Events

Overview

Events lets you create a public registration page for any gathering — a conference, AGM, retreat, camp, or dinner. Attendees fill in a form and pay online. Everything is recorded automatically: registrations, payments, room bookings, and merchandise orders.

Each event is independent and fully configurable. You control what information you collect, whether room selection is required, whether you sell merchandise, and when registration opens and closes.

Creating an Event

1. Go to Events → Add Event
2. Fill in the name, description, dates, location, and registration fee
3. Set a registration deadline and max attendees if needed
4. Configure what information to collect (see sections below)
5. Save — a public registration link is created immediately

Each event gets a unique URL based on its slug (e.g. /yourname/events/annual-conference-2025/). Share this link directly, via SMS, or by displaying the QR code. Attendees can register and pay without an account.

Copying an Existing Event

When adding a new event, use Copy from existing event to clone another event's settings, custom fields, and room configuration. Only the structure is copied — attendees and orders are not.

What to Collect

By default the registration form collects name, phone, and the registration fee. You can enable additional fields in the event settings under What to Collect:

• Email address — can be optional or required
• Gender — useful for room assignment or reporting
• Date of birth — for age-based categories
• Photo — passport photo or profile picture
• Document — a file upload (e.g. receipt, ID scan, letter). You can set a custom label and make it conditional on a dropdown value (see below)

Custom Fields

Add up to 10 custom fields to collect any extra information at registration — T-shirt size, dietary requirement, region, membership number, and so on. Starter plans include 3 custom fields; Pro plans include up to 10.

Each field has a label, an optional required toggle, and a type:

• Text — free-form short answer
• Dropdown — a fixed list of choices (one per line in the Choices box)
• Number — numeric input
• Date — date picker
• Checkbox — yes/no tick box

Cascading Dropdowns

Link two dropdown fields so the second field's options filter based on the first — useful for Region → District, Chapter → Branch, or Category → Sub-category.

In the child field's Choices box, format each option as Parent > Child:

Greater Accra > Accra Central
Greater Accra > Tema
Ashanti > Kumasi
Ashanti > Obuasi

Then set the child field's Depends on to the parent field. When an attendee picks a parent value, only the matching child options appear.

Conditional Document Upload

You can make the document upload field appear only when a specific dropdown value is selected. For example, show "Upload your receipt" only when the attendee picks "Sponsored" in a Sponsorship field. Set this up under Document Upload → Show when.

Room Booking (Optional)

For events with accommodation, enable Room Booking in the event settings. Attendees choose a room when registering and pay the room fee as part of their registration. Room fees are separate from the base registration fee.

Setting Up Rooms

1. Enable Room Booking on the event and save
2. From the event overview, click Manage Rooms
3. Add rooms one by one, or upload a CSV with all rooms at once
4. Each room has a name, capacity, price, and optional details

Room Options

• Require room selection — attendees must pick a room to complete registration
• Gender-based assignment — each room can be marked as Male, Female, or Unisex. When enabled, the registration form only shows rooms that match the attendee's gender. Unisex rooms are shown to everyone.

CSV Upload

To add many rooms at once, download the sample CSV from the Manage Rooms page, fill it in, and upload it. The CSV supports a gender column — use male, female, or leave blank for unisex.

Rooms Dashboard

The Rooms Dashboard (accessible from the event overview) shows a live breakdown of all rooms: capacity, occupancy, and the list of attendees in each room. You can export this as a PDF picking list. If any attendees could not be auto-assigned a room at payment time (due to a room filling up at the last moment), a warning banner appears so you can assign them manually.

Merchandise Presale (Optional)

Sell event merchandise — T-shirts, caps, bags, or any physical item — directly on the registration form. Attendees choose what they want and the cost is added to their payment. This lets you collect money upfront and know exact quantities before the event.

