Introduction
In the digital age, organizing and managing events efficiently is crucial for 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, bookings, and much more to ensure the success of your event from the very first step.
Create an event
Step 1: Create a new tab
Click the icon in the top right corner to open the event tab (the window on the right), where you can enter all the information related to your event.
Step 2: Fill in the initial fields
Click the boxes below to expand and view their content:
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Image: click Add to upload and/or select an image from the Medialibrary to use as the event cover image.
Tip: If you plan to share the event, we recommend choosing a horizontal image in 4:3 format, without any text or writing, but with centered subjects or graphical elements. This helps prevent important information from being cut off when viewed on various devices with responsive design. - Title: choose the title for the event.
- Subtitle: choose the subtitle for the event.
If it's an online event:
- Select the Event type option (switch button with a black dot).
- In the Link description field, enter the title for the link.
- In the Link field, enter the link to the online event (you can use platforms such as Zoom, Eventbrite, Wix Events, Canva, or Doodle to create online events).
- Click the icon to close the location section and continue filling in the other event fields.
If it's a physical event:
- Leave the Event Type option deselected (switch button with a white dot).
- Enter the Location: This field links to the Contacts section in Artshell, you can type the contact name and select it from the dropdown list or click + to add a new contact.
- If necessary, specify additional details in the Location details field.
- Click the icon to close the location section and continue filling in the other event fields.
Step 3: Set the Date, Time, and Booking options
This step includes several sections. To summarize, in this step, you will configure:
Let’s look at these points in detail:
Date and Time
In this field, define the event's date and time. If your event includes multiple activities (such as openings, guided tours, or special hours), you can add and customize them here by repeating the following steps for each activity:
- Click Add date +.
- Enter the Date description, such as Opening, Vernissage, or Guided Tour. Select the start and end dates from the calendar, then enter the start and end times. Don't worry, you can further customize these details in the following fields to set specific hours for each day of the week.
- Choose whether to show the end time to participants (if you disable this option, users will only see the start time).
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Select the Admission mode from the dropdown list (free, paid, etc.). r
Beware: If you choose admission with registration make sure to enable the booking option or add in the link field the URL to the registration form. If your event requires paid entry, be sure to indicate this by using the link field to add the URL to the payment page or add it Details field. - If you wish, fill in the Details field for additional information (e.g., closures).
- Specify the opening days and times if needed.
- For online events, specify the time zone.
Booking options (only if entry requires registration)
In this field, you can choose whether to require bookings to attend your event or activity.
To enable booking, toggle the switch to turn the white dot into a black dot and define:
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Maximum number of participants and frequency.
Frequency: The number of participants is tied to the frequency (or time interval). For example, if you set 100 as the maximum number of participants and 30 as the frequency, 100 people can book every 30 minutes. If you want 100 participants for the entire event, select the entire period in the Frequency field. - Specify how much time before the event starts or ends you want to close bookings.
- Enable guest for attendees: Choose whether each participant can bring a guest.
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Support email: Optionally, enter a support email address for participants to contact for inquiries or requests. (This email will be visible during the registration process).
Note: If you don’t enter an email address, support requests will be automatically directed to your Artshell account's main email.
After configuring these settings, the booking form for your event will look similar to the image below.
Event with time slots:
Event with reservation for the entire period:
In the Booking options section, you can also set:
Expand boxes to read details:
Attendees restrictions
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Tag limitation: Enter one or more tags in Add tag. If you enter multiple tags, Artshell will use the OR condition, meaning it will include contacts that have either the first or second tag, not both.
What does the user see if you limit via tags? During the registration process, the user will be asked to enter their email. The system then checks if the entered email is among your contacts and if it has the specified tag. If these conditions are met, the user can register for the event.
- Coupon limitation: If you prefer not to use tags, you can generate an unlimited number of coupons to assign to invitees. You can include a description (e.g., who it’s for) and a limit (how many people to assign it to).
Click the icon to close the attendees restrictions section and continue filling in the other event fields.
Booking confirmation email
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Sender email: if you've registered multiple sender email addresses in Artshell, you can choose from which address to send the confirmation email.
Note: If the email address you wish to use is not in the dropdown list or is not selectable, ensure that it has been added and enabled as a sender address. Read the article Verify, Add, and Enable Sender Email Addresses for Your Account.
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Email texts: toggle the switch to view and/or modify the text for both emails. There are currently two standard texts generated by Artshell: Title and Subtitle. By clicking each one, you can customize it as you wish. Click Send test and enter an email address to preview how the emails will appear. When entering the address, select the contact from the drop-down list or click the + to add it.
Note: If you delete the Title or Subtitle entirely from the confirmation and reminder emails, make sure to add text in their place. Otherwise, Artshell will insert the default text again.
- Custom action: enable the button switch to add text and a link to a custom button.
- Show cancel booking: enable the switch to show or hide in the emails a button to cancel the reservation.
- Button styles: customize the colors of email buttons.
- Email graphics: add one image for the header and one for the footer of your emails.
- Immagine evento: carica una immagine personalizzata per l'evento che compare solo nelle email.
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Customise passbook: with Artshell, you can create passbooks, which are electronic tickets that users can save in the Wallet app on their Android or Apple devices. Enable the switch to allow registered users to download the electronic ticket 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 more information or notes to the back of the passbook, as well as choose its color. Click Download test to download the passbook.
- Send test: At the bottom of the window, you can find two buttons to send a test for the two emails (Test confirmation email and Test reminder email) to one or more addresses.
Click the icon to close the booking confirmation email section and continue filling in the other event fields.
QR Code settings
- QR code type: choose whether you want a single or double QR Code.
- Add Border to QR Code: select whether you want to frame the QR Code and what color to use.
- QR code source: If you want to use external QR Codes, enter the codes in the provided column.
Click the icon to close the QR code settings section and continue filling in the other event fields.
Step 4: Link the event to contacts and links
Step 5: Save the information entered
Save the details of your event by clicking the Save button at the top left of the event tab.
Edit an event
To edit an event you’ve already created:
- Select the event you want to edit to open its tab.
- Click the icon to enter edit mode and make the changes you wish.
Delete an event
If you want to delete a single event:
- Select the event you want to delete.
- Click the icon.
- Select Delete.
- To permanently delete the event, click Delete. If you selected the wrong event, click Cancel.
If you want to delete a selection of events:
Use the Select function to choose your events la Click the icon, then click Delete selected, and finally, Delete. Click Cancel to go back.
Conclusions
You now have the information needed to fully leverage Artshell’s potential for creating and managing your events. From defining initial details to optimizing bookings and customizing communications, every step is designed to simplify your work and maximize the impact of your events.