Event settings

In this article

The following article describes how to edit some of the key event settings available in Arlo. 

• Event pricing and tax explained
• Add event custom fields
• Set the default start and finish times for your events
• Enable event waiting lists
• Enable the event confirmation workflow
• Enable presenter requests
• Choose when to open and close registrations for an event
• Choose when to publish/hide an event on your website
• Display places left on an event on your website
• Change an event's location settings
• Create and edit event presets (bundled settings)
• Event website display settings

Event pricing and tax explained

Prices for events or event sessions can be set as including or excluding GST. 

If your platform is set to display prices on your website and send out tax invoices including tax - your event wizard will display 'including tax' by default.

If your platform is set to display prices on your website, and send out tax invoices excluding tax - your event wizard will display 'excluding tax' by default.

Contact Arlo Support if you need these settings changed. You can also offer discounts for your events. Learn more about discounts. 

Multiple tax rates (or 0% tax)

If you have events, or entities (contacts, organisations) which do not attract tax at all see exclude tax on website orders.

If you have events that attract different rates, there are two options.

Option 1 - Multi-region

If you run countries in multiple countries/geographical regions, Arlo can set up a region for each with their own tax rate, currency, and other organisation details.

For example:

• You run most of your events in Australia and have to pay tax in Australia, you will have an Australia region in Arlo that will have a GST rate of 10%.
• You sometimes run events in New Zealand and do not have to pay tax in New Zealand, so you will have a New Zealand region with a tax rate of 0%.

Learn more about the multi-region setup.

Note: This option is only available to customers on Arlo Enterprise pricing plan. Contact Arlo Sales to discuss upgrading.

Option 2 - Second tax rate

If your events are only in one country and some events do not attract tax, Arlo can set up a second tax rate of 0%. This will mean that you can create manual orders for registrations of these events and choose the 0% tax rate.

You can also choose to have 0% tax rate the default tax rate if most of your events are not taxable.

For example:

• Most of your events do not attract tax, so the main tax rate on your platform will be 0% and registrants will be able to register and pay normally from the website registration process and pay 0% tax.  
• Some of your events attract tax, so you will list these events including GST with the 'Quick Registration' registration method so that registrants can register online and then you can manually create an order for each registration.

Contact Arlo Support if you need a 0% tax rate loaded. There is no charge for this.

Add event custom fields

Arlo offers a fully configurable database where you can add your own event custom fields. Once set up, these fields can be used when creating an event or session and reported on using the Event Report (Advanced) report.

Note: This feature is only available on the Arlo Professional and Enterprise service plans. Contact Arlo Support to upgrade your service plan.

• You need to have already added your fields to the platform to complete this process. Learn how to add, edit and remove fields.
• Open the Events menu.
  
• Create a new event, or select an existing event and press Edit.
  
• On the Schedule step, enter the information required for your custom fields, for example:
  
• Continue through the rest of the event set-up process and Save.

Set the default start and finish times for your events

• Open the Settings menu.
  
• Select Events.
  
• From the Default event times section, using the drop-down lists, select the Default event start time and Default event finish time.
  
• Press Save.

Enable event waiting lists

Arlo includes an automated waiting list feature that allows people to register on a waiting list from the website when an event is full. If a place becomes available, Arlo will automatically notify the first person on the waiting list. If they do not register for the event within a specified time, the next person on the list will be notified, and so on. Arlo can also send out a notification to administrators to say that somebody has joined the waiting list.

Learn more about enabling and managing waiting lists on your events.

Enable presenter requests

Send a presenter request that allows presenters to either accept or decline an invitation to facilitate an event. Upon response to the request, an automated notification is sent to the event/template manager and support staff assigned to the event.

Presenters can also write an accompanying message on their request response, for example, a date they are available if they need to decline the request.

Learn more about enabling and managing presenter requests on your events.

Enable the event confirmation workflow

Arlo's event confirmation process allows you to accept registrations for an event while you wait to gather enough revenue/registrations from the event before confirming it. This is useful if you have to routinely cancel events due to not enough interest. Before approving the event, registrants are only sent a registration acknowledgement. Once the event is approved, they are sent event instructions.

The event confirmation workflow is turned off by default so that all events are essentially confirmed unless you cancel them. Learn more about the event confirmation feature. 

Choose when to open and close registrations for an event

The following set of instructions describe how to set registrations for an event so they open and close automatically. 

Note: You can also follow these instructions at a template level, and the setting will be applied to all future events associated with the event template. in this instance, any existing events will need to be updated individually.

• Open the Events menu.
  
• Create a new event, or select an existing event and press Edit. 
  
• Navigate to the Registrations tab.
  
• For the Registration period setting, click Edit.
  
• Select the period when registrations will open.
  Note: When you set registrations to close or open at a certain time, there may be a small delay of ~5 minutes.
  
• To edit the message, untick Use default. 
  Note: If you choose to open registrations on a specific date, or a certain time before the event starts, you can also specify a message to be displayed on the event while registrations are not open.
  
• Select the period when registrations will close. 
  Note: When you set registrations to close or open at a certain time, there may be a small delay of ~5 minutes.
  
• Press Save. 

Additional notes: 

• If someone has the registration link to the event and clicks it once the registrations have closed, they will get an error message and will not be able to proceed with the registrations.
• Important: Late registration functionality does not apply to individual sessions. Once a session of an event has started (or is in-progress) you cannot register for it via the website.

Choose when to publish/hide an event from your website automatically

The following instructions explain how to define when a specific event date should be published and removed from your website automatically. By default, events are published when they are approved and removed from your website when the registration close date has been reached. 

Important: The event template page will still be displayed on your website, this setting only removes specific event dates from the website and event template pages.

• Open the Events menu.
  
• Create a new event, or select an existing event and press Edit. 
  
• Navigate to the Website tab.
  
• From the Display on website setting click Edit.
  
• Select when the event will be displayed on the website.
  
• Select when the event will be removed from the website.
  Note: By default, this will be set to the registration close date.
  
• Press Save.

Display places left on an event on your website

Arlo supports the ability to display the number of places left on an event. The following information describes how to enable this feature and edit the associated settings.
Important: This feature is only supported when using Arlo Starter Template website.

Example: Event showing places remaining on an event template page, and upcoming events page