How to create an event

This article is for training companies and trainers.

Event creation in Workshop Butler is straightforward. It takes you only a few minutes to add a new event and start promoting it. 

Click on the Events in the upper menu, then click the Add Event button to begin the process.

Alternatively, click on the  + icon in the top menu -> click Add Event.

Set category, event type, and title

Based on your configuration, you may or may not need to select a category and event type. Event categories and types are a simple yet powerful way to group your events logically. For example, you can create three categories ScrumKanban, and Facilitation with related event types Scrum Master Course, Scrum Product Owner Course, Kanban Practitioner, etc.

If you didn’t create any category during an initial setup, you can always do it later.

Important note: Categories and event types available for you are defined by the certification brand or training company you work with. If you do not have access to a certain category or event type, you should contact your brand coordinator/training company.

Select status and connect contact

You can make your event either public or private depending on whether you allow everyone to register for the event or only those who have a registration link.

Add location and languages

Choose the format ( online or in person) and address. For online events, you can also checkmark the Worldwide option if your event is not associated with any country.

You can select one or two languages for your event. These languages will be visible on the event page so visitors can choose only the events they can understand.

Meeting link

If you choose the Online format, an additional field for the meeting link will appear. This link will be included in the calendar invitation as an event location.

Language and Timezone Detection

The system detects the language of the event and its timezone based on the event’s location. Though it usually makes a correct guess, you can always alter them manually.

If you are a licensed trainer working with a certification brand, you can also choose to present materials in different languages. For this, your brand coordinator should enable this option and select the languages you can work with. If you expect to see attendees from different countries, it could be a good idea to let them know beforehand what language will be used for the event's materials.

Set a schedule

Now add the correct start and end dates/times, along with a time zone. A time zone is important, especially for online events, as it is shown on an event’s page, giving visitors a hint when the session takes place.

Time zone for in-person events
Though a time zone for in-person events is visible only on your account, we recommend setting it correctly. We plan to send automated emails in accordance with time zones of events.

If your event consists of multiple sessions taking place on different dates, put a checkmark next to Multiple sessions. You will see a form where you can add dates, start and end times for each session. Optionally, you can also add a title for each session.

For now, it’s not possible to show multiple sessions on your website yet. You can use this feature to keep track of such events in your WSB account and add it to calendar invitations.

There are also  Hours per Day/Total Hours fields which show the duration of an event. They appear for licensed trainers in two cases:

- Your certification brand is charging you for the number of hours in your event
- Your certification brand has activated Support for PDU option in the settings of the brand account.

If any of these conditions are met,  Hours per Day/Total Hours field will appear on the form when you choose an event type belonging to this brand.

Important note: It's not possible to add minutes to Hours per Day/Total Hours field. If an event duration is not a whole number of hours, use decimal numbers for this field. E.g., if an event lasts for 2 hours 30 minutes each day, write 2.5 in the Hours per Day field. It will be displayed this way in the information about an event and on certificates.

Add a description and cover photo

You can add text, pictures, and links in your event description, upload a cover photo which will be displayed in the Event Schedule, and mark an event as Featured. There is also the HTML editor if you want more room for customizing your description.

Read more about the editor's features here.

You can find information about featured events in this article.

The best resolution for a cover photo is 665✕333 рх. If you are using WSB website integrations and want a cover photo to be fully displayed in the Event Schedule with the tile layout, bring an image to 3:2 ratio (e.g. 600x400 px, 900x600 px, 1800x1200 px, etc.).

Add tickets

You can learn more about tickets here.

If you don't need to add information about tickets (e.g. it's a private event or you conduct registrations somewhere else and use Workshop Butler only to store information about attendees), you can checkmark the Without Tickets field.

Configure registration page

Workshop Butler supports two options for registering attendees: through its built-in registration page and on a third-party website.

A built-in registration page is a preferable way because in this case, an event will be included in all automatization and support processes from the system. It simplifies attendees' lives and yours. The attendees automatically get a customized welcome email and a reminder before the event. You will have full functionality in your hands: customizable notifications and reminders, different integrations. Last but not least, the attendees don’t need to leave your website to register. Learn more about the registration page here.

If you work with a training company that handles the registrations, you should choose  Use external registration page and enter the URL. By clicking on the Register button, a visitor will be redirected to the training company’s website.

Configure additional settings

Activate  Follow Ups and Workshop Butler sends the attendees three reminders after the event to provide an evaluation.

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