Skip to main content
The event form is the same for a 10-person committee meeting and a 500-person ticketed conference. Sections appear or stay hidden depending on your permissions, which modules your organization has enabled, and the event type you pick (a type can hide individual fields), so most people see a shorter form than the one described here. The form has a cover panel on the left and these sections on the right: title, group and type; When; Where; About; Who can join; and a collapsed More options. On a computer the action bar sits at the top, on a phone at the bottom. Built for anyone in your organization who runs events: national staff, local center coordinators, and group admins. Create Event form with cover image on the left and group, event type, title, location, online meetup, start and end times with timezone on the right

​
Before you start

Go to Events and select Create an event, or open a group and use its Events tab. You can reach the form if you either hold the permission set in Settings → Modules → Events → Who Can Create Public Events, or belong to at least one group. If neither is true, the page tells you so and offers an All groups link to browse groups. If your organization has event templates, a Start from template button in the action bar offers the first few, plus Start without a template and Browse all templates. See Event Templates. Reaching the form is not the same as being allowed to save into every group it offers. Each chapter carries its own Who can create events in this chapter setting, and a group can be set so that only its admins create events; either is checked when you save and refuses with a permission message. See Local Centers.

​
Cover image and page background

The cover panel sits on the left of the form. Choose Add image (or Change image, or drop a file on it), upload a PNG or JPEG, and a cropper opens: position and scale the image there, then confirm. Remove image clears it. Until you add an image the panel shows a coloured tile with the event’s initials, and the Color swatches under it pick that colour. The panel suggests a square image of 1000 by 1000 pixels or larger. Covers are square (1:1) and saved at 800 by 800 pixels. If you keep design templates for event artwork, build them at 1:1. A 16:9 banner gets cropped to the centre square, so text near the left and right edges disappears. The same file is reused at several sizes across the event list, the event page, the public page, and the mobile app. Under the cover, Color sets one color used for the event’s thumbnail when it has no image. No color leaves it plain.

​
Page background

The Background button (Add background until you set one) controls what sits behind the event page and the public page. It is on the form and, on a published event, at the top of the event page, where the change shows as you make it. Press Save in the panel to keep it. The photo search needs Pixabay to be set up for your Orgo installation; where it is not, the Photo tab says Photo search is not available. Searching is limited to 40 searches a minute and 20 picks an hour per person.

​
Event details

​
When

An event whose dates are already in the past is published immediately on save, and the form says so (“Past events are published immediately”).

​
Where

When both location and online fields are available, a switch offers In person, Online or Hybrid, and shows only the matching fields.

​
About

An optional rich-text About section holds the description, with formatting, links, and pasted images. It is collapsed until you open it. Choosing the event type set as Training Event Type in module settings adds a Training type selector. Choosing the type set as General Meeting Event Type adds the general meeting checkboxes (general meeting, elective, extraordinary).
There is no recurrence feature. For a weekly meeting, create the first event and use Duplicate Event from the event’s Actions menu for each later date, or build an event template so each new instance starts pre-filled.

​
Who can join

This section only appears if you can manage events (event admin rights on the group, or the organization’s public-posting permission). Audience is a choice of three cards:
  • Members only: only signed-in members of the group can see and join.
  • Public: anyone can find and join, and the event is shown on your public page.
  • Private link: hidden from lists; anyone with the link can join.
The Audience cards only appear if you hold the permission named in Who Can Create Public Events, and Public and Private link are hidden entirely for non-joinable (private) groups. The server enforces both rules, so a request that sets Public without the permission is saved as Members only rather than rejected. Price is Free (“No ticket needed to join”) or Paid (“Attendees buy a ticket to join”). Paid is only offered when the Online Payments module is active, and only to organization-wide event admins and finance admins. Choosing Paid turns the event into a ticketed one and creates a linked product behind the scenes, plus a Stripe product when a Stripe account is connected; a note then says ticket types, prices and add-ons are managed from the Tickets menu. Saving a Paid event needs the organization-wide event permission specifically: finance admins see the option, but the save is rejected with a permission error. See Ticketing. Access and Audience option cards followed by the Registration and Features setting rows with toggles Close registrations is no longer on the form: open the event and use the Actions menu in its header (it then reads Reopen registrations). It stops all new registrations and ticket purchases without deleting anything.

​
More options

A collapsed More options section holds the rest. Its one-line summary shows what you changed. The speakers tab no longer has a switch on this form: the Program & Speakers entry is always in the event sidebar, and adding a speaker turns speakers on for the event.

​
Optional sections

These sit inside More options when they apply. Gamification (when tiers are enabled and you are an organization-wide event admin): award Points for the event, and optionally a badge granted to participants marked as attended. SDG (when the SDG setting is on): tag the event with any of the 17 UN Sustainable Development Goals. Detect SDGs proposes tags from the title and description, and needs a title plus at least 20 characters of description. Send attendance reminder 24 hours after event ends appears when the module setting is on: the reminder goes to you, the host, so attendance actually gets recorded. Restrict editing to user type appears when Restrict Event Editing by User Type is on and you are an organization-wide event admin or organization admin. Local users then need the chosen user type to edit the event, and deleting it requires the organization-wide event permission. Propagate event to all local centers appears on creation only, for organization-wide event admins, when both the Local Centers module and Propagate Events to Local Centers are on, and the selected group is not private. Saving then creates one published copy in every active local center rather than a single event (the form warns that copies publish right away, so create the event without propagation first to test), and returns you to the events list. A template whose agenda is too large to copy to every chapter blocks propagation. A second toggle, Send invites to members, adds every member of all those centres to each copy’s participant list as Invited. It does not currently send any email, so announce the event separately.

​
Draft, publish, invite

The action bar offers two buttons: Save draft and Publish event. A draft is visible only to people who can edit the event: its owner, organization-wide event admins, and the event admins of its group or chapter. Ordinary members are turned away. An event whose dates are already in the past is published immediately on save, so only a single save button shows. Open a draft and its banner reads “Draft: Only organizers can see this event”. It offers Preview public page, Share preview (a link organizers can send to people who cannot otherwise see the draft; it stops working when you publish) and Publish Event. On a draft you can click through the public page and its checkout as a visitor would, but the final payment or registration is disabled.
1

Publish

Publishing a future event notifies the members of its group. Publishing a past event, or a Private link event, does not notify anyone.
2

Choose whether to invite

If Bulk Invites is enabled, publishing asks whether to invite all members of the group, with Send Invites and Skip Invites.
3

Invite later

A published event shows Send Invites to All Members until invites go out. Sending switches to “Sending invites…” and then to a confirmation. Invites cannot be sent while the event is still a draft.

​
After publishing

Editing is the Edit button in the event header. Everything stays editable except the hosting group, which the form locks on publish. Attendees are not told automatically when you change details, so send them a message from the event’s Messages entry. The Actions menu next to it holds Close registrations (or Reopen registrations), Duplicate Event (pick the target group), Save as Template (organization admins only; see Event Templates) and Delete. Deleting behaves differently either side of five participants. Under five, the delete is refused if any attendee has a payment attached. From five upwards the event is hidden rather than erased: it disappears from every list and its address stops working, but the record and its attendees are kept. There is no undo button, so recovering one means asking Orgo support.