How to create a New Event?

Follow these steps to create and configure a new event in Helpful Village.

1. Access the New Event Form

Navigate to Menu → Events List.

At the top of the Events List page, click ADMIN FEATURES and select NEW EVENT.

2. Enter the Event Details

Complete the fields provided in the event creation form with the relevant information.

Configure RSVP Requirements

Choose whether attendees must RSVP to the event.

The available options are:

• RSVP Required (see Event Description): Attendees must RSVP. Refer to the event description for additional details.
• RSVP Required: Attendees must RSVP to register for the event.
• No RSVP Required: Attendees do not need to RSVP.
• Blank: No RSVP option is explicitly selected.

Choose Who Can Register

Select the appropriate registration option for your event.

The available options are:

• Open to All

  The event is publicly visible on your Village's website. Anyone visiting your public site, including non-members, can view the event details and register if registration is enabled.

   

• Members Only (login required)

  The event appears on the public calendar with the label Members Only. Members must log in to their Helpful Village accounts before registering. Use this option for events that are exclusive to members and require login verification.

   

• Members Only (no login required)

  The event appears on the public calendar with the label Members Only, but registration does not require a login. Anyone can technically submit the registration form, although the event is intended for members.

   

• Volunteers Only (login required)

  The event appears on the calendar with the label Volunteers Only. Volunteers must log in to register, preventing non-volunteers from registering through the normal registration process.

   

• Volunteers Only (no login required)

  The event appears on the calendar with the label Volunteers Only. No login is required to submit the registration form, meaning anyone can technically register, although the event is intended for volunteers.

   

• Members + Volunteers

  The event appears on the calendar with the label Members and Volunteers. Both groups can view and register for the event. Whether login is required depends on your site's configuration.

   

• External Website Conditions

  Use this option when event visibility or registration is managed through an external website. If you select it, check the Is there external registration URL? box or include the external registration link in the event instructions.

   

• Blank

  If this field is left blank, the event appears on the calendar without a category label indicating who the event is intended for. Registration will not be available for this type of event.

   

Set a Registration Deadline

You may put a registration deadline and choose the type of ticket for this event.

If applicable, enter a registration deadline to specify the last date or time attendees can register for the event.

3. Configure Ticket Sales and Capacity

You can also choose the ticket sales type for your event.

 

The available options are:

• No Online Sales
• Tickets for Sale with Credit Card
• Tickets for Sale with Credit Card, Check, Cash

In this guide, we will select No Online Sales. The other ticket sales options will be explained in a separate article.

Set the Event Capacity and Price

You can specify the event's capacity and price, where applicable.

• Capacity: Leave the value at 0 for unlimited capacity. You can enter a specific number if you want to limit attendance.
• Price: Enter the applicable event price, if required.

You can also add an external URL or an online meeting URL, depending on the event format.

4. Enter the Event Location

Enter the event's location details so attendees know where the event will take place.

For online or hybrid events, make sure the relevant online meeting information is provided where applicable.

5. Add an Event Picture and Instructions

You can upload a picture to make your event more recognizable on the calendar.

You can also add instructions or additional information for attendees. These instructions will be included in the event confirmation and reminder emails, helping attendees prepare for the event.

6. Configure Additional Event Options

Helpful Village provides several additional settings to customize your event. Depending on your needs, you can:

• Send a reminder email: Enable a reminder email to be sent one day before the event.
• Accept donations: Allow donations to be collected for the event.
• Enable comments: Allow users to comment on the event, if this feature is available.
• Mark the event as canceled: Indicate that the event has been canceled.
• Assign a registered person: Associate a person who is already registered in Helpful Village with the event.

Specify the Organizer and Speaker

You can also specify the event's organizer and speaker, where applicable.

Set Up an Online Meeting

There are two ways to configure a Zoom meeting for your event:

• Recommended: Use the Zoom Module. This premium feature provides a more secure way to manage online meetings. Learn more in Why Should You Use the Zoom Module?.

• Alternative: Add a shared meeting link. You can include a shared Zoom link in the event details. However, this method is less secure. For instructions, see How to Create a Zoom Event with Version 1.

   

7. Configure Event Visibility

Choose whether the event should be visible to users.

• Visible: The event can be displayed to users according to the event's registration and visibility settings.
• Not visible: The event will only be visible to administrators.

In this section, you can also select a local Village if your organization uses a hub-and-spoke configuration. You may also have the option to indicate whether the event has been canceled.

Review your selections to ensure the event is configured correctly.

8. Save the Event

Once you have completed all the required fields and selected your preferences, click SAVE to create the event.

Your event will then be configured according to the visibility, registration, and other settings you selected.

9. Weekly Event Email

Helpful Village sends a weekly event email to the designated event mailing list.

The email is scheduled to be sent at midnight on Saturdays. Make sure your events are correctly configured and visible to the intended audience so recipients can access the relevant event information.

You're all set! You now know how to create a new event in Helpful Village and configure its registration options, ticket sales, location, visibility, and additional settings.