Creating an Event
Fill in Event Details
Complete the form:Required Fields:
- Event Name: Display name for your event
- Event Slug: URL-friendly identifier (auto-generated, editable)
- Date: Event date (YYYY-MM-DD format)
- Venue: Event location
- Category: Select from Conference, Seminar, Training, Briefing, Meeting, Dinner, Wedding, Birthday
- Details: Additional description or notes
Configure Attendee Fields
Select which fields to collect for attendees:Always Required:
- Name
- Department
- Organisation
- Seat
- Table
- Booth
- Dietary
- Remarks
The event slug becomes part of your event URLs:
/{org-slug}/{event-slug}/portal
Event Slug Best Practices
Your event slug is auto-generated from the event name but can be edited. Good Slugs:annual-conference-2024product-launch-maytraining-workshop-1
- Special characters (!, @, #, etc.)
- Spaces (use hyphens instead)
- Very long slugs (keep under 50 characters)
Viewing All Events
The Events page at/events displays all your events in a table:
- Event Name: Click to open the event portal
- Date: Event date
- Venue: Event location
- Category: Event type
- Status: Active or Suspended
- Actions: Edit, Suspend/Reactivate, Delete
Searching Events
Use the search bar to filter events by:- Event name
- Event slug
Editing an Event
You can update event details at any time.Update Fields
Modify any of the following:
- Event name
- Date
- Venue
- Category
- Details
- Attendee fields configuration
Event Status Management
Suspending an Event
Suspend events to temporarily disable access without deleting data.Confirm
Review the confirmation dialog. Suspending an event:
- Disables the check-in page
- Blocks attendee portal access
- Prevents event manager access
Reactivating an Event
Restore full functionality to a suspended event.- Click the Reactivate icon (checkmark icon) next to the suspended event
- Confirm the action
- All access is restored immediately
Deleting an Event
Download Event Data (Recommended)
Before confirming deletion, click Download Event Data to export:
- All attendee records
- Check-in history
- Check-in methods and timestamps
Accessing the Event Portal
Each event has a dedicated portal for full management.Navigating to the Event Portal
- Go to Events →
/events - Click on the event name in the table
- You’ll be redirected to
/{org-slug}/{event-slug}/portal
Event Portal Features
The Event Portal includes:Dashboard Tab (/portal)
- Total registrants count
- Total check-ins count
- Real-time attendee list with status
- Check-in times and methods (QR scan vs. manual)
Attendees Tab (/portal/attendees)
- Add attendees manually
- Import attendees via CSV
- Download CSV template
- Export attendee data
- Send/resend confirmation emails
- Activate/deactivate attendee portals
Check-In Tab (/portal/checkin)
- Search attendees by unique ID, email, or name
- Manual check-in on behalf of attendees
- Send confirmation emails
- Activate/deactivate check-in page
- Copy check-in page URL
Branding Tab (/portal/branding)
- Customize attendee portal content
- Configure check-in page design
- Set post-check-in message
- Design confirmation email template
- Save drafts and publish
The Event Portal sidebar includes a “Back to Client Portal” link for easy navigation.
Event Categories
PassTru supports 8 event categories to help organize your events:- Conference: Multi-day professional gatherings
- Seminar: Educational or training sessions
- Training: Skill-building workshops
- Briefing: Information sessions or updates
- Meeting: Internal or external meetings
- Dinner: Gala dinners or banquets
- Wedding: Wedding receptions or ceremonies
- Birthday: Birthday celebrations or parties
Attendee Fields Configuration
Choose which fields to collect for your attendees during event creation.Always Required
- Name: Attendee’s full name
- Email: Attendee’s email address
Optional Fields
Select additional fields based on your event needs:| Field | Use Case |
|---|---|
| Department | Corporate events, conferences |
| Organisation | Multi-company events |
| Seat | Assigned seating events |
| Table | Banquet-style dinners, weddings |
| Booth | Trade shows, exhibitions |
| Dietary | Events with catering |
| Remarks | Special requests or notes |
How Attendee Fields Work
- Selected fields appear in the CSV template
- Attendees see these fields in their attendee portal
- Fields can be used in branding templates (e.g., “Welcome, !”)
- Data is included in exported reports
Event URLs Reference
Each event generates multiple URLs:Internal URLs (Client/Event Manager Access)
- Event Portal:
/{org-slug}/{event-slug}/portal - Attendee Management:
/{org-slug}/{event-slug}/portal/attendees - Check-In Management:
/{org-slug}/{event-slug}/portal/checkin - Branding Settings:
/{org-slug}/{event-slug}/portal/branding
Public URLs (Attendee Access)
- Check-In Page:
/{org-slug}/{event-slug}/welcome - Attendee Portal:
/{org-slug}/{event-slug}/attendee/{unique-id}
Best Practices
Plan attendee fields before creation
Plan attendee fields before creation
Review your event requirements and select all necessary fields during event creation. Changing fields later may complicate data imports and exports.
Use descriptive event names
Use descriptive event names
Include dates or versions in event names for easy identification:
- ✅ “Annual Conference 2024”
- ✅ “Product Launch - Q2 2024”
- ❌ “Conference”
- ❌ “Event1”
Test with sample attendees
Test with sample attendees
Before your event day:
- Add 2-3 test attendees
- Test the check-in flow (QR and manual)
- Review confirmation emails
- Check attendee portal functionality
- Delete test attendees before importing real data
Export data before deleting
Export data before deleting
Always download event data before deletion. This provides:
- Permanent records for compliance
- Backup in case of accidental deletion
- Historical data for future events
Use suspend for temporary changes
Use suspend for temporary changes
If your event is postponed or under review:
- Use Suspend instead of delete
- Reactivate when ready
- Only delete when data retention is no longer needed
Common Workflows
Setting Up a Conference
- Create event with category “Conference”
- Select attendee fields: Name, Email, Department, Organisation, Dietary
- Import attendees via CSV (see Attendee Management Guide)
- Customize branding with conference logo and colors
- Set up confirmation email with agenda and venue map
- Create event managers for registration desk staff
- Activate check-in page 1 day before event
- Monitor check-ins in real-time from event dashboard
Managing a Wedding Reception
- Create event with category “Wedding”
- Select attendee fields: Name, Email, Table, Dietary, Remarks
- Import guest list via CSV with table assignments
- Customize branding with wedding photos and colors
- Design personalized confirmation emails
- Share check-in page URL with venue coordinator
- Use manual check-in for walk-in guests
- Export final attendance list after event
Troubleshooting
Cannot create event - insufficient tokens
Cannot create event - insufficient tokens
Resolution:
- Check your token balance on the dashboard
- Navigate to
/purchaseto buy event tokens - After purchase, return to
/eventsand create the event
Event slug is already taken
Event slug is already taken
Resolution:
- Edit the auto-generated slug to make it unique
- Add a date or version number (e.g.,
annual-conference-2024) - Slugs must be unique across your organization
Cannot access event portal
Cannot access event portal
Possible causes:
- Event is suspended → Reactivate the event
- Wrong URL → Verify the slug matches the event
- Permission issue → Ensure you’re logged in as the client owner
Attendee fields not appearing in CSV template
Attendee fields not appearing in CSV template
Resolution:
- Edit the event and verify attendee fields are selected
- Save changes
- Download a new CSV template from
/portal/attendees