Marketing & Events
Create a social event
Publish an event with customer-facing details, RSVPs, tickets, and check-in support.
What you will accomplish
You will publish a customer-facing event with a name, date, time, location, and description. Customers can RSVP from their portal or a shared link. On event day, your team can check attendees in.
A social event is the right choice when people need a real date, a place to meet, and a way to say they are coming—not just a one-time email blast. If you only need to send a message, use Create a campaign instead.
When to use a social event
Use a social event (not a simple campaign) when customers need:
- A dedicated event page with date, time, and location.
- RSVP choices such as Going, Maybe, or Can't Go.
- Paid tickets or a maximum number of guests.
- QR or ticket check-in at the door.
Before you start
- Confirm the event name, date, time, location, and capacity.
- Decide whether the event is free or paid.
- Decide who may see the event: all customers, invited customers only, or anyone with a public link.
- Prepare a short description—what to expect, parking, and what to bring.
- For paid tickets, confirm payment processing in Settings > Billing.
Step 1: Open the event form
- Open Marketing & Events
From the dashboard sidebar, click Marketing & Events, or go to Marketing & Events.
Expected result: You see the Calendar tab with planned campaigns and events.
- Click Create New
Click Create New in the top-right corner of the page.
Expected result: A menu opens with message types (email, text, social post, and more).
- Choose In-Person Event
Click In-Person Event. A window titled Create Social Event opens.
Why this matters: This starts the RSVP and check-in flow. Other menu items create campaigns or social posts instead.
Step 2: Enter the event details
- Add an Event Photo (optional)
Upload a flyer or facility photo if you have one. Photos help customers recognize the event in the calendar and portal.
Expected result: A preview appears in the form so you can confirm the image looks correct.
- Enter the Event Name
Type the name customers will see. Examples: Cars & Coffee Open House, Winter Storage Prep Night.
Why this matters: This name appears on the calendar, in customer emails, and on the RSVP page.
- Add the Location
Enter a place name customers recognize, such as Main Lounge or Showroom.
- Add the Address when needed
Use Address for off-site events or when customers need driving directions.
- Choose Start Date & Time
Pick a date and time in the future. The app will not save an event that starts in the past.
Click + Add end time when the event has a clear end time (for example 10:00 AM–1:00 PM). This helps customers plan their visit and shows a time range on the event page.
Expected result: The date and time match what you will tell customers by phone or email.
Step 3: Set capacity, cost, and description
- Use Recurring Event only for repeating events
Turn on Recurring Event for monthly meetups. Leave it off for one-time open houses.
Why this matters: A recurring event saves time when the same gathering happens on a fixed schedule.
- Enter Max Attendees when space is limited
Use Max Attendees when seating, parking, or tickets are limited. Leave blank if there is no cap.
Expected result: The event page can show how many spots remain as customers RSVP.
- Enter Cost for paid events
Type the ticket price in Cost ($). Use 0.00 or leave blank for free events.
Why this matters: Paid events need working payment setup before customers can buy tickets.
- Write the Description
Explain what customers will do, arrival instructions, parking, and whether guests are allowed.
Write like you are talking to a customer, not to your staff. Short paragraphs are easier to read on a phone.
- Optional — pick Event Theme Colors
Scroll to Event Theme Colors at the bottom of the form if you want this event page to use custom colors instead of your facility's default branding.
Click Default to reset to your team's normal colors. Most facilities leave this alone unless the event needs a special look (for example a holiday open house).
Why this matters: Theme colors only affect this event's public RSVP page—not your whole customer portal.
- Click Create Event
Click Create Event when the details are correct.
Expected result: The window closes and the event appears on the Marketing & Events calendar.
Step 4: Set who can see and RSVP
After the event is saved, open it from the calendar. The event detail page opens at a link like /dashboard/social-events/ plus the event id.
- Click Edit
On the event detail page, click Edit.
- Choose Visibility
Find Visibility on the edit form and pick who may open the event page:
- Public — anyone with the link can view and RSVP (good for open houses advertised on your website).
- Customers only — only signed-in portal customers can view and RSVP (good for member-only facility events).
- Invite only — only invited guests can view and RSVP (good for private gatherings).
Why this matters: Wrong visibility is the most common reason customers say they “cannot find” an event.
Expected result: A customers only event requires portal sign-in. A public event works from a copied link in email or on your website.
- Set invite rules when you chose Invite only
If you picked Invite only, you will also see how guests get access:
- Invite link — anyone with the special invite link can open the page.
- Invite list — only customers you add to the invite list can RSVP.
Use Invite list when you want tight control over who may attend. Use Invite link when you will share one private link with a small group.
- Save your changes
Save the event. Return to the detail page and confirm the settings look right.
Expected result: The event behaves the way you explained to customers (portal-only vs public link).
Step 5: Share the event with customers
- Click Share
On the event detail page, click Share. A small menu opens.
- Choose how to share
Pick the option that fits your workflow:
- Copy link — paste into a text, email, or campaign.
- Open link — preview what customers see before you send it widely.
- QR code — print or display at the entrance so guests can scan and RSVP.
- Tell customers what to do
Ask them to open the link and choose Going, Maybe, or Can't Go so your counts stay accurate.
Step 6: Watch RSVPs before event day
- Review the summary cards
Check Total Views, Capacity, Going, Maybe, and Can't Go so you know how many people to expect and whether customers are opening the event page.
- Search attendees when the list grows
Use Search attendees... to find someone by name or email when they call your front desk.
For a full walkthrough of RSVP planning, read Review social event RSVPs and attendees.
What success looks like
- The event appears on Marketing & Events on the correct date.
- Visibility matches how you plan to promote the event (portal, public link, or invite only).
- At least one test RSVP updates the Going count on the detail page.
- Staff know where to open the event on event day for check-in.
Troubleshooting
What to do next
Before event day, invite more customers with Create a campaign or post in a community channel.
On event day, use Check in social event attendees.
After a great visit, consider Request and manage reviews.