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How to Create a General Event

Updated

 A General Event is any event you invite people to that isn’t a belt test, like a movie night, Parents’ Night Out, or self-defense seminar.

With General Events, you can send invitations, accept online registrations, collect fees, track guest counts, and send reminders—all in one place.

Two things to know before you start:

The audience can’t be changed after the event is created. Choosing who to invite is a one-way decision, so if you’re unsure, invite wider – you can remove individuals afterwards,but you can’t add a whole program. 

i Note: The audience can’t be changed after the event is created. Choosing who to invite is a one-way decision, so if you’re unsure, invite wider – you can remove individuals afterwards, but you can’t add a whole program.

i Note: Invitations aren’t sent automatically. Creating the event doesn’t email anyone. Build the event whenever you like and send the invitations when the timing is right.

Invitations aren’t sent automatically. Creating the event doesn’t email anyone. Build the event whenever you like and send the invitations when the timing is right. 

Creating a General Event

  1. Click Events in the left panel, then New Event.
  2. Give it a Title – invitees will see this.
  3. Description – This is the body of your invitation email. Use it to share all the event details by typing them directly into the box or attaching a PDF or flyer.
  4. Date – click the calendar icon to set the date. You can Add End Date for a multi-day event. 
  5. Add Start Time. Here you can also Add End Time if you want.
  6. Event Fee (this is optional) – with billing set up, click Allow students/Prospects to Register Online Via Email Link, then choose Optional or Required for payment at registration. Choosing required will allow you to collect the money when students register.
  7. Students/Prospects May Invite Guests (optional) – tick if family and friends are welcome to attend. Guest numbers are tracked so you can plan accordingly. 
  8. Invitees – by status, so all active students, or, click Announce to Groups or Announce to Programs to narrow down the invitee list. If, for example, you are having a black belt only event, announce to programs and deselect all other ranks.
  9. Send Automatic Email Reminders (optional).
  10. Send Event Reminder (optional) – this will automatically send an event reminder the day before and helps reduce no-shows. 
  11. Event Size Limit (optional) – if there is no limit, just leave it blank.
  12. Click Create.

Here, the page will refresh and show everyone that can be invited.

Sending the Invitations 

When you are ready, click Send Event Announcements under Notifications on the right of the event page. Here you have the option to send to all, pending, or registered. If online registration is enabled, the email includes a registration link. 

Best practice is to send the announcement more than once. Send to Everyone first, then Pending a week later.

What’s Next

Manage the event to track who is registered, who has paid, and how many guests are coming. 

Troubleshooting

I invited the wrong group. The audience is fixed. Remove individuals from the event page, or delete the event and recreate it.

No one can register. The online registration box wasn’t ticked. Edit the event. 

I can’t charge a fee. Fee collection needs a billing integration. See how to request billing here.

Guests aren’t showing. The guest option wasn’t enabled at creation. 

There is no rank promotion option. Use a Belt Testing Event for that. 

Limitations

  • The audience is fixed once created.
  • Online registration and fee payment require a billing integration.

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