Events — Workflows: step-by-step

This page brings together the end-to-end workflows for running an event in SwiftFox. Each workflow is a self-contained set of numbered steps. For full detail on any one area, see the dedicated user guide for that part of Events.

A) Create an event (with optional Sessions/Tickets)

1. Go to Events and click Create event.
2. Enter Name, Description, Event Tags, Timezone, and Start/End date.
3. Set the Location: Venue (address lookup) or Online/Hybrid (paste an online meeting link).
4. (Optional) For Online/Hybrid events, click Create Zoom Webinar to auto-create a Zoom Webinar and enable attendance sync.
5. Expand Settings and toggle Tickets (which reveals Confirmation email, Capacity, and Waitlist), Sessions, and Guest User Access as needed.
6. (Optional) Expand Goals and Points and enable Points to set the points and the RSVP status that accrues them.
7. (Optional) Add Custom Fields for event metadata and filtering, and set Sharing to control who can access the event.
8. Click Next. The next steps depend on your toggles: Tickets and/or Sessions, then Invite List → RSVP Page → Email/SMS → Overview (plus a Guest Access step if enabled).

B) Build sessions (if enabled)

1. In Sessions, click New Session.
2. Enter the Session Name and Time.
3. Use the eye icon to view assigned users (availability depends on your account).

C) Configure tickets & discounts (if enabled)

1. In Tickets, click New ticket and choose General ticket or Group ticket.
2. Enter Ticket name, Price, and Ticket capacity, set Show ticket, and optionally toggle Add ticket description.
3. Under Advanced ticket settings, click Add Ticket Criteria to restrict visibility via the List Builder.
4. Open Financial ticket settings to set Item, Account, Tax rate, tracking categories, and the Tax inclusive checkbox, then save.
5. (Optional) Create Discounts — define the Discount Code, Description, Discount Type (Fixed rate/%), Discount amount, Single use or Usage limit, Date range, the tickets it applies to, and financial details (tax rate and tax inclusive are inherited from the ticket), then save.
6. Review the Discounts table and use View / Edit / Disable or View Code as needed.

D) Build the invite list & manage bookings

1. In Invite List, use the Search for lists or people to add field to add a saved list or individual contacts, then click Add.
2. Use the table to search/sort/filter/export, or show/hide columns.
3. Inline-edit a person's RSVP, or change many at once via Actions → Bulk Update.
4. Open the Bookings tab, click a booking, open the ticket, and assign contacts to group slots. Export gives a CSV with one row per booking, including Tickets Purchased and Tickets Allocated — it arrives as a notification with a download link.
5. (Optional) Use Actions → Create Call List to phone remaining invitees.

E) Build the RSVP page (form)

1. Click Create RSVP Page and name it.
2. Drag the Calendar, Event Location, and RSVP Button blocks (set the RSVP Button's target value). Place the RSVP Button last — it acts as submit.
3. Drag the Tickets block and select the available tickets (allow quantity if needed).
4. For paid events, drag the Payment Method block and configure a provider or enable Invoicing. If using the Xero Integration, select Xero in the invoicing dropdown.
5. For group bookings, use Add/Update Contacts (multiple). If you disable choose-quantity, the quantity defaults to the number of contacts added.
6. Preview/Publish, or use Save & Close to return to the event.

F) Send event emails (to the invite list)

1. In Email/SMS → Emails, click Create New Email.
2. Complete the four steps: Campaign → Recipients → Design → Schedule.
3. In Recipients, use Send Rules to target RSVP segments (for example, Attending for reminders, No RSVP for nudges).
4. In Design, add Location, RSVP Link (select the event's RSVP form), and Calendar blocks if desired.
5. Send now or Schedule (including Predict/Stagger).
6. (Optional) Mark as AutoMail so invitees added later get the initial invite automatically (AutoMail does not combine with Send Rules).

G) Send RSVP SMS (and constraints)

1. In Email/SMS → SMS, click Create RSVP SMS.
2. Set the Message Name, From sender (a Sender Number, not a custom name), Send Rules, your message (with @Merge field tokens), the Unsubscribe opt-out method, and the Schedule.
3. Remember: RSVP replies are only processed within 24 hours of the scheduled send, and only Yes/Y and No/N count.

H) Publish to website/portal

1. In Overview → Publish (Publish to SwiftFox Websites), choose the Website page.
2. Choose which RSVP form to link (you can keep separate public and portal forms with different tickets/fields).
3. Click Add to publish (the listing shows a Unique URL), and set a cover image using the option below the table.

I) Review details, tasks, and comments

1. In Overview → Details, confirm the summary and RSVP stats.
2. In Tasks, create/view/export tasks; use Linked to to jump back to the event.
3. In Comments, collaborate with teammates, then Save & Close.

J) Clone a past event

1. On the Events home, click ⋯ → Clone.
2. Choose Clone with Emails, Clone with RSVP Page, and/or Clone with Attendees.
3. Name the clone and create it.