Workshops
Create and manage focused sessions within your event, and let guests sign up for the ones they want to attend.
Overview
The Workshops feature lets you create focused sessions within your event — breakout groups, hands-on activities, presentations, or any time-limited session where only a limited number of guests can participate.
Where to find Workshops
Once you have selected an event, find Workshops in the event's left-hand navigation.
Inside the Workshops section you will find three tabs at the top:
| Tab | What it does |
|---|---|
| Workshops | Create and manage workshop sessions. |
| Registrations | View and manage guest registrations for workshops. |
| Scan Logs | See guest check-in and check-out activity at each workshop. |
The tabs that appear depend on your permissions. If a tab is not visible, contact your administrator.
Before you start
- You need an Organizer or Event Manager role for the event, or an administrator account.
- At least one Venue must exist in the event before you can create a workshop — workshops are assigned to a venue.
- At least one Tag must exist in the event before you can create a workshop — tags control which guests see which workshops in their registration link.
- Guests receive their workshop selection link through a separate communication (for example, an email or WhatsApp message). The link is unique to each guest.
How to manage workshops
Step 1 — Open Workshops
From your event's navigation, select Workshops.
You will see all existing workshops displayed as cards.
Step 2 — Create a workshop
Select Add Workshop in the top-right corner.
A form will open. Fill in the following fields:
| Field | What to enter |
|---|---|
| Title | The name of the workshop as guests will see it. Maximum 50 characters. Required. |
| Venue | The location within the event where this workshop takes place. Select from the venues you have created for this event. Required. |
| Start | The date and time the workshop begins, in the event's timezone. Required. |
| End | The date and time the workshop ends. Must be after the start time and within the event's dates. Required. |
| Capacity | The maximum number of guests who can register. Must be between 10 and 50,000. Required. |
| Tags | One or more tags. Only guests who have one of these tags assigned will see this workshop in their registration link. Required. |
| Description | A description of the workshop that guests will see when choosing sessions. Maximum 2,000 characters. Required. |
Select Create to save the workshop. It will appear as a card on the Workshops page.
Step 3 — Edit a workshop
To change a workshop's details:
- Find the workshop card and select the pencil icon (Edit).
- Update the fields you want to change.
- Select Update to save.
Step 4 — Delete a workshop
To remove a workshop:
- On the workshop card, select the trash icon (Delete).
- Confirm the deletion.
The workshop is moved to the trash. It is not permanently removed — you can restore it if needed.
Step 5 — Restore or permanently delete a workshop
If you have the restore or permanent delete permission, a filter bar appears at the top of the page:
- Select Trashed to see deleted workshops.
- Select the restore icon (circular arrow) to bring a workshop back.
- Select the X icon to permanently delete the workshop. This cannot be undone.
Searching and filtering
At the top of the Workshops page you can:
- Search — type in the search box to find workshops by title or venue name. Results update as you type.
- Filter by status — switch between Active, Trashed, and All workshops (visible only if you have restore or permanent delete permission).
Workshop cards
Each workshop card shows:
| Information | What it means |
|---|---|
| Title | The name of the workshop |
| Schedule | Start and end time, shown in your personal timezone |
| Venue | The location where the workshop takes place |
| Capacity | The total number of spots available |
| Tags | The tags assigned to the workshop |
| Trashed badge | Shown if the workshop has been deleted |
How guests register for workshops
Guests do not log in to Evencia to register for workshops. Instead, each guest receives a personalised workshop link (for example, sent by email or WhatsApp).
When the guest opens their link, they see:
- A welcome message with their name and the event name.
- Workshops grouped by day.
- For each workshop: the title, time, venue, capacity, and description.
- A Register button to sign up, or an Unregister button if they are already registered.
- A Full badge on workshops that have reached their capacity.
The guest can register for and unregister from workshops freely using their link. Each registration is recorded immediately.
Common problems
I cannot see the Add Workshop button
You may not have the permission to create workshops. Contact your administrator if you believe you should have access.
The venue or tag I need is not in the list
Venues and tags must be created inside the event before they appear in the workshop form. Go to Venues or Tags in the event navigation to add them first.
The start or end time is rejected
Workshop times must fall within the event's own start and end dates. Check that your workshop schedule is within the event period.
A guest says they cannot register — the workshop shows as Full
The workshop has reached its capacity limit. You can increase the capacity by editing the workshop. Note that the new capacity cannot be lower than the current number of registrations.
I cannot see the Trashed or All filters
These filters are only shown to users who have restore or permanent delete permissions. If you need to restore a deleted workshop, contact your administrator.
Tips
- Use tags carefully — a workshop is only visible to guests who carry one of the assigned tags. If a guest's link shows no workshops, check that their tags match at least one workshop.
- Set a realistic capacity — once a workshop is full, guests will see a Full badge and will not be able to register.
- Give workshops a clear description so guests can make informed choices when selecting sessions.
- Workshop times are entered in the event's timezone and shown to staff in their personal timezone.
Related features
- Registrations — see who has registered for each workshop.
- Scan Logs — track guest attendance at workshops on the day.