User manual details

01 Event setup with the to do checklist

You can setup the event by following the to dos und the to do checklsit.
Create Event
To start a registration, you must first create an event: 'Events -> New'. Select an event template from which the texts for the website and emails should be copied. Then enter the title and the start and end date. Under the status, you define the internal planning state of the event (optional, definitive, done, ...). This status is used to calculate the number of active events for your subscription and determines whether the event is displayed under 'Events'.
 
You will then be taken automatically to the dashboard of the event. The title of the event is only visible internally and not for participants. Further settings for the event are optional for a registration.
 
 
Copy event and create templates
With 'Event Dashboard -> Clone' you can clone a complete event with all texts, questions and pictures or create a template. These templates can be edited by administrators under 'Events -> Templates'. With 'Events -> Templates -> Copy Default' you can copy our standard template into your account.
 
Event navigation
In the event details view you can see all areas of your event:
  • Event Dashboard: all important numbers and settings for your event.
  • Websites: Overview of all websites, here you can customize the design and content
  • Emails: Develop email templates and send emails to participants.
  • Prints: Create letters or name plates.
  • Participants: Participants status
  • Reports: Create reports for participants.
  • Check in: Manage the check in on site
Optionally, the event contacts (suppliers, location, ...) can be created and the agenda, tasks and the event budget managed. To do this, select 'All fields' under 'Account -> Default view'. You can go to the event detail view at any time by clicking on the title of the event at 'Events'.
 
 
Event Dashboard
In the event dashboard you can see the most important settings for your event:
  • Basic data: event title, date, event status, participant status and registration deadline.
  • Accepted: There is a timeline for the confirmed participants, start, end and intervals are set automatically.
  • Emails: For the same period of time, all actively sent emails will also be displayed (automated emails, such as confirmation emails are not included).
  • To Dos: Finally, you will see the overview of all activities that need to be done for the event setup in the To Do Checklist.
 
 
 
To do checklist
In order to make your setup easier and to make sure you have done all the necessary activities, yve has a checklist ready for you. It is sorted by the most important areas. In each area there is To Dos, which you should go through.

A To Do can have the following states:
  • Warning: this status is automatically assigned by yve as soon as something is clearly out of order. For Example, this is the case if the event website is still empty. Please be sure to edit these to dos.
  • Progress: since yve can not understand if your texts are correct, this status will be assigned automatically as soon as there is no warning. For Example, this is the case as soon as something is written in the text of the event website.
  • Approved: since only you know if a text or content is correct and final, this status is never assigned by yve, but you have to do it manually by checking it off. This will document that they have done this to do.
  • Inactive: You can turn off most of the elements in yve (for example, the 'Approved page'). That To Do will then be removed from the list and automatically become inactive
 
 
The following To Dos are included in the checklist:

Event Setup
These to dos are responsible for the basic settings of the event, the registration and the community.
  • Event Basic Data: Has all important event data been entered correctly (title, date, time, location, ...).
    This data can be entered under 'Event Dashboard -> Edit Event'.
  • Registration Basic Data: Is all registration management data correct (Max. number, companions, public, ...).
    This data can be entered under 'Event Dashboard -> Edit Registration'
  • Community Setup: Is the community set up correctly (title, members visible yes / no, ...) or switched off.
    This data can be entered under 'Event Dashboard -> Edit Community'.

Website Setup
These To Dos are about the contents of the various websites of the event. You can edit the content under 'Websites'.
  • Website Design: Have all website design settings been set correctly (colors, navigation, salutation, ...). These data can be entered under 'Websites -> Edit Design'.
  • Public registration: Is the content correct in all necessary languages?
  • Event Website: Is the content correct in all necessary languages?
  • Questionnaire: Is the content correct in all necessary languages?
  • Registration Thank you Page: Is the content correct in all necessary languages?
  • Closed page: Is the content correct in all necessary languages?
  • Approved page: Is the content correct in all necessary languages?
  • Canceled page: Is the content correct in all necessary languages?
  • Login page: Is the content correct in all necessary languages?

E-mail setup
These To Dos are about the contents of the email templates. You can edit the content under 'Emails'.
  • E-mail sender: Is the e-mail sender correctly set (display name, sender, answers to, CC, BCC). You can change the data in 'Emails -> Email sender'.
  • Save the Date: Is the content correct in all necessary languages?
  • Invitation: Is the content correct in all necessary languages?
  • Reminder: Is the content correct in all necessary languages?
  • Final Details: Is the content correct in all necessary languages?
  • Thanks: Is the content correct in all necessary languages?
  • Confirmation: Is the content correct in all necessary languages?
  • Cancellation: Is the content correct in all necessary languages?
  • Confirmation Registration: Is the content correct in all necessary languages?
  • Confirmation Verification: Is the content correct in all necessary languages?
  • Confirmation Delegation: Is the content correct in all necessary languages?
  • RSVP Attachment: Is the content correct in all necessary languages?
  • Ticket Attachment: Is the content correct in all necessary languages
  • Calendar Appendix: Is the content correct in all necessary languages?
Participants
  • Assign Participants: Are all participants assigned or has the public registration been activated. You can assign participants in 'Participants -> Assign participants'.

Test
  • Test Registration: Was a test registration carried out (acceptance and cancellation, possibly public registration). You can get to the registration with 'Websites -> Preview'
  • Test E-Mail: Has a test e-mail been sent for all active e-mail templates. You can send emails with 'Emails -> Create email campaign'.

Activation
  •     Activate registration: Has the registration started (invitation sent, link to public registration active, ...)
 
 
 
Tips for the perfect event
  • Switch off elements that you do not need - this will make your setup easier to understand
  • Go through all To Dos, even if you have no changes
  • Put all final To Dos as approved and reset as soon as changes are needed
  • Print out the To Do list for team communication



Next Step
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