Creating an event

Each event is organised into sections that you can move between in any order — see Events — Overview (Document ID: 190) for how they are laid out. A new event opens on its Details section, where you set the core information and turn on optional capabilities. To begin, go to Events and click Create event.

Details

Enter the core information for the event:

• Name — the event name.
• Description — used on the portal and website listing.
• Event Tags — apply one or more event tags (see Creating & using event tags (Document ID: 381)).
• Timezone — the timezone the event runs in.
• Start date and End date (each includes a time). When you set the start, SwiftFox automatically fills the End date to 30 minutes later if it's still empty — adjust it if your event runs longer.
• Location — set using the location toggles below.

Location

Choose how the event is delivered using the location toggles:

• Venue — set a physical location using the Address lookup, or enter the address manually.
• Online — enter an Online meeting link, or connect directly to Zoom (below).
• Hybrid — combines a physical location and an online meeting link.

Zoom Webinar integration (optional)

You can connect an event to Zoom to run it as a webinar. The Zoom option appears when the event's Location is set to Online or Hybrid:

1. Set Location to Online or Hybrid in the Details section.
2. Enter an Online meeting link, or click Create Zoom Webinar to have SwiftFox create the webinar for you (a Webinar ID field is provided).
3. When SwiftFox creates the webinar it uses the event's name, description, and start time; contacts are synced to the webinar, and attendance is tracked back into SwiftFox automatically.

Settings dropdown

Expand the Settings dropdown to enable optional capabilities. By default it shows three toggles:

• Tickets — turns the event into a ticketed event and adds two sections: Ticket types, where you set up tickets, and Bookings, where you manage what has been bought. Enabling Tickets reveals three further toggles beneath it:
  • Confirmation email — sends a confirmation email on each purchase (on by default once Tickets is enabled).
  • Capacity — sets an overall cap on attendance.
  • Waitlist — notifies contacts when the event is full so they can join a waitlist.
• Sessions — adds a Sessions section for separate time blocks within the event (see Event sessions (Document ID: 198)).
• Guest User Access — lets external participants (for example volunteers or contractors) access the event using a PIN login, and adds a Guest access section (see Guest user access for events (Document ID: 380)).

Each new section appears in the bar across the top of the event as soon as you turn its toggle on.

Goals and Points dropdown

Expand the Goals and Points dropdown and enable the Points toggle to link the event to your account's points feature (labelled Accreditation, Goals or CPD depending on your account):

• Award points based on a selected RSVP status (for example, award points only to contacts marked Attended).

Custom Fields dropdown

Expand the Custom Fields dropdown to add or edit event-level custom fields:

• Use custom fields for internal tracking and filtering (for example, a Speakers field).
• Event custom fields appear as filter options on the Events landing page.

Sharing dropdown

Where your account shows a Sharing dropdown, expand it to control which users or user groups can access this event. Not every account has it.

After Details

There is no Next button. Move on by selecting another section in the bar across the top of the event, in whatever order suits you, and select Save and close at the top right to save the event and go back to the Events landing page.

Every event has Details, RSVP, Audience, Emails, Text messages, Publishing and Overview. The toggles above add Sessions, Ticket types, Bookings and Guest access. On a narrower window some sections sit under the Setup, Attendance and Comms menus — see Events — Overview (Document ID: 190).