Preferences
Manage your personal settings and notification preferences in Evencia.
Overview
The Preferences page lets you customize how Evencia works for you. You can set your preferred timezone so that dates and times are always shown correctly, and — if your account has the right permissions — configure automatic WhatsApp messages that are sent to new users when you create their accounts.
Where to find Preferences
From the main navigation, select Preferences.
Before you start
- You need the Preference: Edit permission to access the Preferences page and change the timezone.
- You need the Preference: Account Creation WhatsApp permission to configure the WhatsApp notification settings.
If you cannot see the Preferences page or a specific section within it, contact your administrator to check your permissions.
Timezone
What it does
The timezone setting controls how dates and times are displayed throughout Evencia for your account — for example, event dates, schedules, and message timestamps.
How to change your timezone
- Go to Preferences from the main navigation.
- Under Timezone, open the timezone selector and choose your location.
- You can type to filter the list and find your timezone quickly.
- Select Save timezone.
Your preferred timezone is applied immediately across the platform.
Account Creation WhatsApp
What it does
When you create a new user account in Evencia, the platform can automatically send that user a WhatsApp message containing their login credentials. This setting lets you turn that feature on or off and choose the exact message template that gets sent.
This section is only visible if your account has the Preference: Account Creation WhatsApp permission.
How to configure it
- Go to Preferences from the main navigation.
- Under Account Creation WhatsApp, select Configure.
A configuration panel opens. Follow the steps below.
Step 1 — Enable or disable the feature
At the top of the panel, use the toggle to turn the automatic WhatsApp message on or off.
- Enabled — A WhatsApp message will be sent automatically every time you create a new user.
- Disabled — No WhatsApp message is sent. All other settings are reset to their defaults when you save.
Step 2 — Select a WhatsApp template
When the feature is enabled, choose the message template to use from the WhatsApp Template dropdown.
- Only approved templates are shown in the list.
- The number of approved templates versus total templates is shown below the dropdown.
- Templates from your connected WhatsApp account are marked with 🌐; templates configured in Evencia are marked with ⚙️.
A live preview of the selected template appears on the right side of the panel (or below the template selector on smaller screens), so you can see exactly what the message will look like.
Step 3 — Upload a header image, video, or document (if required)
Some templates include a media header — an image, video, or document that appears at the top of the WhatsApp message.
If the selected template requires a media header:
- Select the upload area under Header Media.
- Choose a file from your device.
- Image: JPG, PNG, or WebP — maximum 5 MB.
- Video: MP4 — maximum 16 MB.
- Document: PDF — maximum 100 MB.
- Wait for the upload to complete. A preview of the uploaded file appears.
To replace the file, select the ✕ button next to the uploaded file, then upload a new one.
Step 4 — Map template variables
Most WhatsApp templates contain variable placeholders — for example, {{1}} for the user's name or {{2}} for their password. You need to tell Evencia what information to fill in for each placeholder.
For each placeholder listed under Parameter Mapping:
- Open the dropdown next to the placeholder.
- Choose the user information to insert at that position — for example, the user's name, email address, or a temporary password.
- If you want to insert a fixed piece of text (the same for every new user), choose Static Value (type manually) and type the text in the field that appears.
Placeholders are grouped by section:
| Section | What it maps |
|---|---|
| Header | Variables in the message header text |
| Body | Variables in the main message body |
| Button URLs | Dynamic links in message buttons |
| Footer | Fixed text shown below the message — no mapping needed |
All required placeholders must be filled in before you can save.
Step 5 — Save
Select Save settings to apply your changes.
The panel closes and the Account Creation WhatsApp section now shows whether the feature is enabled or disabled, along with the name of the selected template.
Select Cancel at any time to close the panel without saving.
Fields reference
Timezone
| Field | What it means |
|---|---|
| Timezone | The region and city that matches your location. Evencia uses this to display all dates and times in your local time. |
Account Creation WhatsApp
| Field | What it means |
|---|---|
| Enable / Disable toggle | Turns the automatic WhatsApp message on or off. |
| WhatsApp Template | The approved message template to send to new users. |
| Header Media | An image, video, or document to include at the top of the message (only shown when the template requires it). |
| Parameter Mapping | Connects each variable in the template to a piece of user information, such as name or login credentials. |
Common problems
I cannot see the Preferences page
You need the Preference: Edit permission. Contact your administrator.
I cannot see the Account Creation WhatsApp section
This section is only visible to users with the Preference: Account Creation WhatsApp permission. Contact your administrator if you need access.
The template dropdown is empty
No approved WhatsApp templates are available. Templates must be approved through your WhatsApp Business Account before they appear here.
TODO: Verify where users manage or submit WhatsApp templates for approval.
I cannot save the settings
Make sure all required parameter mappings are completed. Any field with a red border is missing a value. Fill in all required mappings, then try again.
The media file fails to upload
Check that your file meets the size and format requirements:
- Image: JPG, PNG, or WebP — maximum 5 MB.
- Video: MP4 — maximum 16 MB.
- Document: PDF — maximum 100 MB.
Tips
- Use the template preview panel to confirm that the message looks correct before saving.
- If you want to send the same text to every new user for a particular variable (for example, a fixed welcome note), choose Static Value (type manually) for that placeholder.
- You can disable the WhatsApp notification at any time without losing your template selection — simply toggle it off and save, then re-enable it later.