home

MinistryPlatform

RealmRealm AccountingMinistryPlatformGivingPDSACSConnectShepherdGrowth MethodHeadMasterRefresh WebsitesTrust CenterGo MethodMissionInsite
RealmRealm AccountingMinistryPlatformGivingPDSACSConnectShepherdGrowth MethodHeadMasterRefresh WebsitesTrust CenterGo MethodMissionInsite

What would you like to know more about?

Show Contents

Show Page Sections

thumbnailMinistryPlatform

Tools

Add/Edit Event Tool

Learn more about the Add/Edit Event tool in MinistryPlatform, including how to add and edit an event record with the tool.

The Add/Edit Event tool is a quick and easy way to add new events or edit existing ones. You can also create and edit registration products, option groups, option prices, and promo codes directly in the tool.

  • Configure events (with or without registration) without having to define rooms, which is useful for off-site events.
  • Select any location, not just those associated with the congregation or parish assigned to the event. This is helpful for church-wide events at one location where anyone can attend.
  • If needed, you can add, change, or cancel room reservations for multiple events in a recurring series.
  • You can launch the tool from a page or an open record. If you open the tool from a page, you'll need to search for an event to ensure it doesn't already exist before you add it as a new one.
    Note: You can search for events on any past date or up to 60 days in the future.
  • If you start adding an event then close the tool without saving, a draft is automatically saved. Next time you launch the tool and try to create a new event, you're asked to either restore your draft or start over.
Tip: Want a deeper dive on using the tool for events with registration? Check out the Add/Edit Event Tool Registrations webinar in the MinistrySmart Academy!

Add/Edit Event tool showing an example event called Parent Night In-n-Out

Add/Edit Event tool showing the Product Options

Add/Edit Event tool showing an example with Groups and Rooms selections

Note: To use this tool, you must have access through your security role. SPoCs can grant user access to this tool.

Add an Event Record

  1. In the navigation menu, click Events.
  2. Click Tools, and then click Add/Edit Event.
  3. Enter the event name, congregation or parish, date, or time you're looking for in the search box. If the event is not found, click Add New Event.
  4. Enter an event title, and select the type, primary contact, congregation or parish, and program. Optionally, enter a description and meeting instructions.
  5. In the WHEN section, select the appropriate event information and options.
    1. If this is a recurring event, click Set Recurrence, and select how often this event should occur.
      Note: Be sure to select Include and Update Current Record to update the new event record. For more information on recurrences, see Event Series.
  6. In the REGISTRATION section, complete the information needed to require individuals to register to attend the event.
  7. You can add a product, which can save lots of time! Remember, events with registration require a product.
    1. Click Add Product.
      The tool automatically generates a product name based on the event name, but you can change it.
    2. Add the cost and required deposit amount for this product, if needed.
    3. To add any necessary option groups, click Add Option Group and enter the option price(s) to be listed under each option group.
      Note: To remove an option price from the event, click the X next to the corresponding option price. This does not delete the option price but deactivates it, setting Active to No.
    4. To set up a promo code, click the Discounts tab, then click the Add Option Group button. Then, enter the necessary information for the promo code.
    5. When you're ready to create and use the product, click Save.
  8. In the WHERE section, you can specify the location, building(s), and room(s) where the event will take place.
  9. In the WHO section, indicate whether to use check-in for this event, and, if so, how search results should display in Check-In Suite.
  10. If needed, map a group to each room, enter the balance priority, and indicate whether to automatically close each room once it reaches maximum capacity.
    Tip: By default, only groups associated with the selected congregation or parish are available. Select Show All Active Groups to select any active group from any congregation or parish.
  11. Select the Registration Active checkbox to set the Registration Active field on the event record to Yes. This makes the registration available as of the registration start date and time.
  12. Click Save Event.
    The tool refreshes with a blank form, and you can search again. Repeat these steps to add another event, if needed.
  13. When finished, click Close.
When you save, you create the following:
  • Event record(s)
  • Room reservation record(s)
  • Product record (if added)
  • Product option groups (if added)
  • Product option price record(s) (if added)

Edit an Event Record

  1. Go to a page that displays events.
  2. Click the Tools button, then click Add/Edit Event.
  3. Search for the existing event. Search for the event name, congregation or parish, date, or time in the search box.
  4. Click the existing event in the drop-down list. If this isn't the event you wanted, click the X beside the search bar to locate another one.
  5. Add or edit any event information.
    Note: You can't edit the recurrence pattern for an existing event. That's only for new events. For more information on editing or extending an event series, see Event Series.
  6. Click Save Event.
    1. If the event is part of a recurring series, update either this event and all future occurrences or only this event. Select which record(s) to update, or click Cancel to go back to the tool.
    The tool refreshes with a blank form, so you can search again. Repeat the previous steps to add another event, if needed.
  7. Close the tool.
Webinar
portal
MinistryPlatform

Last updated: May 20, 2025

Related Articles: