Event Settings
Configure every aspect of your event — from guest approval and payments to WhatsApp messages and digital badges.
Overview
Event Settings is where you control how your event works behind the scenes. From one place you can configure:
- How guest registrations are approved.
- Which payment provider processes ticket purchases.
- What guests see after they register.
- Whether guests receive automatic WhatsApp messages or SMS.
- How digital badges look.
- When the gate automatically checks guests out.
- Whether travel notifications are sent.
- What guests see when they try to use an already-used registration link.
- Whether guests are notified about RSVP changes.
- A full audit trail of every change made to your event (Activity Log).
You do not need to configure every setting — only the ones relevant to your event.
Where to find Event Settings
- Open your event from the Evencia dashboard.
- In the event menu, select Settings.
A two-panel page opens. On the left is a menu listing all the available setting sections. Select any section name to open its options on the right.
On mobile, tap Show Settings Menu at the top to open the menu, then select a section.
Before you start
- You must have the Organizer or Event Manager role for this event.
- Each settings section has its own permission. If a section is not visible in the menu, you do not have access to it. Contact your administrator if you believe you should.
- Administrators always have access to all settings.
Settings sections
Contact Scanner
The Contact Scanner section gives you a shareable link that staff or exhibitors can open on any device to scan guest badges and collect contact details.
What you can do here:
- Copy the contact scanner link to share it with anyone who needs it.
How to use it:
- In the Settings menu, select Contact Scanner.
- The scanner link is displayed in the field.
- Select Copy to copy the link to your clipboard.
- Share the link with the person who will use it.
Guest Approval
Control how guest registrations are processed and whether guests are notified of their approval status.
What you can do here:
- Choose between automatic and manual approval.
- Enable or disable email notifications when a guest is approved or declined.
How to use it:
- In the Settings menu, select Guest Approval.
- Set the Approval Mode:
| Mode | What happens |
|---|---|
| Automatic | Guests are approved instantly when they register. |
| Manual | Guests start as pending. You approve or decline them manually from the Guests page. |
- Set Status Notification:
| Setting | What happens |
|---|---|
| Enabled | Guests receive an email when they are approved or declined. |
| Disabled | No notification email is sent. |
- Select Save Guest Approval.
Payment Settings
Configure how ticket purchases are processed for paid events.
What you can do here:
- Select a payment provider.
- Choose the currency.
- Allow or prevent guests from buying multiple tickets in one order.
- Enter the credentials for your payment provider.
How to use it:
- In the Settings menu, select Payment.
- Choose your Payment Service from the list.
- Choose the Currency available for that payment service.
- Toggle Multiple Ticket Purchase on if guests should be able to buy more than one ticket per order.
- Enter the credentials for your chosen payment service (see the table below).
- Select Save Payment Settings.
Payment service credentials:
| Payment service | Fields required |
|---|---|
| SkipCash | Key Secret, Client ID, Key ID, and a payment timer (5–55 minutes) |
| Dibsy | Secret Key |
| PayPal | Client ID, Client Secret, and a payment timer (5–165 minutes) |
| Stripe | Secret Key and a payment timer (5–1425 minutes) |
The timer sets how long a guest has to complete payment before their session expires.
Note: Payment credentials are stored securely and encrypted.
Register Success Page
Design the page that guests see immediately after submitting their registration.
What you can do here:
- Write and format a custom success message using a rich text editor.
- Insert personalised information about the guest or event using placeholders.
- Include the guest's QR code so they can save it for check-in.
- Reset to the default template if needed.
How to use it:
- In the Settings menu, select Success Page.
- Use the editor to write your success message. You can format text, add images, change colours, and more — just like a word processor.
- To personalise the message, click one of the Available Placeholders on the right side panel. The placeholder is inserted at your cursor position.
- Select Save Success Page when you are done.
Available placeholders:
| Placeholder | What it inserts |
|---|---|
{{ guest.first_name }} | The guest's first name |
{{ guest.last_name }} | The guest's last name |
{{ event.name }} | The name of the event |
{{ tag.name }} | The guest's tag (category) name |
{{ qr_code }} | The guest's personal QR code |
| Workshop Button | A button linking to workshop registration (if enabled) |
Tip: Always include
{{ qr_code }}so guests have their QR code ready for event check-in.
If the editor is empty, select Load Default Template to restore the built-in success page.
Already Used Link Page
Design the page that guests see when they open a registration link that has already been used — for example, if a guest tries to register a second time with the same link.
What you can do here:
- Write and format a custom message using a rich text editor.
- Insert personalised information using placeholders.
- Reset to the default template if needed.
How to use it:
- In the Settings menu, select Already Used Link.
- Use the editor to write the message you want guests to see when their link has already been used.
