary details, click "Save".

My Schedule Feature (Optional)

For events with multiple sessions, participants can create personalized schedules:

• Session Selection: Attendees can add or remove sessions from their personal agenda
• Custom Notifications: Participants receive reminders for their selected sessions
• Schedule Export: Users can export their personalized schedule to external calendar applications
• Real-time Updates: Schedule changes are automatically synchronized across all devices

• Embedded Livestream Session:
  • This session type is ideal for broadcasting keynotes or speeches externally through platforms like YouTube Livestream. To set up an Embedded Livestream Session, click on it and provide essential details such as format type, title, and description. Specify the start and end date of the session and insert the Livestream session link. Ensure that embedding is allowed on the chosen video platform. ⚠️ To embed YouTube Livestreams, you must be part of the YouTube Partner program.
• Embedded Web Session:
  • This session type suits virtual panels, workshops, or interactive sessions. You can select from Jitsi, Whereby, or Zoom as the embedded live session provider. Adding this session type involves filling out required details like format type, title, and description. Choose the start and end date and select the service for conducting the session.
  • Note: Whereby supports up to 200 participants, while Jitsi supports up to 75.
  • Note: Jitsi offers a poll function, while Whereby does not.
  • Note: Jitsi offers a private chat function, while Whereby does not
  • Waiting room for Jitsi: click on the three dots on the bottom bar, and then on security options. Here you can enable the lobby.
  • Let participants control their own video and audio access, or disable this option to mute all participants → Agenda → Allow participants to control their video and audio access → toggle off or on.
  • Waiting room for Whereby: click on the settings icon on the upper right corner —> rooms and switch on “locked room”
  • Note: When using Zoom, ensure you create the event beforehand and include the meeting code and PIN directly in the event settings.

⚠️ Browser Support

The embedded Zoom Client does not support all features on all browsers. For more details, refer to the browser support list. Safari, in particular, may encounter more issues with sound and video than other browsers.

• External Web Session:
  • This session type allows adding a session that opens in an external web player outside the Innoloft platform. Fill out necessary details such as format type, title, and description of the session. Specify the start and end date, and provide the link to your external player web session.
• Offline Session:
  • This option allows adding a completely offline session exclusively for on-site activities without digital broadcast.

Networking sessions

Networking Sessions Overview:

• Networking sessions offer participants the opportunity to engage actively by meeting and interacting with others, whether online or offline. Online Events automatically generate virtual meeting rooms, while offline Events require provision of physical tables.

Choosing Slot Amount: Organizers can specify the number of available slots during the session, impacting the duration of each slot. For example, selecting 6 slots for a 30-minute session results in each slot lasting 5 minutes.

Choosing the number of tables (only for offline Events): For offline Events, organizers determine the number of tables or parallel meetings desired during the networking session. An option for unlimited tables is available for this type of session.

1-on-1 Networking Session:

• Participants can select their networking partners by sending meeting requests. Adding a 1-on-1 networking session involves specifying the date, start, and end time for the session.

Speeddating Session:

• In a speeddating session, participants engage in brief meetings, with the system automatically matching participants to enhance interactions. This format is similar to 1-on-1 networking but with automatic matching. Organizers can opt to restrict matches from meeting the same organization type.
• Speeddating sessions conclude once the allocated slots are complete.
• ‼️ Participants need to be part of an organisation so that matching can happen.

Participant Management

Event Statistics

The Event statistics provide a concise overview of essential Event details, including the date, time, and number of sessions.

Participant Overview and Invitations

Organizers have the flexibility to invite participants via e-mail or select from existing platform members. The "Invite Participants" button initiates the invitation process, where organizers can track invitations, acceptances, and declines. Additionally, organizers can export the participant list via CSV for further analysis.

For Ticketed Events: The export includes additional ticket information and payment status.

