The Events module allows you to create, manage, and analyse events on your alumni site. Whether it’s reunions, networking sessions, or guest lectures, Alumnly’s Events module helps you organise and track alumni participation efficiently.

Event (New) - Alumni Experience - Video
 

Event (New) - Admin Tutorial - Video
 

Event (Old / Legacy) - Admin Tutorial - Video
 

Step 1:   Accessing the Events Page

1. Log in as an Admin on your Alumnly site.
2. Navigate to Events from the main menu.

Here, you’ll find a detailed overview of all events, including:

• Total revenue generated from paid events.
• Event setup for email notifications.
• Current Events – A list of all live events, displaying:
  • Event name
  • Event date
  • Ticket price (if applicable)
  • Number of attendees
  • Revenue
• Action Buttons – View, edit, and delete events.
• Archived Events – Events that have already taken place.
• Draft Events – Events that are not yet live and need activation.
• Additional Options – Select events to archive, clone, or delete as needed.

Step 2:   Setting Up Event Notifications

Before adding events, we recommend setting up event notifications for seamless communication.

1. Click “Setup” on the Events page.
2. In the Event Setup pop-up, enter the following details:
   1. Event Notification Email – Receives event registration summaries.
   2. Reply-To Email – Alumni receive confirmation emails from this email.
   3. Payment Invoice Email – Receives payment details for paid events (e.g., school’s finance team).
   4. Comments Email – Notifies you when alumni comment on event discussions.
   5. Enable Event Widget on External Website – Turn on the switch to allow events to be displayed on an external website (e.g., your school’s website). When disabled, events will not be shown externally.
   6. Website Embed Code – Copy and paste this code onto your external website to showcase all events created on your Alumnly platform.
3. Click “Save” to apply the settings.

Step 3:   Adding a New Event

1. Click “Add New Event” to open the event creation page.
2. Fill in the event details:
   1. Event Name – Title of the event.
   2. Main Description – Use the text editor to add content, images, or videos.
   3. RSVP Event –

• Select “Yes” to set a start and end time for event registration.
•   If “No” is selected, the event booking starts immediately once made live and remains open until the event ends or is archived/deleted.

        💡 Tip: Ensure the event date is correctly set before adding RSVP dates.
 

1. Event Image – Upload a banner image to represent the event.
2. Featured Event – Tick this option to highlight the event at the top of the events page.
3. Enable/Disable Event:

• Enabled – The event is live.
• Disabled – The event remains in Draft Mode until activated.
   

1. Use a Third-Party Ticketing System – If enabled, enter an external registration URL where attendees will be redirected to register.
2. Ticket Price –

• Enter "0" for a Free Event.
• Enter a ticket price for paid events (payments are processed via Stripe as configured in Site Settings > Payment Gateway).
   

1. Event Type:

• Physical (In-person) – Enter the event’s location.
• Virtual (Online) – Add a virtual meeting link (e.g., Microsoft Teams, Zoom).
   

1. Date & Time – Set the event schedule.
2. Total Available Seats – Specify the capacity for the event.
3. Click “Save” to continue working on the event, or “Save + Exit” to return to the Events page.

Step 4:   Editing an Event

1. On the Events page, find the event you want to edit.
2. Click the Edit (pencil) icon under the Action column.
3. Make the necessary updates.
4. Click “Update” to save changes or “Update + Exit” to return to the Events page.

Step 5:   Viewing Event Details

Viewing an event allows you to track attendee participation and engagement.

1. On the Events page, click the View (eye) icon under the Action column.
2. Here, you can: 
    

• See who is attending and export or save attendee lists.
• The "Widget Registration" column helps differentiate between alumni and external community members.
• Send email invitations to event attendees.
• Manage event discussions – View and delete comments from alumni.

Step 6:   Cloning an Event

If you need to duplicate an event for future use, follow these steps:

1. Select the checkbox next to the event you want to clone.
2. Click “Clone” – A new event draft will be created.
3. Modify event details as needed.
4. Click “Save” or “Save + Exit” to save the cloned event.

💡 This feature is great for recurring events, such as annual reunions, networking meetups, or sports events.