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Create and manage events

Learn how to create, edit, and manage events, access, sign-ups, wait lists, documents, and settings

Updated today

This guide provides detailed instructions on how to manage events, including creating, duplicating, and deleting events, as well as managing event details and participants.

Who can use this feature?

  • Available for users with role Access Manager, Author, Curation Admin, Owner.
    Learn more about roles and permissions here.

  • Available on All Plans

  • Available on Desktop

Accessing the events section

To access the events section, click on Events in the main navigation on the left. This will open the Event management page, where all existing events are displayed in a table format.

Understanding the events table

The events table provides an overview of all events with the following columns:

  • Title: The name of the event.

  • Status: The current status of the event, such as draft, scheduled, completed, or cancelled.

  • Date: The date and time when the event is scheduled to take place.

  • Sign-ups: The number of users who have successfully registered for the event.

  • Wait list: The number of users on the wait list, if the wait list is enabled for the event.

  • Type: The format of the event, which can be online, offline, or hybrid.

  • Price: The cost of attending the event, if applicable.

  • Created by: The user who created the event.

  • Created on: The date the event was created.

Events table overview

Above the table, a search field allows you to filter events based on their title.

Creating a new event

To create a new event, follow these steps:

  1. Click the + Event button located at the top right of the events overview page.

  2. In the modal window, enter

    1. the event title,

    2. select the language,

    3. set the start and end time,

    4. choose the event type (online, offline, or hybrid),

    5. and decide if team manager approval is required.

  3. Click Create event. The event will be created and appear in the events table with a "New" badge and in draft status.

Create event modal

Editing event details

To edit an event, click on an entry in the table to access the event detail page. Here, you can modify various sections:

General details

  • Title and language: Update the event title and language.

  • Trainer: Add a trainer for the event.

  • Descriptions: Provide a short and full description. Use the AI assistant to generate text if needed.

Schedule details

  • Set dates and times: Adjust the start and end date and time.

  • Registration deadline: Enable and set how many days before the event registration closes.

  • Cancellation deadline: Enable and set how many days before the event users can cancel their participation.

Schedule settings

Location details

Choose between online, offline, or hybrid events:

  • Online location: Enter a video link or generate a Microsoft Teams meeting link.

  • Offline location: Provide a description or map link for the location.

  • Hybrid events: Enter both online and offline locations if applicable.

Location settings

Documents

  • Upload files: Add up to 10 files (max 500 MB each). These files are made available to attendees on the event detail page.

  • Instructions: Provide instructions for learners regarding the documents.

Note: Documents are visible only after a user is signed up for the event. If manager approval is required, documents become visible after the sign-up is approved.

Setting event access

The Access tab on the event detail page allows you to control which users in your organization can access the event.

  1. On the event detail page, locate the Access tab to manage user permissions.

  2. Click Edit in the Event Access section. You have the following options:

    • Provide access to all users in your organization.

    • Provide access to specific teams.

    • Provide access to individual users.

  3. Click Save to confirm your selection.

Event access tab

Sharing an event link

An event link is generated, which you can copy and share with users. Users will be directed to the event detail page in the learning view if the event is scheduled and they have access. Otherwise, they will be redirected to the event overview page.

Mapping skills to events

Mapping skills to events is crucial for providing skill-based event recommendations. This section outlines how to map skills effectively.

  1. In the Mapped Skills tab on the event detail page, click Edit to open the skill editor.

  2. On the left side, view your organization's skill taxonomy. Choose the skills or chapters you want to map to the event.

  3. For each selected skill or chapter, specify the required skill level for prior knowledge. If no level is set, it is assumed that no prior knowledge is required.

  4. Confirm the mapping by clicking Map skills in the top right corner.

Mapped skills editor

Managing event sign-ups

The Sign-ups tab on the event detail page displays users who have registered for the event. This section explains how to manage sign-ups and attendance.

Viewing sign-ups

In the Sign-ups tab, you can see the following fields in the table:

  • The user's name and profile picture

  • The Signed up on field showing the date of the registration.

  • The Signed up by field showing the type of sign-up: Self signup or Signed up by admin

  • The Attended field to confirm if the user attended the event.

Sign-ups tab overview

Confirming event attendance

After the event, use the Attended field in the Sign-ups tab to confirm if the user attended.

Tip: If a user was added after the event ended (e.g., due to journey auto‑signup or manual admin addition), confirm their attendance retroactively if they actually participated.

Registering users for events

Users can register for events in two ways: self-registration or admin-registration. This section details both methods.

Self-registration

Users can click the Sign-Up button on the event detail page in the learning view. Team managers may need to confirm the request, if manager approval was configured.

Note: The approval dialog lists only teams with at least one manager. If the learner has no team with a manager, requesting approval is blocked until a team manager is assigned.

Admin-registration

  1. Click the Add users button in the Sign-ups tab. You can:

    • Add all users in the organization.

    • Add specific teams.

    • Add individual users.

  2. Confirm addition: Click Add Users to start the process. A modal window will inform you that notifications and calendar entries will be created for added users. Confirm by clicking Add Users again.

Add users modal

Note: Users added to completed events will not receive notifications, but their attendance can be confirmed retroactively for accurate statistics. This also applies when users are added automatically via a journey: if the event has already ended, emails and calendar invites are not sent.