Ticket Holder Management:

• View all ticket purchasers and their ticket types
• Assign free tickets directly to specific users
• Track payment status and send payment reminders
• Manage ticket transfers and refunds through Stripe

Bulk E-mail Insertion Tip:

To insert a list of e-mails efficiently:

1. Arrange the e-mails in an Excel or Google sheet.
2. Use the formula =textjoin(",",TRUE,A2:A33) in an empty cell to concatenate the e-mails with commas.
3. Copy the formula result and paste it as values into another cell.
4. Copy this cell and paste it into the invitation field of your Event.

Adding an Event admin

To make a participant an admin, follow these steps:

1. Navigate to participant management in the Participant Overview section.
2. Locate the person you want to make an admin.
3. Turn on the toggle next to their name.
4. This action will grant them admin privileges.

Networking Management

This section allows you to oversee all networking sessions established within the platform. Clicking on a session provides a comprehensive view of its participants, featuring details such as their names, associated organizations, and the count of scheduled meetings. Additionally, you have the option to engage in direct chat with participants right from this interface, facilitating seamless communication and networking management.

Delete an Event

Navigate to the Events overview and click "My Events". Select the Event you want to cancel and click "Delete" in the top right corner of the event.

Key Benefits of using Whereby

Whereby is a browser-based video conferencing tool that requires no downloads, making it incredibly simple and accessible for users. It offers customizable meeting rooms with unique URLs, privacy-focused features like room locks, and flexible modes for both interactive meetings and large webinars. With tools like screen sharing, chat, and integrations (e.g., Miro, Trello), it supports collaboration across devices.

Webinar Mode in Whereby

Features of Webinar Mode

1. Participant interaction: In Webinar Mode, participants cannot use their microphones or cameras. Ideal for events where audience interaction is not required.
2. Hide Participant Numbers: You can now choose to hide the participant count on the event page. This ensures discretion for smaller webinars where showing low attendance might feel awkward.
3. Increased participant limit: Webinar Mode allows for a significantly higher participant capacity compared to the standard Web Conference mode.
4. Whereby allows 500 participants.

Use Cases

• Perfect for webinars with a small or large audience.
• Suitable for presentations, lectures, or any event requiring minimal audience participation.

How to Enable Webinar Mode

• Activate Webinar Mode in your event settings.
• Adjust participant visibility settings as needed.

Set up registration questions

Collect important information from participants during the registration process by adding custom questions. This ensures organizers get the details they need upfront.

• Custom Registration Questions: create targeted questions to collect specific information from participants.
• Mandatory Responses: Participants must answer required questions before completing their registration.
• Better Event Planning: Access key participant details early to streamline event organization.

To configure registration questions:

1. Go to the Event module.
2. Click "Settings" in the top navigation bar.
3. In the left sidebar, select "Registration Questions."
4. Click "+Question" to add a new question.
5. Choose the answer type: Free text, Single choice, or Multiple choice.
6. On the right side under "Options," enter the question description or any relevant details.

Enable sorting Event by registration date

1. Log in as Admin
2. Navigate to Modules
3. Select Events
4. Choose a Specific Event
5. Go to Participation Management
   • At the top navigation bar of the Event page, select the tab Participation Management
6. Scroll to the Registration Date Column
7. Sort by Registration Date
   • Click the column heading Registration Date.
   • Choose Sort Ascending or Sort Descending as needed.

👋 Usage (Participant)

Registering for an Event

To register for an Event, simply navigate to the Event's information page, where you'll find a checkbox located on the right side of the screen.

For Free Events:

• Select the registration checkbox and click the "Register" button

For Ticketed Events:

• Click "Buy Tickets" to view available ticket types
• Select your desired ticket type and quantity
• Complete the secure checkout process through Stripe
• Receive confirmation email with ticket details and QR code

Accessing Your Tickets

After purchasing tickets:

1. Digital Tickets: Access your tickets through your account dashboard under "My Tickets"
2. QR Codes: Each ticket includes a unique QR code for event entry
3. Mobile Access: Tickets are optimized for mobile display and offline access
4. Calendar Integration: Use the "Add to Calendar" button to sync event details to your personal calendar

Reassigning Your Tickets

If the event organizer has enabled ticket reassignment, you can transfer your tickets to other platform users:

