Add, edit, or delete an event

Introduction

In the digital age, efficiently organizing and managing events is crucial to the success of any business. Whether it’s art exhibitions, conferences, or workshops, Artshell offers a comprehensive solution for setting up your events.

This article explains how to create an event, from filling in the essential details to configuring advanced options. Learn how to manage dates, times, reservations, and much more to ensure your event is a success from the very start.




Create an event

Step 1: Create a new record

Click the top right for Create the new record (the sidebar on the right) where you can enter all the information about the event.


Step 2: Fill in the initial fields

Click on the titles below to expand them and read the content:  

Image, Title, and Subtitle

Image: Click "Add" to add and/or select from Medialibrary you want to use as the event cover photo.

Tip: If you plan to share the event, we recommend choosing a landscape image in 4:3 aspect ratio, without any text or captions. Opt for centered subjects and/or graphic elements to prevent any information from being cut off when the image is displayed responsively on various devices.

Title: Choose a title for the event.

Subtitle: Choose a subtitle for the event.


Organizer and Curator

These fields are linked to the Contacts section. If you have already entered the contact information for the organizer or curator in Artshell, you can type their name and select it from the drop-down list. If the contact is not listed, click the + to create a new record .


Tags

The "Tags" field lets you create labels to help describe and group your events. Click here to read the article about tags.


Location

By clicking on the location, you can specify whether it is an in-person or online event.


If it's an online event:


  1. Select the "Event Type " option (the toggle switch with the black dot).
  2. In the " Link Description " field, enter the title you want to give the link.
  3. In the "Link" field, enter the link to the online event (To create online events, you can use platforms such as Zoom, Eventbrite, Wix Events, Canva, or Doodle).
  4. Click the X icon to close the Location dropdown menu and continue filling out the following fields.

If it is an in-person event:

  1. Keep the "Event Type " option deselected (the toggle switch with the white dot).
  2. Enter the event location: this field is linked to the " Contacts " section Contacts Artshell, so you can type the contact's name and select it from the drop-down list.
  3. If the location isn't already listed in your Contacts section, click + to create a new record add the location's details. The important information to include is: the Name and address, the address, check that the the pin on the map is correct. If the coordinates haven't been calculated accurately, you can interact with the map and move the cursor manually. Watch the video below:

  4. Click the X icon to continue filling out the remaining fields.
Tip: If the event location is your archive, gallery, or museum, it might be helpful to create a record for your organization. In this case, we recommend that you fill out only the "Company" field and enter the address.


Step 3: Date and time, attributes, and booking options 

This step consists of several sections. In summary, in this step you need to configure:



Let’s take a closer look at these points:

Date and Time

In this field, enter the date and times of your event. If your event includes multiple activities (i.e., specific events within the event), such as an opening, closing, guided tours, or special viewings, you can add and customize them in this field by repeating the following steps for each activity:

  1. Click " Add Date +".
  2. Enter the type of event. You can select it from the drop-down list of options (such as Special Opening, Grand Opening, Current Exhibition, Guided Tour) or type in the type of event you prefer.

  3. Enter the start and end dates by selecting them from the calendar, and then enter the opening and closing times. Don’t worry—in the next fields, you can further customize this information by specifying specific times for each day of the week.

    What should you do if the event lasts only one day?In this case, you can enter the same date in both the "Event Start" and "Event End" fields, or you can fill in only the "Event Start" field.
  4. Choose whether to show the end time to participants. (If you disable this option, users will only seethestarttime.)

  5. Select the admission typefrom thedrop-downlist. You can choose from 4 options: free admission, free admission with registration, paid admission, or paid admission with registration.

    Note:If you choose theregistration-based admissionoption, be sure to enable the internal booking option in Artshell, or addthe URL to the external registration form inthe "Link" field. If your event requiresa paid admission fee, be sure to indicate this by addingthe URL to the payment pageinthe "Link" fieldor in the"Details" field below.
  6. If you want to add more details , you can fill in the " Details " field . You can use this field to indicate any closures.
  7. If you'd like, please specify the days and hours of operation.
  8. If the event is online, please specify the time zone.


