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Tools

Add/Edit Event Tool

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.

  • You can configure events (with or without registration) without having to define rooms, which is useful for off-site events. You can also choose any location, not just those associated with the congregation or parish assigned to the event, which is perfect 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 from now.
  • 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: SPoCs can grant user access to this tool.

Add an Event Record

  1. Go to the Events page.
  2. From the Tools menu, 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 so the new Event record is updated. For more information on recurrences, see Event Series.
  6. In the REGISTRATION section, define the information needed if you want to require individuals to register to attend the Event.
  7. You can choose to add a Product from here, which can save lots of time! Remember, a Product is required for Events with registration.
    1. Click Add Product.
      Tip: A name is automatically generated based on the Event Name, but you can change it, if needed.
    2. Add the base Cost and required Deposit amount for this Event, if needed.
    3. Add any necessary Option Groups, and define one or more Option Prices 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. Set up any necessary Promo Code(s).
    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 Check-In should be used for this Event, and, if so, how Search Results should display in Check-In Suite.
  10. If needed, map a Group to each Room, define Balance Priority values, and indicate whether each Room should be automatically closed 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 check box for Registration Active if you want 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 the previous steps to add another event, if needed.
  13. 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), and Product Option Price record(s) (if added).

Edit an Event Record

  1. Go to a Page that displays Events.
  2. From the Tools menu, select Add/Edit Event.
  3. Locate the existing event by searching 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: The Recurrence Pattern is not available when editing 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.

    If the event is part of a recurring series, you're prompted to update either this event and all future occurrences or this event only. Choose 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.
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Last updated: November 26, 2024