1. Access Your Ticket: Navigate to "My Tickets" or view your ticket from the event page
2. Open Ticket Details: Click on your ticket to view the full ticket information
3. Reassign Ticket: Click the "Reassign" button (visible when reassignment is enabled)
4. Search for New Holder: Type the name of the person you want to transfer the ticket to
5. Select User: Choose the correct user from the search results showing their name and organization
6. Confirm Transfer: Complete the reassignment process
7. Notifications: Both you and the new ticket holder will receive confirmation notifications

Important Notes:

• You can only reassign valid tickets (not cancelled or revoked tickets)
• The new ticket holder must be a registered user on the platform
• Once reassigned, the ticket belongs to the new holder completely
• You remain responsible for the original payment

Finding Details about other Participants

1. Navigate to the “Participants” section in the navigation panel on the Event page.
2. In this section, you'll find a detailed list of all attendees registered for the Event, including their relevant information. This comprehensive view enables easy communication and direct scheduling of meetings with participants.

Creating your Personal Schedule

For events with multiple sessions, you can customize your agenda:

1. Navigate to the "My Schedule" tab on the event page
2. Browse available sessions in the "Agenda" section
3. Click "Add to My Schedule" for sessions you want to attend
4. Remove sessions by clicking "Remove from Schedule"
5. Receive notifications 15 minutes before your selected sessions begin

Participating in a Networking Session

1-on-1 Networking Sessions

1. Go to the "Agenda" tab.
2. Here, you'll find all scheduled Networking and Speeddating sessions for the Event.
3. Click on the "Open session" button to access available time slots and view participants on the right-hand side.
4. Find the person you want to meet, click their name, and choose a suitable time slot.
5. Optionally, leave a note for the person.
6. Once your meeting request is accepted, you'll receive notifications via both the platform's messaging system and e-mail.

Speed-dating Sessions

Speed-dating sessions use an algorithm to identify suitable matches for you based on the information you provide.

1. To access Speed-dating sessions, navigate to the Agenda section in the navigation panel.

2. Click “Open Session”.

3. Within the Speed-dating overview, you can still set preferences and engage with requests and offers, depending on the available time.

4. Twenty-four hours before the Speed-dating session, you'll receive an overview of all your calculated matches.

   1. For online Events, you'll find a button directing you to a digital conference room.
   2. For offline Events, you'll see designated table numbers for meeting your matches.

5. If you have available slots, you can manually request meetings with other participants who are not among your calculated matches.

🤝 Content Management

In the admin area, you can view all Events created on the platform. From here, you can directly delete Events or adjust the content of specific Events as needed.

Platform admins can manage all listed Events and can add databases and labels. They also have access to comprehensive ticketing analytics and financial reporting.

Add your ICS Import to have your events added automatically to the platform. An ICS import allows you to synchronise Events from an external website to your platform database. ICS can be created via:

• Completely developed by you
• WordPress plugins that directly include an ICS export
• ICS feed generators (https://www.google.com/search?q=ics+generator)

🥇 Best Practices (Organizer)

Speed-dating

When organizing speed-dating or networking sessions, consider the session duration, typically between 30 minutes and 1.5 hours, avoiding sessions that are too lengthy.

Adjust table availability via agenda management, with each speed date lasting 5 to 10 minutes. For on-site Events, use standing tables with numbers and a designated counter for inquiries, ensuring punctual starts and announcements via a speaker system.

Matches are based on organizer-provided criteria, but organizers are matched only if specified as "searched organization type".

In digital speed dating, the platform creates video conferences via Jitsi.

If a participant's date is absent, organizers can't intervene but can facilitate alternative connections. Note that changing session times isn't feasible; sessions must be recreated if adjustments are needed.

Finalise an Event before publishing it

Are you a group of people managing an Event? To work together on an Event, create the Event and publish it as hidden. The organiser can then invite the Event management group and set them as co-organisers. As soon as you have finalised the Event, set it to “public” in the Event settings and invite Event participants.

Bulk Event Invitations

With just a single click, you can now select all members for your Events.

Navigate to: Events → Edit → Participant Management → Invite Participants. Use the 'Select All' option and filter participants by user type, organization, department, or location to create precisely targeted guest lists.