- To personalise the message, click a placeholder from the Available Placeholders panel on the right. The placeholder is inserted at your cursor position.
- Select Save Already Used Link Page when you are done.
Available placeholders:
| Placeholder | What it inserts |
|---|---|
{{ guest.first_name }} | The guest's first name |
{{ guest.last_name }} | The guest's last name |
{{ event.name }} | The name of the event |
{{ tag.name }} | The guest's tag (category) name |
Tip: Use this page to reassure guests that they are already registered and explain what to do next, such as checking their email for their QR code.
If the editor is empty, select Load Default Template to restore the built-in design.
QR SMS
Automatically send guests a text message (SMS) with a link to their personal digital badge and QR code when they are registered.
What you can do here:
- Enable or disable automatic SMS delivery upon guest registration.
How to use it:
- In the Settings menu, select QR SMS.
- Toggle QR SMS Notification on or off.
- Select Save QR SMS Settings.
When enabled:
- Guests receive an SMS as soon as they are registered or imported.
- The SMS contains a short link to their personal digital badge page, which includes their QR code.
Note: SMS delivery depends on your SMS provider. Charges may apply.
Digital Badge
Customise the visual appearance of guest digital badges by adding a header image and a footer image.
What you can do here:
- Upload a header image (displayed at the top of the badge).
- Upload a footer image (displayed at the bottom of the badge).
- Remove either image.
- Preview how the badge will look before saving.
How to use it:
- In the Settings menu, select Digital Badge.
- Under Header Image, select a file to upload. A preview of the badge updates on the right.
- Under Footer Image, select a file to upload. The preview updates.
- To remove an existing image, select Remove next to the preview.
- Select Save Badge Settings.
Image requirements:
| Setting | Details |
|---|---|
| Accepted formats | JPEG, PNG, WebP |
| Maximum file size | 4 MB per image |
| Recommended width | 1200 pixels or wider |
Auto WhatsApp
Automatically send a WhatsApp message to each guest when they are approved.
What you can do here:
- Enable or disable automatic WhatsApp messages.
- Select which WhatsApp template to use.
- Map template placeholders to guest or event data.
How to use it:
- In the Settings menu, select Auto WhatsApp.
- Toggle Auto WhatsApp on.
- Select a WhatsApp template from the list.
- Map each placeholder in the template to the correct guest or event field.
- If the template has a media header (image, video, or document), provide the media URL and type.
- Select Save Auto WhatsApp.
Note: Only approved WhatsApp templates are available. Templates must be pre-approved through your WhatsApp Business Account.
When disabled, no automatic WhatsApp messages are sent on approval.
Auto Registration Form
Automatically notify guests when the event registration form is updated, prompting them to complete or re-submit their registration.
What you can do here:
- Enable or disable automatic email notifications about the registration form.
- Enable or disable automatic WhatsApp notifications about the registration form.
- Configure which WhatsApp template is used for the notification.
How to use it:
Step 1 — Set notification channels:
- In the Settings menu, select Auto Registration Form.
- Toggle Email Notification on to send an email with the registration link.
- Toggle WhatsApp Notification on to send a WhatsApp message with the registration link.
- Select Save Registration Form Settings.
Step 2 — Configure the WhatsApp template (if WhatsApp is enabled):
- In the same section, scroll to Registration Form WhatsApp Template.
- Select a template and map its placeholders.
- Select Save WhatsApp Template.
Gate Checkout
Automatically check out all guests who are still checked in at a specific time each day — useful for events where guests may forget to scan out at the gate.
What you can do here:
- Enable or disable automatic gate checkout.
- Set the time at which the auto-checkout runs.
How to use it:
- In the Settings menu, select Gate Checkout.
- Toggle Time-Based Auto Checkout on.
- Use the time picker to set the Checkout Time. The time is interpreted in the event's timezone.
- Select Save Gate Checkout.
Note: Manual checkout by scanners is always available, regardless of this setting.
When the set time is reached each day, all guests who are still marked as checked in will automatically be checked out.
Travel Notification
Notify guests about travel-related information for your event, such as transport arrangements or reminders.
What you can do here:
- Enable or disable email travel notifications.
- Enable or disable WhatsApp travel notifications.
- Configure the WhatsApp template used for travel notifications.
How to use it:
Step 1 — Set notification channels:
- In the Settings menu, select Travel Notification.
- Toggle Email Travel Notification on or off.
- Toggle WhatsApp Travel Notification on or off.
- Select Save Travel Notification Settings.
Step 2 — Configure the WhatsApp template (if WhatsApp is enabled):
- In the same section, configure the WhatsApp template and map its placeholders.
- Select Save WhatsApp Template.
