FAQs on Events

Find answers to common questions about features related to Events - sub-events, tickets, discounts, gift tickets, and payment options.

Sarita Markande avatar
Written by Sarita Markande
Updated this week

Why can't I update the event start date, and why is it greyed out?

Check if you are selecting a start date after the set end date. If so, change the 'End Date' first, then update the 'Start Date'.

Can people register at the door and be added to the Almabase guest list?

Yes, alumni can register until the event ends (e.g. from 6:00 PM to 8:00 PM). Registration closes promptly at the end time, and the page will indicate that registration is closed.

What does the green checkbox next to a guest's mapped name mean on the Guest Manager tab?

The green checkbox indicates a linked profile to a user (registered on the platform). No checkbox means the profile is not linked to a user (not registered).

Below there are two examples:

  • David Kennedy is registered (Green checkbox)

  • Kristina Cook is not registered (not checkbox)

How can I add a file or image to the event description?

Simply drag and drop the file into the description box.

Why can't I add a gift ticket to my event?

You likely haven't added a payment account to the event. Try adding an account to enable gift ticket addition.

Why am I unable to save a ticket?

No two tickets can have the same name. Change the name to save the ticket.

How can I send notifications on event registrations or changes to specific admins?

In "Send Notifications to" under Guests & Registrations, enter the desired email addresses.

Without specific emails, notifications go to all site and event admins.

Can I associate the same ticket with multiple sub-events?

It's advisable to have separate tickets for each sub-event. Using the same ticket can lead to purchase conflicts among sub-events.

Why are multiple payment options visible, and how can I have only the online payment option?

These options are for admins only when adding a guest to the event.

Can I remove the "I'm not attending" option on the registration page?

No, this option cannot be removed.

How can a guest purchase a ticket offline, or how can an admin pay on behalf of a guest?

  1. Go to the Guest Manager tab.

  2. Click the plus icon to register the guest.

  3. Choose the appropriate payment option as per how you'll collect payment from the guest.

Can I limit main guests/users to bringing only 1 guest to an event?

This is not currently possible. A workaround is to specify how many tickets are allowed per registration (except for mandatory ticket types).

E.g. If 2 guests are added with a user, totaling 3, the system permits adding tickets for only 2 due to a set limit.

How can I remove the "Login" option from events/giving pages?

  1. Go to the events/giving page's settings page.

  2. Turn on the toggle "Detach from engagement platform" under Other Settings.

Why do some registrations show no payment done on the registrations export?

Paid amount may show as 0 due to:

  • RSVP status for Might Attend/Won't be Attending.

  • A canceled registration.

  • Guest registering but abandoning the cart without payment.

How can I delete a guest from an event?

You cannot delete a guest; you can only cancel their registration.

Why can't I update the ticket details?

The price and type of a purchased ticket cannot be changed. But other details can be updated.

To edit the price and type, cancel the registration of guests who purchased that ticket.

Can I host an event using Zoom Meetings?

Yes, you can. Start by changing the event venue to "URL." Then add the Zoom Meeting URL to the field.

Can I edit discount codes after they've been used for registration?

Discount codes can be edited anytime, even after use.

How can I delete an event?

Only events without any registrations can be deleted. Once a user has registered, the event cannot be deleted.

To hide the event, unpublish it. The delete option is in Event Settings under Other Settings.

Can I restrict event visibility to verified users or specific affiliations/memberships?

Restrictions are only on event registrations based on:

  • Logged-in or non-logged-in users.

  • Group memberships (showing the event only to group members).

How can I restrict event sign-up to only registered users?

  • Currently, any registered user can sign up; there's no way to restrict it to only registered users.

  • We observed that if users have to wait to get verified, sign-up rates tend to falter.

  • However, to provide your team with flexibility, we allow Admins to cancel any registration if needed.

How do I cancel an upcoming event that already has registrations?

  • Once there's registration, you can't delete the event.

  • Our recommendations are to:

    • Include the word 'canceled' in the event title

  • Toggle off 'Accept registrations'

Can I stop the sale of tickets or add a new ticket when the event goes live?

Yes, you can stop sales of existing tickets or add new tickets.

  1. Go to 'Ticket Settings'

  2. Turn off the 'Publish' toggle.

  3. To add a ticket, follow the usual procedure to add a ticket.

What's the best way to "check-in" registrants for in-person events?

Assign a volunteer or admin to use the "guest manager" tab. Then, click the "Check-In" button as guests enter.

How can I update guest details, like email, name, and phone number after they've registered for an event?

Head to Guest Manager> Identify the guest in question > Click on View Details > Select View <Guest name> detailsπŸ‘‡
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Update the information as required πŸ‘‡

Note:

  • The first name, last name, phone number, and affiliations are linked between the primary guest and their registration.
    To update any of these details in the registration, just update them for the primary guest, and they will automatically be updated in the registration as well.

  • After updating guest details, if you wish to inform the registrant, you'll need to send a confirmation email manually.

Can I hide the discussion section on an event?

To disable it, toggle off "Show discussion on the event's page" under 'Other Settings'.

Can I customize the confirmation email for event registration?

You can customize it, but access is restricted to site admins. Changes may affect future updates to merge tags.

Can I duplicate a past event?

Yes, use the "Copy Event" button in the "Other Settings" section.