Activity attributes

Event attributes are additional labels that you can associate with an event to provide users with quick and easy-to-read information. They’re used to highlight practical or distinctive features of the event. Here are some attributes you’ll find already available in Artshell:

  • Easily accessible location;
  • Pet-friendly;
  • Shuttle service;
  • Featured - if you want to give the event more visibility;
  • etc...

Attributes help users see at a glance whether an event meets their needs and help make the events calendar clearer and easier to navigate.

Inside the record , you'll find a drop-down list with predefined attributes. If none of the available options meet your needs, you can create a custom one by clicking the icon and by adding a new attribute.


Tip: Werecommend using attributes consistently and sparingly, focusing on those that are truly useful to your audience. Overuse could make the information less clear.

To view and manage all the attributes you've created, open the Settings panel by clicking the icon and select the option Event Settings & RSVP. For more information, see the related article.


Where are the event attributes displayed?Currently, event attributes are only visible in the event calendar export.Read the related article to learn more.

Booking option (only if you plan to check in upon arrival)

If your event requires registration upon entry, enable this option to create a data collection form.

To enable booking, click thetoggle switch to change it from a white dot to a black dot, and then specify:

  1. The maximum number of participants and the frequency.

    Frequency:The number of participants is related to the frequency (or time interval). For example: if you set 100 as the maximum number of participants and 30 as the frequency, this means that 100 people can book every 30 minutes. If you want 100 to be the total number of participants for the entire event, selectthe entire period underFrequency.

  2. Specify how long before the start or end of the event you want to close bookings.
  3. Enable guests for participants: Choose whether each participant can bring a guest.
  4. Support email: If you’d like, you can provide a support email address that participants can use to contact you with questions or requests. (This address will be visible during registration.)
Please note:If you do not enter an email address, support requests will be automatically sent to the primary email address associated with your Artshell account. 

Once you've configured these settings, your event's booking form will look similar to the one shown in the images below:

Event with time slots:


Event requiring reservations throughout the entire period:


In the Booking Options section, you can also set:

Click on the titles to read the details:

Participant restrictions

With this field, you can choose whether registration for the event is open to everyone or if you want to limit it to a specific group of participants. To limit recording, click the switch ( ) so that the white dot turns black. You can limit registration to Contacts your Artshell account who have a specific tag, or use coupon mode.

  • Filtering by tags: In Add a tag Enter one or more tags. If you enter multiple tags, Artshell uses an OR condition rather than an AND condition, so it includes Contacts have either the first or the second tag, but not both.

    What does the user see if you restrict access using tags? During the registration process, the user is asked to enter their email address. At this point, the system checks whether the entered address is in your Contacts whether it has the tag you set as a restriction. If these conditions are met, the system allows the user to register for the event.

  • Limiting via coupons: If you don't want to use tags, you can generate an unlimited number of coupons to assign to guests. You can enter a description (for example, who the coupon is for) and a limit (how many people to assign it to).

Click the X icon to close the participant restriction section and continue filling out the following fields.


Confirm reservation
Confirmation and reminder emails

When a user registers for your event, they automatically receive a booking confirmation email and then a reminder email the day before the event. In this field, you can customize these two emails:

  • Sender's email address: If you have registered multiple sender email addresses on Artshell, you can choose which address to use to send the confirmation email.

    Note: If the email address you want to use does not appear in the drop-down list or cannot be selected, you must verify that it has been entered and enabled as a sender address. Read the article " Verify, add, and enable sender email addresses for your account."
  • The texts: Enable the toggle to view and/or edit the text of the two emails. Currently, there are two standard texts generated by Artshell: Title and Subtitle. Click on each one to customize them as you like. Click the button send test and enter an email address to see a preview of how your emails will look. When entering the address, select the contact from the drop-down list or click the + to add it.