Note: If manager approval is needed for the event and the user has an open (not yet approved) sign-up request, then adding the user via the participant list here will skip this approval process. Adding the user directly to this list is counted as "approval", and the pending approval request is removed from the manager's side (= manager doesn't have to act anymore). This is also useful when a learner is not a member of any team with a manager and therefore cannot send an approval request. If the event is full when you add a user, they will be placed on the wait list instead of the participants list and may be auto‑promoted later in FIFO (first in, first out) order.

Note: Event invitations, updates/cancellations, and calendar invites are sent to users with status Active and Not yet activated. They do not need to have logged in before to receive these emails. Users with status Deactivated do not receive emails. (As described above, emails and calendar entries are not sent for past events.)

Removing users from events

  1. In the Sign-ups tab, hover over a user to see a trash icon.

  2. Click it to remove the user from the event.

  3. Confirm the removal in the modal window. The user will be notified via email.

Exporting the signup list

In the Sign-ups tab, click Export List to download a CSV file of registered users, including their registration date and attendance status.

Understanding the wait list feature

The wait list feature becomes relevant when a maximum number of participants is defined for an event. Once this limit is reached, additional users can join a wait list instead of registering directly for the event.

Viewing the wait list

The wait list can be accessed from the Wait list tab on the event detail page. Here, you can see users who have joined the wait list, along with their username, profile picture, and the date they joined.

Wait list tab

Wait list + manager approval: exact behavior

If team manager approval is required, learners are added to the wait list only after their manager approves the request. Approval does not reserve a seat while pending.

On approval, the system attempts to add the learner as a participant. If the event has reached its participant limit, the learner is placed on the wait list; otherwise, they are added as a participant.

If seats were available at request time but become occupied before approval, approval will place the learner on the wait list.

Note: The faster managers approve, the lower the chance that available seats are taken by others while approval is pending.

Automatic promotion from the wait list

  • When a spot becomes available, the first user in the wait list (FIFO: first in, first out) is automatically promoted to the participants list.

  • This promotion triggers the bell notification AttendingLearningEventJoinedFromWaitList and sends calendar/email updates for upcoming events.

Managing the wait list

Hover over a user entry in the wait list. This will reveal two options to manage the user on the right side.

  1. Remove a user:

    1. Click the trash icon to open a modal window.

    2. Confirm the action by clicking Remove user.

  2. Add a user to the event:

    1. Click the plus symbol next to a user. A modal window will appear, informing you that the user will receive a notification and calendar entries (only if the event does not lie in the past).

    2. Confirm by clicking Add users.

Above the wait list table, a search field allows you to search the wait list.

Exporting the wait list

In the Wait list tab, you can also export the wait list data as a CSV file by clicking Export list. The CSV file includes the user's name, email address, and the date and time they joined the wait list.

Configuring event settings

Event settings can be configured in the Settings tab on the event detail page. These settings allow you to customize various aspects of the event.

General settings

In the General Settings section, you can:

  • Require team manager approval: Toggle this option to require approval for user participation. Learners can only request approval for teams that have at least one manager. Teams without a manager are not selectable, and requests cannot be submitted.

  • Set event price: Define a price for the event and choose whether to display it on the event page.

Participant settings

In the Participant Settings section, you can:

  • Set a participant minimum: Define the minimum number of participants required for the event to take place.

  • Set a participant limit: Specify the maximum number of participants allowed. Users exceeding this limit will be placed on the wait list.

Feedback settings

In the Feedback Settings section, you can add a feedback link for post-event surveys. This link will be sent to users who attended the event, both via email and platform notification.

Note: After an event is completed, you will receive a reminder from edyoucated to confirm the attendance. A day later, the selected feedback link will be provided to all participants you confirmed.

Adding an event image

To upload an event image, click Edit image in the Cover Image section. A modal window will open, allowing you to upload an image from your local device.

Cover image upload

Scheduling an event

To make an event visible to users who have access to the event, it must be scheduled. To do this, click the Schedule event button at the top right of the event details page.

Canceling an event

  1. Click the Cancel event button at the top right of the event details page. This option is only available for scheduled events.

  2. A dialog window will open where you can select a reason for cancellation. Options include Not enough participants or a Custom reason.

  3. Click Cancel event to finalize the cancellation. The event status will change to Canceled, and users will be notified via email and platform notification.

Note: If an event has already taken place, it cannot be canceled retroactively.

Cancel event dialog

Duplicating an event

Events can be duplicated from both the events overview table and the event detail page.

From the events table

  1. Hover over an event entry to reveal a duplicate icon on the right.

  2. Click the icon to open a window where you can select a new start and end date for the duplicated event.

  3. Click Duplicate event to create the new event, which will appear in the table with a "New" badge and in draft status.

From the event detail page

  1. Click the duplicate icon at the top right to open a modal window.

  2. Set the new start and end date.

  3. Click Duplicate event to confirm.

Deleting an event

There are two ways to delete an event.

From the events table

  1. Hover over an event entry to reveal a trash icon on the right.

  2. Click the icon to open a modal window asking for confirmation.

  3. Click Delete event to proceed.

From the event detail page

  1. Click the Delete event button at the top right.

  2. Confirm the deletion in the modal window by clicking Delete event.

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