Create a Community Event

  1. Navigate through the Plan menu to the Community Events section. Click the Add button to create a new event, opening the General Information page. Red asterisks indicate required fields. Here you will provide key event information, including a description, summary, the location, and set the start and end dates and times of the event. Optionally, enter additional information, such as file uploads that will be displayed and available for download on the public-facing event display. General Information form for PEARS Community Events.
  2. The Collaborators page allows you to add members of your organization to view only or view and edit a specific record. Adding a collaborator does not give them any additional sitewide access or permissions. Please refer to the Collaborators support document for further details. Collaborators page in PEARS Community Events
  3. If the ‘yes‘ box was checked for multiple sessions on the General Information page, the Sessions page will be added into the event setup workflow. If the ‘no’ box was selected and the event does not have multiple sessions, this page will not be visible. To add a session, click the Add a Session button.Add sessions page for creating a community event.
  4. A dialogue box will appear, where session details are added. Required fields are session name, date, and start and end time. Optionally, add entries for session capacity, location, and a session description. Click Save once session details are complete.A dialog box for collecting details for sessions in the Events workflow
  5. If the event has additional sessions, repeat steps 3 and 4 until all sessions are added. Details of each session will populate into a list on the Sessions page. Once all information has been entered, click Save and Continue.A list showing individual sessions details for an event
  6. Next is the Event Registration Types page, where specific registration types can be added. Selecting the Add Registration Types button opens a dialogue box where four registration types can be configured (Attendee, Sponsor/Vendor, Volunteer, and Other). Optional fields allow you to set a cap and a deadline for each type. PEARS Events Registration Type page.Dialogue box with registration types for PEARS Events.
  7. Upon selecting a registration type, you will be prompted to set up the corresponding registration form(s) in a form builder. For more details on setting up your form, please refer to the Registration Form Templates and Blocks document.
  8. As registration types are added, they will populate into the Event Registration Types page. If needed, you may further edit the registration form, and edit or delete the registration type from this page.List showing examples of PEARS Events registration types.
  9. The Payment page is where you will configure payment, if applicable. Depending on whether your event is paid or free, you will either need to a) Contact your Organization Administrator to add a payment method to the system; b) Add a payment method; or c) If your event is free, select Continue without Payment. Refer to the Add Event Payment Options support document for more on adding payment options to an event. Payment configuration page in PEARS Events.
  10. The Confirmation page is where you can customize email text for a confirmation message. This message displays in the registration summary and via email to registrants. Confirmation page with custom template and tokens.
  11. Publish Event is the final step in creating an event. View Public Event Preview is helpful for proofreading your event again before publishing. Once all event data has been entered, click Mark as Published to publish your event to the public-facing website. Publish Event page. The final step in setting up an Event in PEARS.