Introduction
With Artshell you can create different types of events, tailored to organisational needs and the kind of experience you want to offer your guests.
This guide takes you through the main available configurations and how they work, so you can understand not only how to correctly set up an event, but also what happens from the end-user’s perspective: how they register, what communications they receive, and their journey up to participation.
Event management methods mainly differ based on the presence or absence of a registration system and the level of access control. In particular, you can configure:
- events without registration (free entry)
- events with external registration outside Artshell
- events with internal registration within Artshell
In the case of internal registration, it is also possible to choose between different modes:
- single event
- slot event with selection of date and time
- or an invite-only event.
Events without restrictions — without registration or with open registration — are accessible to anyone with the link.
Invite-only events, on the other hand, involve controlled access: participation is only allowed to users who meet specific conditions, such as possessing a coupon shared by the organiser or being associated with a specific tag linked to their email address (for example "VIP"). This mode is explored in more detail in the dedicated section later.
Prerequisites
This is an advanced article. Before proceeding, we recommend reading:
It is also important to have correctly configured the basic elements of your account, in particular the Privacy Policy, necessary for data collection during registration.
Event without registration
This is the simplest and most straightforward type. It does not involve using the Booking Options section and requires no action from the user to participate.
It is ideal for free-access events, without capacity limits or the need to track participants — such as a publicly open exhibition or an opening without entrance control.
In this case, the event card serves a purely informative function: it communicates the date, times, location, and activity details, without managing registrations.
Event with external registration outside Artshell
This mode is similar to the previous one, but registration takes place on a platform external to Artshell.
In this case too, Booking Options are not used. However, within the descriptive fields of the event (such as Activity Details or Link) you can specify registration methods, for example by inserting an RSVP link or referring to an external website.
This is a useful solution when you use existing registration tools or when registration management is entrusted to third parties.
Event with internal registration within Artshell
This type allows you to manage the entire registration process directly on Artshell. Users can register independently by filling out a form with first name, last name and email address. Once registration is complete:
- they receive a confirmation email
- they automatically receive a reminder email the day before the event
This flow allows centralised control over participants and real-time tracking of registrations. Artshell provides default texts for these two emails but you can always customise them as you prefer, read more in the dedicated paragraph.
QR code and access control
The confirmation email may or may not include a QR code for event access. The choice depends on the type of event and the level of entrance control you wish to adopt: for a private dinner or an informal meeting, the QR code is generally not necessary, whereas it is particularly useful for events with a large number of participants, such as performances or public gatherings.
To enable the QR code, activate the option QR code Settings in the event card. For further details on configuration and customisation, consult the dedicated paragraph.
If you use QR codes, it is important to organise access management by assigning operators responsible for scanning at the entrance. No specific devices are required: it is sufficient to use smartphones with internet connection and the Artshel Scanner app.
If you prefer not to use the QR code, you can manually record attendance from the Bookings section, accessible from the Details tab in the event card. Within the Participants section, select a participant to open their details and use the Single Entry button to register their access.
Newsletter subscriptions
Events with registration also allow you to collect subscriptions to your newsletter. The registration form always includes an opt-in option for the newsletter. Contacts who subscribe to the newsletter via the event are automatically assigned the tag Newsletter.
Keep in mind that this tag is not visible until the contact is moved from the Event section to the Contacts section.
Types of event with internal registration
Within events with internal registration, you can choose between three modes, depending on how you want to manage access:
- Single event - fixed date and time
- Slot event - with selection of date and time
- Invite-only event - controlled access via coupon or tag
Single event
This configuration is suitable for events that take place on a single date and at a defined time.
The user does not have to choose between different options: they simply confirm their participation by entering the required data. A typical example is a dinner, a conference or an opening with a fixed time.
The flow is linear: the user views the information, registers, and receives confirmation.
Slot event with selection of date and time
This type is designed for events spread over several days and/or with multiple available time slots.
A typical case is an exhibition with guided tours: for example, from 1 to 10 June, with three sessions per day (14:00, 15:00, 16:00). The user can choose the date and time combination that best suits their needs.
To correctly configure this type of event, it is necessary to:
- define the days on which the event is available and the corresponding times
- activate the Booking Options and specify the duration of each slot (field Frequency) and the maximum number of participants per slot.
For example, if each guided tour lasts one hour and can accommodate up to 30 people, set a frequency of 60 minutes and a limit of 30 participants.
Invite-only event
Invite-only events allow controlled access: only users who meet certain conditions defined by the organiser can participate.
There are two main ways to manage invite-only access:
- Via coupon: the organiser shares a coupon code with recipients. Only those who enter the correct code during registration can complete the sign-up.
- Via tag: access is reserved for contacts in the Artshell database who have been assigned a specific tag (for example "VIP"). The system automatically recognises authorised recipients based on their email address.
This mode is particularly useful for reserved events, previews, private dinners or any situation where participation is to be limited to a predefined guest list.
Event sharing
Once configuration is complete, the event is ready to be shared with your audience. To read the full article on sharing and exporting events, consult the dedicated article.
You can turn it into a link and distribute it via email, social networks or messaging apps. To do this, select the event and from the Manage panel click the first option Link.
Direct email sharing If you use Artshell for sending communications and have an updated Contacts section, you can promote the event directly via email, reaching your recipients in a targeted way. Select the event and from the Manage panel click the second option Email.
Including the event in a newsletter Another sharing method, often more natural in the workflow, is to include the event directly within a newsletter.
You can do this from the Artshell Email section, where it is possible to embed an event as a content block within your periodic communication. This approach is particularly useful when the event is part of a broader update you want to send to your contact list.