Event Ticketing

Ticket Pricing Strategy:

• Offer early bird discounts to encourage advance registration
• Create multiple ticket tiers (General, VIP, Student) to cater to different audiences
• Consider free tickets for promotional purposes or community members

Payment Processing:

• Test your Stripe integration thoroughly before launching ticket sales
• Ensure your Stripe account is fully verified to avoid payment delays
• Set up automated email confirmations for all ticket purchases

Ticket Management:

• Monitor ticket sales regularly through the analytics dashboard
• Set up QR code scanning stations at venue entrances for smooth check-in
• Train staff on using the mobile ticket scanning in

⏳ Speed Dating Feature Overview & Guide

The Speed Dating functionality allows both Administrators and Participants to manage and view meetings in an organized and user-friendly manner. This guide provides an overview of how the feature works, the differences between Admin and User perspectives, and how to manage the feature effectively.

Overview of the Speed Dating Feature

When you’re logged in as an Admin, you’ll have access to a full view of all Speed Dating meetings and matches happening on the platform. This gives you complete control and oversight over the Event, allowing you to manage the details seamlessly.

For participants (i.e., regular Users), the experience is more personalized. They will only see their meetings and matches, making their interface less cluttered and easier to navigate. This difference in visibility ensures that Admins can monitor the entire Event while Users focus solely on their scheduled interactions.

Speed Dating vs. One-on-One Matching

The platform offers two Matchmaking formats:

1. Speed Dating:
   • Meetings are automatically scheduled based on matching quality.
   • You can set the number of time slots, the duration of each meeting, and the number of tables for in-person events.
   • The system can prevent participants from meeting others of the same type (e.g., startups won’t meet other startups).
   • Additional settings include locking the schedule, sending reminders, and managing event logistics
2. One-on-One Matching:
   • Unlike Speed Dating, participants can arrange their meetings based on suggested matches.
   • Matching quality is displayed for each potential match, allowing participants to choose whom they want to meet.
   • This feature is available below the Speed Dating section and offers similar customization options.

Admin View: Managing Speed Dating Events

When you log in as an Admin, you can access the "Overview" button, which opens a complete view of all meetings scheduled during the Event. This overview presents the following details:

• A complete table of matches and meetings: This table is fully customizable and can display various types of information, including the time of meetings, the participants involved, and their assigned tables.
• Filters for specific views: You can filter the overview by specific criteria. For instance, if you want to view only the meetings happening at a particular table (e.g., Table 1), you can filter the list accordingly. Similarly, if you’re interested in a specific participant’s meetings, you can apply a filter to see only those meetings. This flexible filtering system allows you to drill down into specific aspects of the event with ease.
• Export functionality: The Admin view also offers an export feature. Whether you need participant information or meeting times, you can export this information as a CSV file. This file can be printed, emailed, or imported into Excel, making it easier to share or analyze the event’s data outside the platform.

User View: Personalized Meeting Schedules

For participants, the interface is simplified to ensure ease of use. Instead of the full overview, Users will see a "My Schedule" button, which presents only their Speed Dating meetings. This ensures that participants are not overwhelmed by unnecessary information and can focus solely on their scheduled interactions.

Participants will only be able to view their matches and meetings, making the user experience more intuitive and personalized.

Speed Dating in Online vs. Offline Events

The Speed Dating feature works in both online and offline event formats, with slight differences in functionality based on the type of Event:

• Offline Events: In a physical setting, the platform provides a table overview, which shows which participants are assigned to which tables during each speed dating round. Admins can still filter and sort meetings by tables or participants as needed.
• Online Events: If your Event is virtual, the platform will provide access to live streams, allowing participants to engage in their scheduled meetings through video or audio calls.

Settings and Session Management

To manage the Speed Dating sessions, Admins can use the Agenda Management feature. Within this, you can add new sessions and set their format to "Speed Dating." Once the session is created, it appears under the Networking Tab, where you’ll find additional options for managing the Event.

This networking tab allows Admins to customize and oversee the Speed Dating event in real-time. You can adjust session details, manage participants, and monitor meetings as they occur.

