The following article describes how to edit some of the key event settings available in Arlo.
In this article:
- 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
- Hide the checkout link to an event on your website (add custom message)
- 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 name customisation
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.
You can also offer discounts for your events. Learn more about discounts.
If you set an event as 'Free' the event will be displayed with 'Free' on the website. Contact Arlo Support if you would like to change or remove your free price text.
Multiple currencies and tax rates (or 0% tax)
If you run events in multiple countries/geographical regions, Arlo can set up a region for each with their own tax rate, currency, and other organisation details. Learn more about the multi-region setup.
If you have events or entities (contacts, organisations) which don't attract tax or attract different rates see tax-related invoice and website settings.
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 on an event template, and the setting will be applied to all future events scheduled using the event template.
- 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 delay of ~5 minutes.
- Select the period when registrations will close.
Note: The registrations close date/time cannot be after the event ends. Online registrations will automatically close at the end of an event.
- If you choose to open/close registrations on a specific date, or a certain time before the event starts/finishes, you can also specify a message to be displayed while registrations are not open.
- To edit the placeholder messages, untick Use default.
Note: The placeholder will only appear if you have set your event to be published until a date which is after the registration close date. Otherwise, the event will be removed from the website automatically when registrations close.
- 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.
- 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.
Hide the checkout link to an event on your website (add a custom message)
- Open the Events menu.
- Create a new event, or select an existing event and press Edit.
- Navigate to the Registrations tab.
- Disable Accept website registrations.
- (Optional) Update the registration not available message as required.
- Complete the event set up process or press Save and close.
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 when using the starter template. If you are using a different web solution, please contact Arlo Support.
Example: Event showing places remaining on an event template page, and upcoming events page
- Open the Settings menu.
- Click Website.
- Edit the Places left settings as required.
- Press Save.
Change an event's location settings
The following information describes how to manage the options displayed in the locations filter on your upcoming events list, on event pages, and in your website menus (if these have been set up on your website).
The location options displayed on your website for Arlo events are based on the Locations of the events you have running. An events location is derived from its venue.
You can update your venues' location settings to the names of the locations that you would like to appear in the location filter drop-down on your website.
- Open the Venues menu.
- Find and select the venue/s you would like to edit.
- Press Edit.
- From the General tab, on the Location setting, un-tick Use default and edit the location name you would like to appear in the location filter on the website.
Note: If you select Use default, the venue's city will be used for the location.
- Press Save.
Note: If there are duplicate location entries on your website one of your venues may have an extra character in their 'location' field. You will need to remove this from within Arlo.
Arlo's presets feature allows you to set up and apply favourite settings to your events to save time and reduce inconsistency within your events. This is useful where you have a number of administrators creating events and using different settings.
Learn more about event presets.
Event website display settings
The following instructions describe the options available for displaying an event on your website. By default, public events will be displayed on your event template page until registrations close, however you can control the display settings for an event, and the event template page manually.
Learn more about event website settings.
Event name customisation
Arlo allows you to customise the name of your events to differentiate them from other events created using the same event template. This means you don't need to create a separate event template for the purpose of having a unique event name. This is mainly for the benefit of customer communication.
Example: You can have one event template called Project Management, and can create events using the template with a custom name e.g 'Project Management - (Company)'.
The platform, email communication, and reports* will use the customised event name (See examples below). The website template page will still display the original template name.
*Reports that use the 'event name' e.g. the Event List (Advanced) can show the customised event name. Where the report only includes the template name e.g. the Event List report, the report will not show the customised event name and only the template name.
Enable event name customisation
- Open the Settings menu.
- Select Events.
- In the General section, tick Custom event names.
Important: Event name customisation is not available on Elearning activities.
Customise an event name
You can customise an event name for a new event you are creating, or by editing an existing event. The customised event name will show on the Arlo management platform (e.g event list pages), communications to registrants, and the event list web pages.
Important: it will NOT show the customised event name on the Event Template page, or the catalogue pages, as these pages share the template name across multiple events.
Follow the instructions below to customise the event name.
Note: You must enable the Custom event names setting before you can customise this. See above instructions on how to enable this setting.
- Select the General step of the event wizard.
- From the General Details section, for the Name field, press Customise.
- Enter your custom event name.
Note: [Template Name] will pull in the original template name through to the new customised event name.
- Press Next and complete the new event wizard, or click Save or Save and Close if you are editing an existing event.
Example: Communications with a custom name
Example: Event displayed on the platform with a custom name