How to create an event in Zoho Backstage

Create Event

An event is a good chance to help people learn about a product, support a cause, or talk about your brand. With your Zoho Backstage account and portal ready, it's time to plan your event.

Entering event details

Start creating your event by providing a few details that help attendees clearly understand what your event is all about.

  1. Click the Events tab on the top bar in your portal.
  2. Click Create Event in the top-right corner. The Create Event dialog box will appear.

  3. Choose the source language for your event's microsite. This is the default language in which your attendees will view your microsite
  4. Enter the title for your event.
  5. Select the Location based radio button in the Event type section.
  6. Set the start date and time and the end date and time.
  7. Click the Create button. Your event will now be saved as a draft and will be listed in the Events tab in your portal.

    You will also be automatically navigated
     to the Manage tab in the Microsite Builder inside the event you just created. 

    The Microsite Builder is the view that opens up every time you edit an event, and it includes the following under Manage >>  Basic Details, Team, Agenda, Session, Speakers, Sponsors, Promote, and Event Library, Form Responses, and OnAir

  8. Click the Basic Details tab.
  9. Set up the access level for the microsite in the Event Microsite Access section.

  10. Pick a venue from the Location dropdown. Details about the selected venue, such as images, map directions, and the address, are automatically displayed.
    1. Optional: Hover over the default selected image for the location to upload or choose a different image.
    2. Optional: Use the Edit and Remove links to modify the preset address or delete the location.
  11. Select the time zone in which the event is taking place.

  12. Provide a summary with search-friendly keywords.
  13. Enter an event description to tell your attendees what to expect from your event.
  14. Select the type of event you are going to host from the Category dropdown.
  15. Add keywords and phrases that describe your event in the Tags dropdown to enable better search results when people look up your event on Backstage. Use commas or the Enter key between each tag.

  16. Add a social media link about your event in the Social Pages / Handles section. 
    Note: You can link the following social pages to your event: Twitter, Facebook, LinkedIn, Instagram, Telegram, Medium, and Youtube.
  17. Click any of the tabs at the bottom of the Microsite Builder to continue editing your event.
    Note: You can click the Go to Dashboard button to navigate to the Event Console.



Note:
  • You will be automatically added as an organizer when you create an event.
  • Details provided on the Event Details page will be auto-saved. This information will appear on the microsite of your event and the attendee app, after you have published the microsite

Manage microsite access

Control who can get information and participate in your event by managing the access level of your microsite. Make the microsite freely accessible to anyone who visits the URL or only grant permission to specific domains. You can also manage visitor sign-ins and ticket registration.
 


  1. Click the Manage access link in the Event Microsite Access section in the Basic Details tab. The Manage Event Microsite Access pop-up with display.
  2. Click the Public option.
    1. Select the Restrict sign-ins and registrations check box for microsite visitors.
      Note: This setting applies to everyone except portal and event team members, speakers, sponsors, and exhibitors.
    2. Select the Allow users of the following email domains radio button and enter domain addresses that you want to permit for sign-ins and registrations in the Email Domains text box.
    3. Alternatively, select the Blocks users from the following email domains radio button and enter domain addresses that you want to restrict for sign-ins and registrations in the Email Domains text box.
  3. Click the Private option.
    1. Select the Allow users of the following email domains radio button and enter domain addresses that you want to permit for access the microsite in the Email Domains text box.
    2. Alternatively, select the Blocks users from the following email domains radio button and enter domain addresses that you want to restrict for accessing the microsite in the Email Domains text box.
  4. Control event visibility further in the Event visibility preferences section by selecting where you want your event microsite to be displayed or listed.
    1. Click any option, then click the Change button in the resulting dialog box to confirm your setting.
  5. Click the Save button.

Apart from entering your event details, you can continue planning your event by: 

Access created events

Find all the events that you've created in your portal in one place.



  1. Click the Events tab from the top bar in your portal. All events created by any member in the portal will be displayed.
  2. You can Manage events from this view.
  3. Use the tabs at the top of the Events tab to find events based on its status.
  4. Use the search bar and the Filter and Sort icons to change the view or order, or find specific events easily.

Edit an event

Be it changing the venue of your event or the agenda or adding a new page to your event's microsite, you can make changes to all event information by editing the event in the Microsite Builder. Update all your changes to the live event microsite and attendee app by publishing your microsite. Also, get an overview of your event from the Event Console, which includes the Manage and Conduct Dashboards.

From the Events Tab


  1. Click the Edit button to the right of the event you want edit. The Microsite Builder will appear.
  2. Click any of the tabs at the bottom to edit the details.
  3. Click the Overview tab at the top-left corner. You will be navigated to the Dashboard


The Manage Dashboard includes the following tabs:

 

  1. Basic Details: Includes details on the various aspects of your event.

  1. Team: Includes the event team members and portal team members.

  1. Agenda: Includes details of when and where the event activities are happening

  1. Sessions: Includes the sessions you've added to the agenda and other related settings.

  1. Speakers: Includes the detail of speakers who are a part of the event

  1. Sponsors: Includes details of individuals who support the event financally or through provision of products or services.

  1. Promote: Includes options for promoting your event.

  1. Event Library Includes all files and media that you've added to your event's microsite or sessions.

  1. Form Responses: Includes a list of all forms made for your event.

  1. OnAir: Includes options to set up OnAir for your live event.

 

The Event Day Dashboard includes the following tabs:

 

  1. Check In: Includes check-in options for participants at your event.

  1. Rehearsal: Includes options to run rehearsals for sessions before event day.

  1. Present Sessions: Includes options to run live sessions on event day.


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