By understanding the differences between the admin and user perspectives and knowing how to manage and filter meetings, you can efficiently run Speed Dating events and ensure that everything runs smoothly. The added export and filtering features give you flexibility in how you view and share information, while the personalized User views keep participants focused and engaged in their schedules.

Networking must first be configured in the Networking tab before Speed Dating and Networking sessions can be added to the agenda.

How to configure Locked Participation Hours

Admins can configure locked participation hours, specifying how many hours before the Event Speed Dating sessions will be locked and matches will be generated. Additionally, admins can set reminder email timings.

Go to the Agenda tab, navigate to Advanced Settings, choose Locked Participation Hours, and set the time. Additionally, set the time for the reminder email to be sent.

❓ FAQs (Participant)

General

• Do I need to be registered to participate in an Event? For internal events, participation requires Users to be registered and logged in to the platform. However, for external events, the participation requirements vary and are contingent upon the policies set by the external Event organizers.

Speed-dating & Networking

• What information do I have to provide? Please answer the questions you will find when clicking on “participate” to a speed dating, or after registering to the Event. This will be the basis of matching.
• How can I cancel a speed date? In your timetable, you will see a bin button. Press it to cancel the meeting. Attention: your counterpart needs to delete the meeting on their side as well before your slot frees up again.

Ticketing

Ticketing

• How do I purchase tickets for an event? Navigate to the event page and click “Buy Tickets.” Select your desired ticket type and quantity, then complete the secure checkout process through Stripe. You’ll receive a confirmation email with your digital tickets.
• Can I get a refund for my ticket? Refund policies are set by individual event organizers. Contact the event organizer directly or reach out through the platform’s messaging system.
• How do I access my tickets? After purchase, access your tickets through your account dashboard under “My Tickets.” Each ticket includes a unique QR code for event entry. Tickets are optimized for mobile display.
• Can I transfer my ticket to someone else? If the event organizer has enabled ticket reassignment, you can transfer your tickets to other platform users. Access your ticket details and click "Reassign" to search for and select a new ticket holder. Both parties will receive confirmation notifications when the transfer is complete.
• What happens if I lose my phone with my digital ticket? Log into your account from any device to access your tickets. You can also check your email for the ticket confirmation which includes your QR code. Contact event support if you need assistance.

❓ FAQs (Organizer)

General

• How can I change the event mode of an Event? If you wish to change the mode of your Event, such as switching from an Internal to a Virtual format, you will need to create a new Event with the desired mode.

• How can I assign an Event to a group? An Event can only be assigned to a group during Event creation.

• Can I change the contact person of an Event or add further Event organizers?

  1. Navigate to "Event Settings" > "Participant Management" and click "Participant Overview."
     1. In the Participant Overview, locate the person you want to set as an organizer and turn on the toggle next to their name.
  2. By doing so, you designate them as an organizer alongside yourself for the Event.
  3. If you need to remove yourself as an organizer, ask the other designated organizer to deselect the toggle next to your name.

• How do I change the Event location for an offline Event? Go to your Event settings and change the address for your Event.

• Can I invite external speakers to my Events? All speakers you want to mention in the Event need to be registered on the platform. Alternatively, you can mention external speakers in a text field within the Event or agenda point description.

• What is the ideal aspect ratio for the header graphic? The ideal aspect ratio for the header graphic is 5:2. For the resolution, we recommend at least 1130x450.

• Can users who have not registered to the platform join Events? Yes, this is possible for Events with Whereby. The stream link can be shared with non-registered users.

• What size is optimal for images? Use a 3:2 ratio, eg, 1500x1000

• Can Platform admins decide whether the organizer, speaker, and countdown are shown or not on the events page? Head over to Admin → Events → Choose your Event → Settings → Layout → Details on Event page.

• Can Admins have the option of having a secondary button to link an Event registration form or a CTA for ticket requests? Head over to Admin → Events → Choose your Event → Settings → Registration You will find an option where you can toggle this secondary button to be shown to non-event participants if you like.

