Answers to common questions about SwiftFox Events.
Where do I create and manage events?
In Events (left menu). Use the table to manage existing events, or click Create event to start. A Calendar view is available on the same screen.
I can't find a section a guide mentions. Where is it?
Inside an event, a bar across the top lists its sections. On a narrower window some of them are grouped under the Setup, Attendance and Comms menus — select a menu to see what's inside. If the section still isn't there, check that the option it depends on is turned on under Details → Settings: Sessions adds Sessions, Tickets adds Ticket types and Bookings, and Guest User Access adds Guest access. If a guide or a colleague uses an older name — Invite List, RSVP Page, Email/SMS, the Publish tab — Events — Overview (Document ID: 190) lists what each one is called now.
How do I add a Zoom webinar?
Set the event Location to Online or Hybrid, then click Create Zoom Webinar in the Details section. SwiftFox auto-creates the webinar and syncs attendees and attendance.
Can I cap attendance and run a waitlist?
Yes. Enable Tickets in the event's Settings, then use the Capacity toggle that appears to cap attendance, and the Waitlist toggle to notify contacts when the event is full.
What is the difference between General and Group tickets?
A General ticket is a single seat. A Group ticket is one purchase that allocates multiple seats (for example, a Table of 5).
How do I restrict a ticket to members only (or any segment)?
In Advanced ticket settings → Add Ticket Criteria, use List Builder filters so only eligible portal users see the ticket.
How do discounts work?
Create Discounts with a code, a type (fixed/%), usage rules (single-use or a limit), date rules, and the tickets they apply to; manage them in the discount table.
How do I add people to an event's audience?
In the event's Audience section, use the Search for lists or people to add field to add a saved list or individual contacts, then click Add. Use Actions → Bulk Update to change RSVP statuses at scale. The Audience used to be called the invite list. See Audience & bookings (Document ID: 196).
How do I mark who actually turned up to the event?
There are two ways, and they suit different situations.
Update the audience yourself. In the event's Audience section, set a person's Invite Status to Attended using the dropdown on their row. To mark off many people at once, select them and use Actions → Bulk Update. See Audience & bookings (Document ID: 196).
Let attendees mark themselves off. Build a second RSVP page to use as a check-in form, and set its RSVP block's Please select RSVP action to Attended instead of Attending. Share that page at the door — on a tablet, or as a QR code — and each person who submits it has their invite status set to Attended. This keeps the arrivals list updating in real time without anyone working through the table. See The RSVP page (Document ID: 189).
Use Did not attend for people who said they were coming but didn't, so your reporting can tell the difference between a no-show and someone who never replied.
How do I handle group booking allocations?
In the event's Bookings section, open the Bookings tab, open a booking, and assign contacts to the group ticket's available slots. The Tickets allocated column shows how far each booking has got — for example 4/5 while one seat still needs a name.
How do I see the total number of tickets on a booking?
In the event's Bookings section, the Bookings tab's Tickets allocated column shows allocated/purchased for each booking. 1/3 means three tickets were bought and one has a name against it, so the total is the second number.
To get the totals for every booking at once, select Export on the Bookings tab, open the notification that says the export has completed, and select Click here to download. The CSV has one row per booking, with Tickets Purchased (the total — the 3 in 1/3) and Tickets Allocated (the 1) as separate columns. See Audience & bookings (Document ID: 196).
What blocks are unique to RSVP forms?
Calendar, Event Location, RSVP (acts as submit), Tickets, and Payment Method (required for paid events). See The RSVP page (Document ID: 189).
Do I need Xero enabled for invoicing?
If invoicing via Xero, select Xero in the Payment Method block's invoicing dropdown so invoices generate in Xero (via the Xero Integration). Bookings you create by hand in the event's Bookings section have an Integrate with Xero checkbox, whose starting position comes from Integrate Events with Xero by default in your invoice settings — see Event ticketing with Xero invoicing (Document ID: 278).
What are email Send Rules?
In the event email builder, Send Rules let you target recipients by RSVP status (for example, Attending or No RSVP).
What is AutoMail?
It marks an email to auto-send to anyone added to the event later (ideal for initial invites). It does not combine with Send Rules.
Why can't I tick AutoMail?
The AutoMail checkbox in the event's Emails section is disabled until the email qualifies for it. There are two reasons it will be greyed out:
- The email is neither scheduled nor sent. AutoMail triggers off a send, so it needs something to trigger from. If the email's Schedule Time is empty and it hasn't been sent yet, AutoMail cannot be ticked. Schedule or send the email first, then tick AutoMail.
- The email has Send Rules attached. AutoMail and Send Rules cannot be used on the same email. Send Rules target recipients by RSVP status, while AutoMail sends to anyone newly added to the event, so the two conflict. Clear the Send Rules if you want to use AutoMail on that email, or use a separate email for each purpose.
If AutoMail is greyed out on one email but available on another, check that email's Schedule Time and Send Rules columns first — one of the two is almost always the reason.
How do RSVP SMS work?
Send from a text message number (Sender Number); only Yes/Y or No/N count, and only within 24 hours of the scheduled send.
Where can I report on attendance later?
Use Lists (Event + RSVP criteria), Contact → Insights (graphs and detailed stats with export), and Organisation → Insights (per-organisation attendees).
Where do receipts and tickets appear?
On the contact's Finance tab (Receipts + Tickets sub-tab) and in the Receipts Action Centre (filterable by tickets).
Can I customise RSVP options?
Yes. Use Settings → Features → Events to add options beyond the five built-in statuses (Attending, Not attending, Attended, Did not attend and On waitlist) and choose where they are available. The five built-in statuses themselves cannot be changed.
How do I change allocations or tickets for a group booking?
Allocated contacts can be reassigned on the Bookings tab of the event's Bookings section. Select the specific table in the group booking and change the contacts in each row for each ticket.
Can I customise the confirmation email sent when someone buys a ticket?
No. The confirmation email on purchase event setting sends a standard SwiftFox confirmation for event ticket purchases. Its content and format are fixed and cannot be edited.