Quick Start
Get familiar with Evencia and start managing your first event.
Evencia is an event management platform that helps you handle every part of your event — from guest registration and badge printing to communications and on-site check-in.
This guide walks you through the core steps for setting up and running your first event.
1. Sign In
Open Evencia and sign in with your account credentials.
If you have just been invited, check your email for a welcome message containing your login link. Once signed in you will land on the main Events page.
If you cannot sign in or need access, contact your Evencia administrator.
2. Create an Event
Navigate to Events and click New Event.
Fill in the basic details:
- Event name — the name your guests will see
- Date and time — when the event takes place
- Venue — where the event is held
Save the event. It will now appear in your events list, and you can begin setting it up.
Events
Full guide to creating and managing events.
Venues & Gates
Define the physical spaces and entry points.
3. Add Your Guests
Open your event and go to the Guests section.
You can:
- Add guests one by one
- Import a list from a spreadsheet
- Let guests register themselves using a public form
Use Tags to group guests by type — for example, VIP, Speaker, Staff, or General Admission. Tags control which registration form guests see, which badge design they receive, and which communications they get.
4. Set Up Registration Forms
Go to Forms to create registration forms for your guest groups.
Each tag can have its own form with different fields. When guests register online, they complete the form assigned to their tag.
You can share the public form link directly with guests, or embed it on your website.
5. Configure Tickets (Optional)
If your event requires ticketing or payment, go to Tickets to create ticket types.
Set ticket names, prices, quantities, and whether they require approval. Guests who register through a public form can select the appropriate ticket type.
6. Design Badges
Go to Badges to design printable name badges for your guests.
Each tag can use a different badge layout. Badges automatically pull guest data such as name, company, and QR code.
When you are ready, print badges directly from the platform or export them.
7. Send Communications
Reach your guests before and after the event using:
- Email — campaigns, automated confirmations, and reminders
- WhatsApp — broadcast messages and two-way conversations
- SMS — direct text message campaigns
Email Management
Campaigns, templates, and automated emails.
Messages, campaigns, and a two-way inbox.
SMS
Send SMS campaigns to your guests.
8. Check Guests In on the Day
On event day, use the Scanning feature to check guests in at the gate.
Scanners use a mobile device to scan each guest's QR code. The system shows whether the guest is valid, which gate they are allowed to enter, and whether they have already been scanned.
If your event has workshops or parallel sessions, guests can also be checked in at individual workshop gates.
Scanning
Check guests in using QR codes at the gate.
Workshops
Manage sessions and track workshop attendance.
Next Steps
Once your event is running, explore the rest of the platform: