Creating & Managing Events

Basic Event Information

1. Navigate to the Engage section of the dashboard, and click on +New Event in the top right.
2. Fill out the basic information of your event:

• Name
• Description (customize using rich text editing tools!)
• Start Time
• End Time
• Location (optional)
• Image

3. Add event link information (optional): Add information to this section if you are hosting an online event or if you need to share information from another website.

Configure Event RSVPs

This section allows you to manage event RSVPs, RSVP limits, waitlists, automatic waitlist promotion, and guest check-in with QR codes.

Select Collect RSVPs if you would like to require an RSVP for your event. If you select this, several other customizable options will appear.

Event RSVP Limit (optional): add a maximum occupancy for your event

• If you enter a maximum occupancy, the waitlist option will appear.

• The RSVP limit refers to the number of people, not the number of reservations.

• For example: If you set the RSVP limit to 20 and set the Limit Per User to 2, no one will be allowed to RSVP once 20 total attendees have RSVPd (regardless of whether someone included a +1).

Enable Event Waitlist: Select this option if you would like to enable a waitlist once maximum capacity is reached.

• For example: If the event RSVP limit is set to 40, the 41st person to RSVP will automatically be placed on the waitlist.

• When the waitlist is enabled, you can manage it manually or use automatic promotion.

Auto-Promote Waitlisted Users When Space Permits
Within the Waitlist Settings, you can configure how users are promoted from the waitlist when space becomes available. There are two separate check boxes:

• Auto-promote wait-listed users

• Require promoted users to confirm

 

When enabled:

• Wait-listed users are automatically promoted when capacity becomes available.

• Promotions occur in order from oldest to newest on the waitlist.

• Users are moved off the waitlist without manual intervention.

If this setting is not enabled, property teams must manually convert users from the waitlist tab.

Require Users Taken Off the Waitlist to Confirm RSVP

This setting can be enabled in addition to auto-promotion. When enabled:

• Promoted users receive an email prompting them to confirm their attendance.

• You must configure how long they have to confirm (for example, 1 day after waitlist promotion).

• If they confirm within the required timeframe, their RSVP is secured.

• If they do not confirm in time, they are returned to the bottom of the waitlist, and the spot is offered to the next user.

If this setting is not enabled, promoted users are automatically marked as Going and no confirmation is required.

Manually Managing the Waitlist

To manually manage the waitlist:

1. Find your event and click on the name (in blue) to access RSVPs.

2. Navigate to the Waitlist tab.

3. Convert to RSVP or delete the user
   
   Approve users:

   • Click Convert to RSVP.

   • Users will not receive an email when converted.

   • In the app, the event status will change from On Waitlist to Going.

   Delete users from the waitlist:

   • Click the trash icon.

   • Users will not receive an email when removed from the waitlist.

• Limit Per User: If you would like guests to be able to bring additional guests, add the number or tickets allowed per user. For example: If you want guests to only RSVP for themselves, set the limit to 1. If you would like guests to bring a +1, set the limit to 2.

• Use QR code on tablet for checkin: 
  • Select this option if you would like guests to use their personalized QR code to check into the event.
  • This is only applicable if you plan to use the cove Kiosk App at your event. For more information about Event Check-In, please visit this article.

Configure Event Ticket Prices

This section allows you to manage multiple event ticket prices for an event and is only compatible if you have Stripe setup in your dashboard.

1. Click +Add Price
2. Add a ticket label (this will be visible to tenants).
3. Add a ticket price.

Repeat steps to add multiple ticket prices.

Configuring Events Shown on Displays

This section allows you to manage how events are shown on your integrated displays and is only compatible if displays are activated in your dashboard.

• Publish this event to your Onsite TV Displays
• If doing so, ensure the event image is landscape orientation and at least 1344w x 1080h px.
• The event title, time, and description text will automatically be overlayed on top of the image, so it is not recommended to use images with text on them for events published to Onsite TV Displays.

To add an even to a display, select the display(s) from the dropdown menu. The event will be shown during the times set in the Visibility section.

Configuring Event Email Notifications

This section allows you to manage several types of event notifications:

• event confirmation emails for those who RSVP
• notification emails to property teams when a user RSVPs to an event
• event reminder emails
• event starting soon reminder emails

Event Confirmation Emails

To enable event confirmation emails for users, check the box. When this box is checked, users will receive an email upon RSVPing to an event that includes event details and links to add the event to a Google or Outlook calendar.

To enable event emails for property teams when a user RSVPs to an event, add email addresses in the box and separate each with a comma.

Here is an example of the email a user will receive when RSVP'ing to an event:

Notes:

• If Send Notifications is enabled, users who RSVP will receive the above confirmation email.
• If Send Notifications and Wait List are both enabled:
  • Users who RSVP while there's availability will receive the above confirmation email and they will appear in the RSVP tab. 
  • Users who RSVP and are added to the wait list will not receive a confirmation email. They will, however, see the event on their mobile app, and they will appear in the Waitlist tab. 
  • Users who are moved from the wait list to an RSVP will not receive an email, however, they will see the event on their mobile app, and they will appear in the RSVP tab. 
• Users on the wait list cannot be check into the event- only users who are in the RSVP tab can be checked into the event. 

Event Reminder Emails

When Send Event RSVP Reminder Email is enabled, a configuration form appears where you can select when reminder emails should be sent before the event (hours, days, or weeks in advance).

Note: Event Reminder emails can be updated anytime after the event was created, and ahead of when the notifications should arrive. 

Event Surveys

You can send a survey to event RSVPs or attendees to gather feedback on the event. Responses can be viewed in the Event table or in the Survey table.

Note: This can also be configured later from the Event Details page after the event has been created.

Check Send Post-Event Surveys to RSVPs to enable a post-event survey for this event.

Waivers

If the event requires a waiver you can add it here. Users will be required to sign the waiver in order to RSVP to a slot, and their waiver will be stored in the dashboard. 

1. Create an event waiver
2. Add the waiver to the event by selecting it from the dropdown. 

Tags

Engagement Tags

Engagement Tags can be used to categorize or label an event. Tags do not affect event visibility and are for organizational purposes only. You can add one or more tags to help identify recurring programs, special initiatives, or event categories across your events table.

To create and manage Engagement Tags, navigate to Engage > Engagement Tags. Once tags are created, they will be available to select from the dropdown on any event or recurring event template.

Tags applied to an event are visible in the Events table and can be used to filter and download events for easier reporting and planning.

User Tag Visibility: To show this event to only certain user groups, click Only Visible To Specified User Tags and select from the dropdown menu. For more information on user tags, click here.