Creating an event

Events are built in a guided multi-step builder (typically 5 to 8 steps, depending on the options you enable). The first step is Details, where you set the core information and turn on optional capabilities. To begin, go to Events and click Create event.

Step 1 — 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).
• 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 — uses an address lookup to set a physical location.
• Online — requires an online meeting link.
• Hybrid — combines a venue and an online meeting link; you must provide 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 step.
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 a Tickets step. 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 step for internal session assignments.
• Guest User Access — lets external participants (for example volunteers or contractors) access the event using a PIN login, and adds a Guest Access step (see Guest user access for events).

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

Expand the Sharing dropdown to control which users or user groups can access this event.

Moving to the next step

1. Complete the Details step.
2. Click Next.
3. The steps that follow depend on the toggles you enabled: Tickets and/or Sessions appear first if enabled, then Invite List → RSVP Page → Email/SMS → Overview. (Enabling Guest User Access adds a Guest Access step.)