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 named at the end of each workflow. Each workflow names the section of the event to open; for how those sections are laid out — including the Setup, Attendance and Comms menus you'll see on a narrower window — see Events — Overview (Document ID: 190).

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, where your account shows it, set Sharing to control who can access the event.
8. Move on by selecting the section you need next in the bar across the top of the event — there is no Next button. The toggles add Sessions, Ticket types, Bookings and Guest access to the bar. Select Save and close at the top right when you're done.

Full detail: Creating an event (Document ID: 192).

B) Build sessions (if enabled)

1. In Sessions, click New session.
2. Enter the Session name and Session Timing, then select Save session.
3. Use the eye icon to view assigned users (availability depends on your account).

Full detail: Event sessions (Document ID: 198).

C) Configure tickets & discounts (if enabled)

1. In Ticket types, 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. Use View codes to see a discount's code; its ⋮ menu offers Edit, Disable and Delete.

Full detail: Event tickets (Document ID: 193) and Discounts (Document ID: 197).

D) Build the audience & manage bookings

1. In Audience, 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. In Bookings (which appears once Tickets is on), open the Bookings tab and choose Edit from a booking's ⋮ menu to open the Managing individual tickets panel, then assign contacts to the 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) In Audience, use Actions → Create Call List to phone the people remaining.

Full detail: Audience & bookings (Document ID: 196).

E) Build the RSVP page (form)

1. In RSVP, click Create RSVP Page and name it.
2. Drag the Calendar, Event Location, and RSVP blocks (set the RSVP block's target value). Place the RSVP block last — it acts as submit.
3. Drag the Tickets block and select the available tickets (allow quantity if needed). To collect a name for every seat bought, tick Collect attendee details for each ticket.
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 where Collect attendee details for each ticket is off, use Add/Update Contacts (multiple). If you disable choose-quantity, the quantity defaults to the number of contacts added. Full detail: The RSVP page (Document ID: 189).
6. Preview & Publish, or use Save and close to return to the event.

Full detail: The RSVP page (Document ID: 189).

F) Send event emails (to the audience)

1. In 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 people added to the audience later get the initial invite automatically (AutoMail does not combine with Send Rules).

Full detail: Event emails (Document ID: 186).

G) Send an RSVP text message (and constraints)

1. In Text messages, click Create new text message.
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.

Full detail: Event text messages (Document ID: 195).

H) Publish to website/portal

1. In Publishing, 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.

Full detail: Publishing to website/portal & cloning events (Document ID: 199).

I) Review details, tasks, and comments

1. In Overview, the Details tab confirms the summary and RSVP stats.
2. On the Tasks tab, create/view/export tasks; use Linked to to jump back to the event.
3. On the Comments tab, collaborate with teammates, then select Save and close.

J) Clone a past event

1. On the Events landing page, open the ⋮ menu at the end of the event's row and select Clone.
2. Check the Event name — it starts as the original name with (copy) added.
3. Tick Clone with emails, Clone with RSVP forms and/or Clone with attendees.
4. Select Clone event, then open the new event and update its dates.

Full detail: Publishing to website/portal & cloning events (Document ID: 199).