Scenario
As an admin, organizer, or content owner, you want to schedule a live event.
Solution
Create an event through an event series (formerly called event type) or a single one-off event.
This creates a parent template for an event so that you can schedule an event as many times as needed without repeatedly configuring the event details. If you don’t have an event series created for the event you want to schedule, see How to create an event series.
Select Add Event from the profile menu in the upper-right.
You can also create an event from the main menu, Events tab
The Schedule an Event dialog opens.
You can select an available event series you want to schedule, or Schedule a one-off event that is not attached to a parent event series, that option at bottom of this menu. We recommend creating an event based off an event series
The New Event page opens with event details already populated based on the event series if an event series was selected
Enter Event details, which can include:
Event Series template selected to create the new event from, or leave this field black for a one-off event
Channel: Your organization's default Channel is selected. Every event/event series must belong to a Channel, which is automatically selected. Or you can choose which Channel you want the event series to be seen in.
Channels Sharing allows you to select multiple Channels beyond the selected channel above is shown in.
Title of the event (required)
Cover art - one will be auto generated if you don't select an image from your computer
Event Description, including any notes about prerequisites (required)
Categories and Tags to help people discover the event, and default Language
Video recordings: please see Upload a video recording to an Event or Event Series
and for Gen AI Features, see our Transcript article
Optionally, add facilitators who can manage the Event.
Facilitators can update and manage the Event. The different facilitator roles are:
Organizer - receives event notifications and mentioned on notifications sent to attendees; the person creating the Event is organizer by default, but can be removed
Co-organizer(s) - responsible for event logistics and responds to attendees' questions
Presenter(s) - responsible for presenting at the event or facilitating it
Optionally, specify Enrollment Capacity and methods.
In the Enrollment Capacity pane, you can configure whether the event will be online/virtual, in person, or both. You can also set an enrollment cap for each enrollment method, allow for a waitlist (and give a waitlist cap) if enrollment reaches capacity, and prevent enrollments
Location & Time and add a Location and Timeslot for the event (required)
Add a Location if scheduled events of this type will always be in the same place or set this uniquely in the child events. You can set an expected Duration for the event. Default duration is 1 hour.
You can add multiple timeslots to schedule a multi-day event or events that skip over logical breaks (like lunch break)
Optionally, add additional resources for the event, like office hour sessions or external links.
Advanced Settings & advanced General settings
When creating or editing an Event, there are several Advanced Settings you can configure, including:
Once all required details are completed you can save the Event via the Publish button in the upper-right top corner.
The scheduled event is published for the event series in the Catalog, and team members can now enroll in it.
Go deeper
Event Series vs Scheduled Events
We recommend creating an event series as a template for individual, scheduled events. For instance, you might create an orientation event series as a piece of your standard onboarding.
You then schedule this orientation event as an individual occurrence when needed, using the details you set up in the event series, such as location, organizers, presenters, and so on. Each scheduled event then has its own timeslot(s) and enrollments.
Duplicating scheduled events
In the process described above, the Publish menu has options to duplicate or bulk duplicate the scheduled event.
If you want to schedule additional occurrences of an event on an irregular schedule (for example, dates that are not weekly or monthly), the easiest option is to use Publish & Duplicate.
If you want to create events on a regular recurring schedule (such as weekly or monthly), use Publish & Bulk Duplicate instead.
These options are also available in the context menu for an event. You can also duplicate and bulk duplicate office hour sessions. For more on this feature, see How to duplicate scheduled events and office hour sessions.
Scheduling events in bulk
Our Bulk Import tool allows you to schedule (or update, or delete) events in bulk, using a CSV file. If you need to schedule out single instances of multiple events or need to duplicate multiple scheduled events, the Bulk Import tool is your best solution. Learn more about how to bulk import scheduled events.
Scheduling one-off events
When you select Add Event from the profile menu, you have the option to schedule a one-off event. One-off events are not based on an event series, so you have to add the necessary details for the event before scheduling it.
We recommend scheduling one-off events only when the details of it are such that there is no need to duplicate the event in the future, and upon completion you don’t want the event to remain in the Catalog as an event series.
Note that on some events engagement can appear incorrect, some showing at 0, as the engagement stat is a denormalized value calculated every 6 hours. This is the same behavior for other content items such as articles, videos, etc.
Users should expect to see an engagement value displayed in the cards for the events once the next job for calculating the engagement runs, which should happen in the aforementioned cycle timing
Event Roster
See which users enrolled and their status from reviewing the roster, and how enrollees rated an event or responded to surveys for the event PlusPlus 101: How to get user feedback.
See also