Setting Up Merchandise

1. Enable Merchandise on the event and save
2. From the event overview, click Merch
3. Add items — give each one a name (e.g. Conference T-Shirt), a price, and an optional description
4. Under each item, add variants (e.g. Red / S, Red / M, Blue / XL) — attendees pick quantities per variant
5. Optionally set a stock limit per variant to cap how many can be ordered

Items without variants are not shown on the registration form — add at least one variant per item before opening registration.

Items and Variants

The two-level structure keeps things simple for attendees:

• Item — the product (e.g. Conference T-Shirt, Event Cap)
• Variant — a specific option under that item (e.g. Red / XL, Black / One Size)

Each item has a single price; variants share that price. An attendee can order different quantities of different variants of the same item (e.g. 1 × Red/L and 2 × Blue/XL).

Stock Limits

Each variant can have an optional stock limit. Once ordered quantities reach the limit, that variant is shown as sold out on the registration form. Leave the stock limit blank for unlimited. You can update the stock limit at any time from the Merch page.

Managing Items

From the Merch page you can:

• Toggle items active or inactive — inactive items are hidden from the registration form
• Edit an item's name, description, and price
• Delete items or variants that have no orders yet
• Update variant stock limits inline

Merchandise Dashboard

The Merch Dashboard shows a live order summary: total units ordered, total revenue, and a per-variant breakdown (your picking list). You can export it as a PDF to hand to the person fulfilling orders on the day. The dashboard also lists every attendee order linked to their registration.

How it Works for Attendees

On the registration form, a Merchandise section appears below the main form. Attendees enter a quantity (0 to skip) for each variant they want. The merch subtotal is shown live and added to their total payment. A summary of their order appears on the confirmation page before payment. Their receipt shows the full breakdown.

Registration Flow

This is what an attendee experiences:

1. Visits the event registration link
2. Fills in the form — personal details, custom fields, room selection, merchandise
3. Reviews their order summary (registration fee + room fee + merch)
4. Pays via MoMo, card, or USSD
5. Receives a confirmation screen with a unique reference code
6. Can retrieve their receipt at any time using the reference code on the event page

If registration is full or the deadline has passed, the registration page shows a closed message. Waitlist can be enabled to continue capturing interest.

Managing Attendees

Go to Events → [Event Name] → Attendees to see everyone who has registered.

Filtering and Searching

Filter attendees by name, phone, payment status, check-in status, room, or any custom field value. Use the cross-event attendees view (Events → All Attendees) to search across multiple events at once.

Breakdown Report

Go to Events → [Event Name] → Breakdown to analyse your attendee list by any field. Pick a field — gender, custom dropdown, date of birth, or any other — and the report shows how many attendees fall into each value, with percentages and a count total. Expand any group to see the individual attendees in it.

This is useful for logistics planning: know how many attendees are male vs female before assigning rooms, see which region most attendees are travelling from, or check T-shirt size distribution before placing your order. Export the breakdown as a PDF for offline use.

Check-in

Use the Check-in Desk on the day to mark attendees as arrived. Search by name, phone, or reference code and tap check in. Check-in status is reflected in real time across all devices.

Exports

Export the attendee list as Excel with full control over which columns to include — custom fields, room assignment, merchandise orders, and more. A PDF export is also available for printing.

Individual Receipts

Click any attendee to view their full detail page — registration info, room assignment, merchandise order, and payment breakdown. From there you can download or print their receipt.

Tips

• Use a short, memorable slug for easy sharing (e.g. agm-2025 instead of annual-general-meeting-2025)
• Add variants to all merch items before opening registration — items without variants are invisible to attendees
• Enable gender-based room assignment only if you have gendered rooms — it adds a gender requirement to the form
• Set stock limits on merch variants to avoid overselling a colour or size you have limited quantities of
• Export the attendee list the night before the event for offline check-in backup
• Share the Retrieve Registration link so attendees can re-download receipts without contacting you
• Use cascading dropdowns for structured data like Region → District to keep your export data clean
• Copy last year's event when creating a new one — it saves time and keeps your custom fields consistent