• Is it necessary for a user to be linked with a company before being added as a speaker for an Event or agenda? Yes, a user must be associated with an organization before they can be added as a speaker for an Event or on the agenda. They can do this by affiliating themselves with their organization during registration or later through their profile settings.

• How can I make Events visible for non-registered users and enable registration? To allow non-registered users to view an event and sign up, use the secondary button feature:

  1. Create a Form: In the Forms module, build a registration form and configure it to be accessible for non-registered users.
  2. Link the Form: Navigate to Admin → Events → Select Your Event → Settings → Registration, and add the form link in the secondary button field.
  3. In Roles under Public package, Event must be included to enable this functionality.

• Can a live Event stream be recorded? You can record a live Event for future viewing by using YouTube; follow these steps:

  1. Enable Automatic Archiving:
     • Before starting your live stream, open the YouTube Live Dashboard.
     • In the settings, find the option to "Automatically archive" or "Save" your live stream and ensure it’s turned on.
  2. End the Live Stream:
     • When you finish your stream, end it as usual. If automatic archiving is enabled, YouTube will save the stream for you.
  3. Access the Recording:
     • Once your stream ends, YouTube will process the video. This might take some time depending on the stream’s length.
     • After processing, go to YouTube Studio.
     • Click on "Content" in the left-hand menu to find your live stream listed alongside your other videos.
  4. Edit and Publish:
     • Adjust the title, description, or thumbnail as needed.
     • Set the visibility to "Public," "Unlisted," or "Private" based on your preference.
  5. Share the Link:
     • Once the recording is published, you can share the link for others to view the stream. Note: If automatic archiving wasn’t enabled before the live stream, it won’t be saved, and you won’t be able to retrieve it later.

Sessions

• Which video conferencing tools can be used in embedded mode? Currently Whereby, Zoom, and Jitsi are supported.
• Can I use Microsoft Teams for my Events? Yes, but Microsoft Teams can not be used as an embedded session. If you want to use Microsoft Teams, please create an external web session.
• How can I turn on a waiting room in Jitsi? Click on the three dots on the bottom bar, and then on security options. Here you can enable the lobby.
• How can I turn on a waiting room in Whereby? Click on the settings icon on the upper right corner -> rooms and switch on “locked room”.

Speed-dating & Networking

• How does the registration for speed-dating work? Participants need to answer the question catalogue set up by the Event organizer. Then they are automatically matched.
• How can I change the time of a speed-dating/networking session? Currently, changing the time of a speed-dating or networking session is not possible. In such cases, you'll need to delete the session and create a new one with the desired time.
• Can I adjust the number of available tables? Yes, you can adjust the number of available tables by accessing the edit option of the session through the agenda management.
• How long should a speed-dating session last? This depends on the lenght of one slot, how many slots you want to offer and how many participants you have. 30 minutes is a good start.
• How long should a single speed date (time slot) last? A minimum of 10 minutes is recommended.
• What should be considered when organising an on-site Event?
  • Utilize standing tables with numbered placements for the meetings, facilitating efficient organization.
  • Consider designating a central counter manned by an individual with admin access to the Event for handling inquiries and providing assistance.
  • Ensure punctuality for the start of speed-dating sessions, allotting a buffer time between preceding program items, as session durations cannot be adjusted.
  • Optionally, enhance the speed-dating experience with announcements and moderation via a speaker system, including start/end of sessions notifications and background music during breaks for added ambiance.
• How does the assignment of appointments work? Participants can ask other participants for a 1:1 appointment if the networking is activated by the Event organizer.
• Is an additional video conferencing tool needed for digital speed dating? No, the platform automatically creates a video conference for each meeting based on Jitsi.
• Is the organizer also matched? The organizer is matched if they answer the questions.
• What can I do if a person's matching date does not come? Unfortunately, this is not within the control of the organizers. If needed, organizers can spontaneously bring together other available participants. For this purpose, it's advisable not to assign numbers to 1-2 tables and to designate them as a "free matching" area.
• Can I move or adjust the time of a speed-dating session? No, unfortunately, this is not possible due to technical constraints. In such cases, the speed-dating session needs to be deleted and recreated.
• Where do Events go after they cross the Event date? The system automatically moves Events to the 'Past Events' section after their date and time have passed. To view all past Events, click on the date filter and select “All Past Events”.

