Events

Overview

The Events feature is your starting point in Evencia. An event represents a single occasion you are organising — a conference, gala, workshop, or any other gathering. From the Events page, you can create new events, update their details, and select the event you want to work in.

Everything else in Evencia — guests, badges, forms, emails, and more — lives inside an event. You must select an event before you can access those features.

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Where to find Events

From the main Evencia navigation, select Events.

You will see all the events you have access to, displayed as cards.

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Before you start

• You need at least the Organizer or Event Manager role to view and access events.
• To create an event, you need the Organizer role (or you must be an administrator).
• Administrators can see and manage all events across all organizers.

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Understanding the Events page

Each event appears as a card showing:

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How to use Events

Step 1 — Open the Events page

From the main navigation, select Events.

Step 2 — Create an event

Select Create Event in the top-right corner of the page.

A form will open. Fill in the following fields:

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Select Create Event to save. The new event will appear on the Events page.

Step 3 — Select an event to work in

To manage an event's guests, emails, forms, and other features, you first need to select (enter) the event.

On the event card, select Select.

You will be taken directly into the event's main section based on your role:

• Organizers are taken to the event statistics.
• Event Managers are taken to the guest list.
• Scanners are taken to the check-in scan page.
• Printers are taken to the badge printing page.

Step 4 — Edit an event

To change an event's name, dates, description, timezone, or capacity:

1. Find the event card and select the pencil icon (Edit).
2. Update the fields you want to change.
3. Select Update Event to save your changes.

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Note: Changing the event name will automatically update the event's link throughout Evencia.

Step 5 — Delete an event

To remove an event you no longer need:

1. On the event card, select the trash icon (Delete).
2. Confirm the deletion in the dialog that appears.

The event is moved to the trash. It is not permanently removed yet — you can restore it if needed.

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Searching and filtering events

At the top of the Events page, you can:

• Search — type in the search box to find events by name or description. Results update as you type.
• Filter by status — use the Active / Trashed / All buttons to switch between:
  • Active — events that are currently in use (default view).
  • Trashed — events that have been deleted and are waiting to be restored or permanently removed.
  • All — all events regardless of status.

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Common actions

Restore a deleted event

If you accidentally deleted an event, you can restore it:

1. Switch to the Trashed filter.
2. Find the event and select the restore icon.
3. Confirm the restoration.

The event returns to the active list.

Permanently delete an event

If you want to completely and irreversibly remove an event:

1. Switch to the Trashed filter (the event must be in the trash first).
2. Find the event and select the X icon (Permanently Delete).
3. Confirm the permanent deletion.

Warning: This action cannot be undone. All data associated with the event will be permanently removed.

Suspend an event (administrators only)

Administrators can suspend an event to prevent non-admin users from accessing it — for example, if there is a problem that needs to be resolved.

1. On the event card, select the lock icon (Suspend).
2. Enter a reason for the suspension.
3. Select Suspend Event.

The event will show a Suspended badge and a message explaining why it was suspended. Non-admin users will not be able to enter the event while it is suspended.

Unsuspend an event (administrators only)

To restore access to a suspended event:

1. On the event card, select the unlock icon (Unsuspend).
2. Confirm the action.

The event returns to normal and all users can access it again.

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Common problems

I cannot see the Create Event button

You may not have the required permission to create events. Only Organizers and Administrators can create events. Contact your administrator if you believe you should have access.

I cannot select an event

If the Select button is not visible, the event may be suspended. Suspended events show a Suspended badge and cannot be entered by non-admin users. Contact your administrator for more information.

I cannot edit or delete an event

You can only edit or delete events that belong to you. If the edit and delete icons are not visible, you may not have permission for that event. Contact your administrator.

The event is not in my list

Use the All filter to see all events including trashed ones. If you still cannot find it, it may belong to a different organizer and you may not have been assigned to it.

The start or end date looks wrong

Dates on event cards are shown in your personal timezone (set in your account preferences), not necessarily the event's own timezone. The event timezone is used for internal scheduling.

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Tips

• Set the event timezone carefully when creating the event — it affects how dates and times are recorded for all guests and communications.
• Use a clear, descriptive event name since it appears throughout Evencia and in all guest-facing communications.
• Set a realistic capacity — the guest count shown on the card lets you track how close you are to filling the event.

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Related features

After creating an event and selecting it, you can use: