Please note that the Next Generation Events feature is only available to organizations with Neon CRM Impact or Empower packages AND Neon Pay as the payment processor.
Contact us at clientaccountspecialist@neonone.com to discuss your current package and/or switching to Neon Pay.
Learn how to create an online event in this step-by-step guide. This help guide will cover how to create an online event in Neon CRM.
Recommended Reading Before You Start
Content
Instructions
Create an Online Event
Online events are hosted online with a link you provide to constituents who register for the event.
The CRM Events module is designed to take you through a step-by-step process to create a new event and is designed to adjust the questions displayed based on the Event Type selected.
To create an online event:
1. Select Events in the navigation menu and select Events on the drop-down menu.
2. On the Events page, you will see a list of your events, each event's status, the start and end date(s) of each event, as well as the number of attendees. If you have not yet created an event, you will see a “No results found” message. To create a new event, select New Event.
A pop-up will appear explaining the current differences between Legacy Events and the Next Generation Events module.
3. Select Events, then select Continue.
On the New Event page, the menu on the left side of the page displays the event set-up sections you will complete in the Events module.
4. Select Get Started to move to the first section, Basic Information.
Basic Information
As you progress through the module, you will be asked a series of questions about the event you wish to create.
1. Enter the name of your event in the Event Name field. Naming your event is required, though you can change it later if needed.
2. Select the applicable event template that best fits your online event. Each template provides a description of the features it offers. As this online event is a webinar, the Class template has been selected in the image below.
3. Select Next.
***Please note: At any point in this process, you may save your event as a draft and return to complete it at a later time by selecting Save and Exit in the lower right corner of any page in the module.
4. Select Online for this event.
5. Select whether you wish to limit the event's capacity for the "Do you want to limit your event's capacity?" question. If Yes, enter the capacity number in the Capacity field that will appear.
6. Add the webinar link in the Meeting Link field.
7. Select Next.
8. Select whether you would like to collect additional event custom information from the ticket buyer (also referred to as the registrant) and/or have the registrant assign tickets to individual attendees. Select the options as follows:
- None - You do not wish to collect event custom information from registrants or have registrants assign tickets to individual attendees.
- Registrant/Ticket Buyer - You wish to collect custom information (via event custom form fields) during the event registration process, but you do not wish to have the registrant assign tickets to individual attendees. (All tickets purchased will be "assigned" under the registrant's name.)
- Each Attendee - You wish to collect custom information (via event custom form fields) during the event registration process, AND/OR you wish to have the registrant assign tickets to individual attendees.
The actual collection of additional event custom information and the assigning of tickets to individual attendees is completed during the ticket purchasing process. This feature option, however, is enabled (or "turned on") here during the event creation process. For information on creating and adding custom fields to an event registration form after you create the event, see Next Generation Events Custom Fields: Enabling, Creating, and Adding to Event Registration Forms.
(Note: You, as the system admin, can assign tickets to specific attendees even if this question is selected as None.) Once you have made your choice, select Next in the lower right corner.
9. Select Yes or No if you will need volunteers for this event. Once you have made your choice, select Next in the lower right corner.
10. Select Yes or No for the "Link this event to a campaign?" question. If Yes, choose the desired campaign on the Select a Campaign drop-down menu that will appear.
11. Select Yes or No for the "Link this event to a fund?" question. If Yes, choose the desired fund on the Select a Fund drop-down menu that will appear.
12. Select Continue to Event Details.
Event Details
In the Event Details section:
1. Upload an image to represent the event (optional). It is recommended that this image have a width of 1000 pixels. For a perfect fit, use an image with a 16(w) x 9(h) ratio. Either click the click to upload link and upload the image from your computer or drag and drop the image into the space provided.
2. Select Next.
3. Enter a description of your event (optional).
4. Complete one of the following:
- If you selected the "Class" event template in the previous section, select Next and continue to step 5.
- If you selected the "Performance" event template in the previous section, select Continue to Schedule and skip to the Schedule section below.
5. If, in the Basic Information section of the module, you selected the "Class" event template (rather than the "Performance" template), select if you wish to provide information about the instructor/presenter for the event. If yes, you must add the instructor's name.
6. Select Continue to Schedule.
Schedule
In the Schedule section:
1. Select Add Date or select a date on the calendar.
The Add Date pop-up will appear. On the Add Date pop-up:
2. Enter a start date for the event in the Starts on field.
3. Enter a start time in the field below the Starts on field.
4. If you wish to set an end time for the event, select the Set an end time checkbox and select a time.
5. Select the desired event frequency on the Frequency drop-down menu. The Frequency for an event can be one-time only, weekly, monthly, weekdays, or weekends. If you select any value other than Does not repeat, you must specify the specific date information of the event, including the ending date of the frequency.
6. Select Add Date.
Your event date(s) will appear on the calendar. (If you need to edit or delete an event date on the calendar, click the event on the calendar and make adjustments as needed.)
7. Select Continue to Pricing.
Pricing
In the Pricing section:
1. Select Create Ticket Type.
The Create Ticket pop-up will appear (as seen in the image below). On the Create Ticket pop-up:
2. Enter the Ticket Name.
3. Select Paid or Free.
4. If Paid, enter a ticket Price.
5. In the Advanced Settings section you can:
- Add a Ticket Description (optional),
- Choose to Hide Ticket Type from the public page (optional),
- Choose to make the ticket type available to members only (if your organization utilizes the membership module) (optional), and/or
- Enter the Non-Deductible Amount of the ticket (for Paid tickets - optional).
Please note: If you wish to make the ticket member-only, you have two options:
- You may select All Member Levels to have the discount for this ticket type pricing to apply to all membership levels your organization offers, or
- You may select Specific Member Levels and then further specify the exact membership level(s) to which this ticket type pricing applies.
6. Select Add Ticket in the lower right corner when all applicable selections are made.
Your ticket type will now appear on the Create Ticket Type page. You may create another ticket type, such as Child or Senior, by repeating the steps above. When you have added all ticket information:
7. Select Continue to Publish.
Publish
In the Publish section (as seen in the image below) you can preview how the event will display on the published page. If you would like to make any changes, select the Back link at the bottom of the page or navigate directly to a section in the left menu.
For Ready to publish your event?:
- If you are not ready to publish your event, click Save and Exit in the lower right of the screen to save the event as a draft.
- If you are ready to publish your event, continue with the following steps.
For Who can purchase your event?:
You may make this event available only to members (if your organization utilizes the membership module).
1. Select an option as follows:
- Public - This default option will allow anyone, regardless of membership status, to purchase tickets for the event.
- All Member Levels - This option allows only members (of all membership levels) to purchase tickets for the event.
- Specific Member Levels - This option allows only members of a specific membership level or levels (i.e, Gold Level Members) to purchase tickets for the event. When you select this option, a new field will appear in which you must select the membership level(s) that can purchase tickets for the event.
For Who can view this event?:
1. You may make this event visible to ticket purchase per following:
- Public - The event is viewable by all constituents and anyone may purchase tickets for the event.
- Private - The event is viewable only to those constituents to whom you or your organization provides the direct link to the event (the event will not appear on any public page).
- Admin Only - The event is not viewable or accessible to the public. It is viewable to you, as a system admin, in the Event Builder and in Sales & Check-In.
For When do you want tickets to go on and off sale?:
1. Select from the following under the Ticket sales start section:
- Immediately
- Set all sales to start on a specific date (you will be prompted to select date information and if you want the event to be visible online before ticket sales begin)
- Schedule sales to start by occurrence (you will be prompted to select date information and if you want the event to be visible before ticket sales begin)
2. Select from the following under the Ticket sales end section:
- Default (ends on the start time of the occurrence)
- Schedule sales to end by occurrence (you will be prompted to select date information)
3. Select Publish in the lower right corner.
A pop-up will display. If you selected to publish your event, the pop-up will indicate that your event is published. It will also contain links that allow you to Visit event admin page and/or View public event page. If you chose to save your event as a draft, the pop-up will indicate you may return to publish the event in the future.
To navigate back to the Events page to see your new event in the list of events, select Close and exit.