Do users need to be logged in to participate in an event discussion?

Yes, users must be logged in with a registered email ID.

Even if the toggle "allow guests to register without logging in or signing up" is on, only registered users will be allowed to post in the discussions section. This is to prevent spam.

Can I disable the register button on the event landing page?

Yes, keep the "Publish event" toggle on and the "Accept Registration" toggle off. Once the "Accept Registration' toggle is off, users will not be able to register for the event.

Will email addresses not in the database receive event registration notifications?

Yes, any valid email address in the "Send notifications to" field will receive notifications.

Why is a user not receiving event registration emails?

The user's email provider may be blocking the emails. Ask the user to whitelist the email domain.

How can I remove a ticket from an event if I receive an error code?

You can't delete a ticket with associated registrations. You can unpublish the ticket so it's not visible to future users.

Look for the 'Publish' toggle under 'Ticket Settings'.

How do I give guests the option to choose sub-events they want to attend?

Create a ticket and add it to the 'Associated tickets' field on the sub-event. The ticket does not need to be a paid one.

However, once you associate the ticket with a sub-event, the registrant will be shown the sub-event option.

Can I hide the count of people attending an event on the registration page?

No, you cannot hide the count. But you can show/hide guest names with the "Show registered guests on the event's page" toggle under the 'Guests & Registrations' section.

Why are my events not visible to some users?

The event could be set to 'Show only within certain affinity groups' under the 'Event Settings'. As such the event will be visible only to admins and members of the group.

How to get an export of details like phone number and email from the first page of event registration?

To export the information collected during the first step of event registration, such as Full Name, Email, Affiliation, Phone Number, etc. download the Guest Export instead of the Registration Export.

How can an Event guest make changes to their registration?

  1. If logged in:

    1. Navigate to the Event page

    2. Click on "Edit registration" to make changes.

  2. If not logged in:

    1. Go to the Event page.

    2. Click on "Register,".

    3. Enter the same email address used during the initial registration.

    4. A prompt to "Modify Registration" will appear.

Why are accompanying guests' names not visible in the event export? How do I get a full list of guests?

This issue occurs when the ticket type for those sub-events is set to open.

Open tickets are not specific to guests, so only the main registrant's name appears. To show both main and accompanying guests, choose any other ticket type that is not "open."

Why aren't guest names appearing in my event export?

Make sure to download the 'Guest Export' from the event. This will include all form entries and names of the registrants, eliminating the need to ask for names redundantly.

Why do only the main guests appear on the event export for some subevents?

Open tickets are the reason why accompanying guests aren't showing on the export for certain subevents.

Open tickets, often used for merchandise like school t-shirts, don't restrict quantity or assign names.

Consequently, all open tickets link to the main guest only. To include both main and accompanying guests, opt for a different ticket type.

How can I mark attendees as 'Attended' or 'No-Show' after an event?

After your event, use the Check-in Kiosk for a fast and efficient way to mark guests who attended or didn't.

Alternatively, you can manually update the status one by one via the Guest Manager, although this is more time-consuming.

How to disable the Check-in Kiosk?

Turn it off in the admin panel for the event.

Once RSVPed as No, can a guest change it to Yes? How?

If a registration for an event has been canceled, it can be edited or reinstated directly. Here are the steps to follow-

Click on "Update registration"

Now click on "Make Changes" to re-register.

Is there a way to do a partial reimbursement through Almabase? I have had alumni overpay their registration and would like to find the easiest way to pay them back.

  1. You can refund the extra amount from the payment gateway and update it on Almabase. Refunding from the payment gateway and editing the registration to remove the extra ticket that caused the additional payment would be better.

  2. Refunds cannot be initiated on Almabase as we do not collect payments. Refunds must first be made (full or partial) from the respective payment gateway. You can head to the payment merchant dashboard or reach out to their support team for refunds. Then, head back to Almabase and make a note of the refund as shown below πŸ‘‡

Why would a private event appear on the Home Page?

The private events appearing on the homepage are visible only to admins and registered guests and don't appear otherwise. The private events appear on the homepage Events cards but not on the all events page. (Eg: https://alumni.regencyuniversity.org/events)

How do I copy an event?

To copy an event, you can go to the event and see the three ellipsis menu. Click on "Duplicate event" option to copy the event πŸ‘‡
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How do I add guests to an event without publishing it or after registrations are closed?

If you toggle off Accept Registration, the registration button will grey out, and no further registrations will be allowed. If you toggle off Publish Event, the event will be unpublished from the event's page.

If you toggle off only Accept Registration or both Accept Registration and Publish Event, an admin can still access the page regardless.

The admin can access the event landing page using the three dots on the top right or by heading to the Guest Manager tab and clicking '+' on the bottom left to add a guest without publishing the event or once registrations are closedπŸ‘‡
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Use the Add Guest option available under Admin Actions πŸ‘‡
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Should I integrate Almabase with Zoom Meetings as we do with Zoom Webinars for Event Venue?

No, we do not have to have an integration for Zoom Meetings like we do for Zoom webinars.

If you want to add a Zoom meeting link, then in the "Events Venue", choose the URL and add the meeting link.


Please write to us at help@almabase.com or through the Intercom Chat πŸ’¬ if you have any queries or concernsπŸ˜„.

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