    Note: If you delete the entire Subject or Subject Line in confirmation and reminder emails, be sure to enter text in their place. Otherwise, Artshell will automatically insert the default text again.
  • Custom button: Enables the option to add text and a link to the button.
  • "Cancel Reservation" button: Toggle this switch to show or hide the button in emails.
  • Button style: Change the color of the buttons.
  • Email design: Add an image for the header and one for the footer of your emails.
  • Event image: Upload a custom image for the event, which will be visible only in emails.
  • Passbook: With Artshell, you can create passbooks—electronic tickets that users can save in the app Wallet on their Android or Apple device. Toggle the switch to allow registered users to download the e-ticket directly from the email. By selecting the icon You can customize the logo and image in the banner, while the two icons at the bottom let you add additional information or notes to the back of the passbook and change its color. Click Download test to download a trial version of the passbook to your computer.
  • Send test: At the bottom of the window, you'll find two buttons to send a test of the two emails to one or more addresses (Test confirmation email and Test reminder email).
Click the icon X to close the email confirmation section and continue filling out the remaining fields.

Confirmation and reminder emails

Enable this email only if you have set up the Artshell Inviter for your event. This notification is sent to guests if their access level is updated (for example, from VIP to VIP PLUS).
For more information about the Artshell Inviter, please contact the Sales team at sales@artshell.eu


QR Code Settings

If you want the booking confirmation email to include a QR code, toggle the switch to enable this option and configure its settings. Specifically, you can:

  • QR Code Type: Choose whether to display a single or double QR code.
  • Add a border to the QR code: choose whether to add a border and select its color.
  • QR Code Source: Enter any QR codes from external systems, one below the other.

Click the X icon to close the section regarding the registration confirmation email and continue filling out the following fields.




Add a contact

Use this field to link a contact's profile to your event. If the record does not exist in Artshell, click the icon to create a new one.


Note: This contact remains private and will not be visible once the event is published.

Add link

Here you can add one or more links to your event. Paste the URL you copied earlier into the designated field and select the label to associate with the link from the dropdown menu. You can choose from the available labels —website, Instagram, and Facebook —or enter a custom one. As suggested in the previous sections of this article, you can use this field to enter a link to the payment page or to an additional booking form if you don’t want to use the Artshell form.


Connect with artists

Use this field to link an artist's profile. If the record is not in Artshell, click the icon to create it.



Sponsored by

Use this field to link the profile of a contact who is a sponsor or promoter of your event. If the record does not exist in Artshell, click the icon to create a new record .


Add folders and attachments

Click "Add Folder" if you want to add additional descriptions or other details to your event.


 

Step 5: Save the entered content

Save your event information by clicking the " Save " button in the upper-left corner of the record. 




Edit an event

To edit an event you've already created:

  1. Select the event you want to edit to open its record.
  2. Click the icon to enter mode edit and make the desired changes.
  3. Click Save to confirm your changes.




Delete an event

Warning:TheDeletefunction is permanent and irreversible; once an event is deleted, you cannot undo the action or recover it in any way. Artshell has included an additional confirmation prompt to prevent events from being deleted by mistake.

If you want to delete a single event:

  1. Select the event you want to delete.
  2. Click the icon .
  3. Select the last option, Delete.
  4. A confirmation dialog box will appear. To permanently delete the event, click Delete. If you selected the event by mistake, click Cancel.


If you want to clear a selection of events:

Use the feature Select Select the events you want to delete, then click the icon , select the last option Delete. A confirmation dialog box will appear. To permanently remove the selected events, click Delete. If, on the other hand, you selected the events by mistake, click Cancel.





Conclusions

You now have the information you need to fully leverage Artshell’s potential for creating and managing your events. From setting up the initial details to optimizing bookings and customizing communications, every step is designed to simplify your work and maximize the impact of your events. The next step is to publish and share your event; read how to do so in the dedicated article:

Did this article clear up your question? Thank you for your feedback There was a problem sending your feedback. Please try again later.

Need help? Contact us Contact us