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An event in GroupFlow begins as a draft. You fill in its sections — title, date, venue, tickets, capacity — in whatever order suits you, saving as you go, and nothing reaches your members until you press Publish. That makes your first event a safe thing to practice on. Build it, look at the page your members will see, and publish it when it reads the way you want.
Everything here is in the Admin Dashboard and needs the Events permission. Any active member can start a draft event of their own, unless your group has turned that off — see Event Management.

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Starting a draft

In the admin menu, go to Events › Events to open the event list, which has three screens: Upcoming Events, Draft Events and Past Events. Press the + button at the top to open New Event.
1

Title & Description

Enter an Event title, which is required and can run to 80 characters, then write the Description your members will read.
2

Times & Status

Set the Start time and End time. Events on the same day lists whatever else is already on that date, so you can spot a clash before you publish.
3

Photo

Press Add Image… to upload the picture that appears at the top of the event page and in the event list. You can skip it and add one later.
4

Venue

Find the place under Venue, or press Add Venue to create one. For an online event, put the meeting address in Link for video call. If either should stay private until someone signs up, tick Hide the address until someone registers or Hide the video link until someone registers.
5

Team

Staff is the hosts, volunteers, presenters and venue hosts. You are added as the host of an event you create; add anyone else helping to run it.
The button at the foot of each section reads Save & Next until the last one, where it reads Save. Back returns to the previous section, and Reset throws away edits you haven’t saved yet. Once you have saved, a summary appears at the top of the page and keeps up as you work, with a missing venue badge on it until the event has one.
An event can’t be published without a venue. Set one before you get to publishing.

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Who the event is for

Events are for members unless you say otherwise. Open the Categories section and tick the Public event box to open it to the general public; leave it clear for a members-only event. Tags on the same section group your events together for members browsing the calendar. The choice also decides who an announcement can go to. For a public event you pick from Active Members, Inactive Members and Non-Members. A members-only event is announced to active members only.

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Tickets and price options

The Pricing section opens with three paths. Pick the one that fits: On Free, set Maximum quantity allowed — the number of people one registration covers. Count the attendee as one of them: one attendee plus one guest is a maximum quantity of 2. External registration takes the same Maximum quantity allowed, a Displayed price (informational) shown on your own listing, and an External registration URL to send members to. The address is optional; leave it blank if people register or pay at the door. Either way, no money is collected in GroupFlow.

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Setting up ticketed pricing

1

Set the displayed price

Displayed price is the figure on the event listing. Set $0 if every ticket is free.
2

Add a ticket

Under Ticket options, press + Add ticket to open the Price Option dialog.
3

Describe it

Choose an Option Type — Ticket, which is required for entry, or Add-on item, sold alongside a ticket. Enter a Name and a Price.
4

Choose how it adds up

Subtotal calculation is Price x Quantity to charge per person, or Flat Price, regardless of Quantity to charge once per family or party while still counting everyone attending.
5

Limit it

Maximum quantity allowed caps how many people one registration can cover on this option. Inventory for Event is how many of it exist at all; leave it blank for unlimited. Press Done.
6

Repeat, then choose how they combine

Add an option for each rate you offer. Then under Ticket options per registration, pick Single option per registration — one tier per registration, and ticket transfers are available — or Multiple options per registration, which lets a registrant mix tiers, say one adult and two children, with no transfers.
Collecting money for a ticket needs online payments set up for your group first. See Payments.
Attendees are charged around the time of the event. To take the money at registration instead, tick Charge attendees immediately under Realtime Charge.
With Charge attendees immediately on, refunds are yours to handle. Put your refund policy in the event description — the registration form tells attendees to read it there.

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Capacity and waitlists

The Policies section decides what happens as the event fills up.
1

Set the limit

Attendee limit is how many people can be on the going list. Enter 0 to have everyone start on the waitlist.
2

Say what happens when it's full

Under When the event is full, choose New registrations go to a waitlist or Event is closed to new registrations.
3

Choose a waitlist type

Single waitlist keeps one queue for the event. Separate waitlists for each pricing option keeps one per option, and needs an Inventory for Event set on each of them in Pricing.
4

Say what happens when a place opens up

Waitlist Auto-Delisting is either Automatically move the longest-waiting waitlisted attendee to the “going” list or Do nothing. Keep existing people on the waitlist.
Two more settings sit in the same section. Allow attendees to unregister from event lets someone who said yes change their mind; with it off they can still transfer their ticket. Closed to RSVPs shuts registration whether or not the event is full.
Ticket transfers need both a single ticket option per registration and a waitlist on the event. With a per-option waitlist, the person receiving the ticket has to be waitlisted for the same price option.

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Publishing and announcing

Publishing puts the event on the calendar. Announcing it sends your members an email and a mobile push notification. They are separate steps, and you can do both at once.
1

Send yourself a test

Test Announcement at the top of the event sends the announcement to you alone, so you can read it before anyone else does.
2

Press Publish

Publish opens the Publish Event dialog.
3

Decide about the announcement

The dialog asks whether to announce the event as well. For a public event, tick the Audience Segments to send it to. A members-only event goes to active members only.
4

Publish

Press Publish.
If you publish without announcing, an Announce button appears beside the others, and you can send the announcement whenever you’re ready.

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Announcing it later, automatically

To line the announcement up in advance, go to Times & Status, tick Schedule Announcement, and set an Announcement Date and Time. GroupFlow publishes the event at that moment if it isn’t published already. The event needs a venue by then, or the announcement isn’t sent.

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Sharing the event

Once the event is published, Event Page on its summary opens the page your members see. That address is what you paste into a newsletter, a message or a social post. Members can also add the event to their own calendar from that page. When the same event comes round again, Duplicate copies it into a fresh draft, so you set the date and publish rather than start over.

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What’s next

Events

What your members see: browsing, registering, waitlists and discussions.

Event Editing

Every section of the event editor in detail, including questions and notes.