Event Ticketing

• How do I set up ticketing for my event? Navigate to Event Settings → Ticketing. Enable ticketing, create ticket types with prices and quantities, then connect your Stripe account for payment processing. Test the checkout flow before publishing your event.
• Can I offer both free and paid tickets for the same event? Yes, you can create multiple ticket types including both free and paid options. Participants can select their preferred ticket type during the registration process.
• How do I scan tickets at my in-person event? Use the mobile ticket scanning interface accessible through your organizer dashboard. Simply point your device's camera at participant QR codes to instantly validate tickets and track attendance.
• Can I export ticket sales data? Yes, navigate to Participant Management and use the export function. This provides a comprehensive CSV file with ticket IDs, purchaser information, ticket types, prices, and payment status.
• How do I handle refunds? Refunds are processed through your connected Stripe account. Navigate to your Stripe dashboard to issue refunds directly, or contact platform support for assistance with bulk refund processing.
• Can I reuse my Stripe connection across multiple events? Yes, once you've connected your Stripe account to one event, you can reuse this connection for all future events, eliminating the need for repeated setup.
• What happens to ticket data when I delete an event? Ensure all refunds are processed before deleting an event. Once deleted, ticket data cannot be recovered. Export all necessary data before proceeding with event deletion.
• Can I set different prices for early bird vs. regular tickets? Create separate ticket types with different prices and availability windows. Set early bird tickets to stop selling on a specific date, then offer regular-priced tickets until the event.
• How do I enable ticket reassignment for my event? Navigate to Event Settings → Ticketing and toggle on "Enable Ticket Reassignment." This allows ticket holders to transfer their tickets to other platform users. As an organizer, you can always reassign tickets regardless of this setting.
• Can I reassign tickets on behalf of participants? Yes, event organizers and admins can always reassign any valid ticket, even if the general reassignment feature is disabled. Access any ticket through the participant management section and use the reassign function.
• What happens when a ticket is reassigned? The ticket is completely transferred to the new holder, including the QR code and access rights. The original purchaser remains responsible for payment.

Invitation management

• How can I add a long list of e-mails without copy-paste them one by one?

  1. Arrange your e-mails in an Excel or Google Sheets document.
  2. In an empty cell, enter the formula: =TEXTJOIN(",", TRUE, A2:A33) where A2:A33 represents the range of your e-mail addresses. Adjust the range as needed.
  3. This formula will concatenate all the e-mail addresses separated by commas.
  4. Copy the cell containing the formula and "paste-values" it into another cell.
  5. Copy the content of the second cell, which now contains the list of e-mails separated by commas.
  6. Paste this list into the invitation field in your Event.

• What happens when the max. number of participants for the Event has been reached? Registrations are no longer available at this time. However, if you'd like to set up a waiting list, you can use the secondary button as an alternative. Simply link a form to this button where users can sign up.

• How can I send an email to all the participants?

  • Export Participants:
    • The Participant Management section has an export function that provides a list of participants (e.g., as a CSV or Excel file)
    • Import the list into your email system (e.g., Mailchimp, Brevo, SendGrid, or an internal system).

❓ FAQs (Admin)

• I only have offline Events, can I still use the module? Yes, the Event module caters to both online and offline Events. When creating your Event, you can set it up as you normally would and include details for offline sessions. These sessions can be configured to accommodate in-person interactions, such as workshops, seminars, or networking gatherings.
• We are already using our own Event service, can we somehow integrate that? Yes, to integrate event providers like Eventbrite, you can create external Events within your platform. Simply select the "External Event" option during Event creation and then paste the link of your Eventbrite Event. This allows your platform users to access and register for external Events seamlessly through your platform.
• What happens when an organizer is deleted? If there are multiple organizers for an Event and one organizer is removed, they will simply be removed from the Event. However, if the organizer being removed is the only organizer of the Event, the Event will be completely deleted and cannot be restored.