RSVP Notification
Automatically notify guests when an RSVP response is recorded for them — for example, when they are added to or removed from an RSVP list.
What you can do here:
- Enable or disable RSVP notifications.
- Open the automated email that is sent to guests so you can customise its content.
How to use it:
- In the Settings menu, select RSVP Notification.
- Toggle RSVP Notification on or off.
- Select Save RSVP Notification.
To customise the notification email:
- Select Configure Email. This opens the automated email editor for the RSVP notification.
- Edit the email subject, content, and design as needed.
- Save the email from within the email editor.
Note: The Configure Email button is only available after at least one RSVP notification email has been set up for the event. If the button is not visible, the automated email may not have been created yet — contact your administrator.
QR Logo
Add your organisation's logo to the centre of every guest QR code, making badges look more branded and professional.
What you can do here:
- Upload a logo image to embed in QR codes.
- Remove the existing logo.
How to use it:
- In the Settings menu, select QR Logo.
- Select a file to upload.
- The logo is saved automatically.
To remove the logo:
- Select Remove logo.
- The logo is removed immediately.
Image requirements:
| Setting | Details |
|---|---|
| Accepted formats | JPEG, PNG, WebP |
| Maximum file size | 4 MB |
| Recommended shape | Square |
Tip: Use a simple, high-contrast logo. Complex logos can make the QR code harder to scan.
Activity Log
The Activity Log gives you a complete, filterable audit trail of every change made to your event — who did it, what changed, when, and from where. This is useful for accountability, troubleshooting, and compliance.
What you can do here:
- Browse all recorded changes, with the most recent shown first.
- Filter by action type, module, actor, or date range.
- Search by keyword (summary, record name, actor name, or email).
- View a detailed breakdown of exactly which fields changed and their old and new values.
- Export the full log (or current filter results) to a CSV file.
How to use it:
Viewing the log:
- In the Settings menu, select Activity Log.
- The log loads automatically showing all recent activity.
Filtering:
Use the filter controls at the top of the log to narrow results:
| Filter | What it does |
|---|---|
| Action | Show only created, updated, deleted, restored, uploaded, or file-deleted entries. |
| Module | Show only changes to a specific part of the event (e.g. Guests, Forms, Settings). |
| Actor | Show only changes made by a specific user, or by the system or public. |
| From / To | Show only entries within a date range. |
| Search | Find entries that mention a keyword in the summary, record name, or actor name. |
Viewing a single entry:
Select any row in the log to open a detail panel. The panel shows:
- The actor's name, email, and role.
- The action taken and the module affected.
- A field-by-field comparison of what changed (old value → new value).
- The source (web, API, system) and the actor's IP address.
- The user agent (browser/device) for web-initiated changes.
Batch actions:
When several changes were made at the same time (e.g. a bulk import), related entries are grouped under the same batch. The Batch count shown on each entry tells you how many changes were part of that operation. Select View batch to filter the log to that batch.
Exporting:
- Apply any filters you want to narrow the export.
- Select Export CSV.
- A CSV file is downloaded containing all matching entries, including old and new values for each change.
Note: The Activity Log section is only visible to administrators and to organizers who have been granted the
event-setting.activityLogpermission for their own event.
Common issues
I cannot see a settings section
Each section requires a specific permission. If a section is not visible in the left-hand menu, your account does not have permission to view or edit it. Contact your administrator.
The WhatsApp template list is empty
WhatsApp templates must be created and approved through your WhatsApp Business Account before they appear in Evencia. If the list is empty, no approved templates are available yet.
My payment settings are not saving
Check that all required fields for your chosen payment service are filled in. Each service requires its own set of credentials — refer to the credentials table in the Payment Settings section above.
The gate auto-checkout time looks wrong
The checkout time is displayed and entered in the event's timezone (shown next to the field). If your local time is different from the event timezone, make sure you enter the time in the event's timezone — not your own.
The success page editor is blank
Select Load Default Template to restore the built-in success page design. You can then customise it as needed.
The Activity Log section is not visible
The Activity Log is only accessible to administrators and to organizers who have the event-setting.activityLog permission for their own event. If you do not see it in the settings menu, contact your administrator to request access.
The Activity Log shows no entries
The log only records changes made after the Activity Log feature was enabled for your event. Changes made before that point are not retroactively captured.
Tips
- Enable Automatic Approval for open public events where you do not need to screen attendees.
- Use Manual Approval for invite-only or controlled events where each registration needs review.
- Always include the
{{ qr_code }}placeholder in your success page so guests have their QR code ready for check-in. - Use a square PNG or WebP for your QR Logo for the best result in the centre of the QR code.
- For paid events, double-check your payment credentials before your event opens — an incorrect key will prevent guests from completing purchases.