FAQ: Setting Up Events

HOW DO I GET STARTED WITH A NEW EVENT?

From the Dashboard click the 'New Event' button. From inside an existing event, select 'Create New' from the purple navbar. A blank 'Setup' page will be generated, requesting the most basic required event info.

For quickest results start by selecting an Event Manager, then fill in these fields: Event Name, Date, Time, whether you will allow Free registrations (by Invite or via the Register Page) and your Free Guest Maximum (This can be changed later from the Packages tab). Then click 'Save '. Your event is ready to go and you can start inviting people.

At this point all the other event input fields and options will appear. You can fill in as many of these additional fields as you wish but they are all optional.

HOW DO I CREATE A WEB PAGE FOR MY EVENT?

When you create a new event, SeatRobot automatically creates a Register page for you: this page will display any Registration Package you create and toggle on in 'Packages', both free registration and tickets.

Note: Ticket Packages (paid) are only available if you have set up Seatrobot Ticketing, including linking Seatrobot's payment processor to your bank account. If Ticketing is not set up in your account, click here to contact us.

SeatRobot creates the page using the information you entered during initial event setup - it automatically places your event name, date and venue, event description, onto the pages, and puts your default organization’s event image at the top. It creates calendar links ands social media share buttons and includes those in the page too. The colors and logos on the page are customized and set in your Admin section on the Org Details page.

You can customize this base page further and add much more content to it using the Register Page features. Here you can select which personal info fields people registering for your event must fill in; you can add additional content pages to the page, such as an event agenda, a page of speakers, custom content, sponsor information etc.; you can also create additional Registration Questions for your guests to submit when they register.

You can copy the URL for the Register Page from the Setup page or from the globe icon in the event's row in the Dashboard and add them to your company website, facebook page, Twitter feed, or include them in your Seatrobot invite emails.

If you toggle your event 'on' in the Dashboard it will also appear on your account's main Events Page.

HOW CAN I LET PEOPLE KNOW ABOUT MY EVENT?

To let contacts from your database know about your event, invite them (either individually or via contact lists) by creating an Invite on the 'Emails' page. When you invite people from Seatrobot, they receive an invite email with 'Confirm / Decline' buttons and their own personalized Registration page. When they accept your invite they automatically show up as confirmed in your Guest List.

If you want your contacts to be able to promote your event to other people you don't know, use the event's Register Page. Copy the URL from your Setup page, or from the Dashboard and include them in emails, on your website, Facebook page etc.

SOME DETAILS OF MY EVENT HAVE CHANGED. WHAT SHOULD I DO?

You can update any of the Event Info you entered during Event Setup at any time. Click on Setup and simply change the information in the fields you previously entered.

Doing this will automatically update the info as it appears on all guest ‘Your Registration’ pages, and the Register Page for your event. If you used Event Macros in your Direct and 3rd Party Invites and Confirmations, the info you changed will also automatically update in all emails sent out from the event from this point onwards.

If you have a change you want to proactively notify your guests about, you can send a Custom Email.