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Create an Event Project

Event are fairly simply to do in XcooBee. You can have events that are paid as well an unpaid. Evens can be online or in real world as needed.

XcooBee will create many forms of signups that you can use on your website, email or contactless QR. Once users are signed up, XcooBee will issue tickets and create signup list for you automatically.

During the actual meeting you can use the list or the XcooBee App to sign in people easily.

Very limited user data is stored within XcooBee. All needed information is transferred for storage to a Google Sheet that you can easily expand and share with authorized event managers.

This makes it easy for you to use familiar tools while letting XcooBee do the more complex coordination and payment processing.

In the example here we will skip the payment element and create a free event. The steps are straight forward.

1. Select The Project Type

Start the Project Wizard and select the “Event” Project type.

Event Wizard Step 1

2. Fill in General Information

The second step is to fill in general information about your event. Anything you put in the description is also added to the generated ticket.

You can free form enter date and location information as needed.

As with most user entry in XcooBee you can provide the information in multiple languages by selecting the language drop down and filling in the information in that language.

If you need a specific “Thank You” notice you can expand the “Thank You” option. If you do not provide this a default text will be displayed to users after they complete the sign-up process.

Event Wizard Step 2 General Info

3. Determine How Much Data You Need And For What Purpose

On the 3rd step of the wizard you can select the amount of data that you need for your event. A minimized set only has name and email, while an expanded set also adds the address information.

This screen also allows you to ask the user for specific use-permission and consent by ticking the “Show user the sharing option” checkbox.

If you are using XcooBee in any of the EU Countries that are subject to the GDPR or expecting signup from EU citizens you should fill in that declaration and ask for specific consent if you wish to use the data for anything else besides the event.

Event Wizard Step 3 Data Scope

4. Connectivity

In order for XcooBee to process everything correctly we need proper authorizations and keys. In step 4, you can provide all needed authorization and even upload a logo to use for your ticket and event signup page.

Only the first four connections are needed. The Mailchimp connection is optional. It can be used to automatically follow up with users and communicate with them before the event.

Event Wizard Step 4 Connectivity

5. Event Options

The event options determine the behavior of XcooBee when signing up and managing the event for you.

Skip Login

This allows anyone to signup to your event. Without this option only registered and verified XcooBee users will be able to signup. You should leave the default check to be able to reach more users.

Verify Consent And Email

When this options is selected XcooBee will only finalize the signup after double verification. Thus the user will have to confirm their email and their consent explicitly before a ticket is issued and the user is registered for the event.

Company Logo

This displays the logo that you have uploaded in the “Options” step of the wizard. You can make changes here if you like.

Google Sheet

By default XcooBee will create a sheet named XcooBee on the root of your Google drive and place data in it for the event. The event name you provided in Step 2 will be the sheet name.

If you wish to pick another Sheet for this purpose you can use the button to pick any sheet from your drive. Make sure it is the same account that you have granted access to in the connectivity step.

Event Wizard Step 5 Options

6. Development Intefaces

On this step of the wizard you can select options that developers would commonly use to expand the functionality of the event.

Company URL

This determines where XcooBee redirects the user to after the signup is completed. You should set it your general website address.

Webhook Url

This is the endpoint where you would accept webhook traffic from XcooBee. A webhook is generally and encrypted package of information that XcooBee sends to other sites for them to process independently. You can use any of XcooBee SDKs for easy decryption and connectivity or write your own process. Here is a link to PHP SDK for further info on this. Don’t worry if you are not a programmer. Simply skip this.

Custom Template

You can create your own ticket layout. There is no limit to your creativity. However, you will need to be well versed in CSS, HTML, and Handle Bars libraries. We recommend you leave things unchecked unless you are familiar with these.

Event Wizard Step 6 Development

7. Summary

On the summary step you can review all of the information you have provided so far and step back to make changes.

The most important element here is to “Activate” the project once you are happy with everything.

When you activate the project you are enabling XcooBee to start processing registration on your behalf.

This will take a minute or two since we are distributing your changes on the XcooBee content delivery network and making available publicly.

Once the project is activated you can use the Project Tools to manage the signup publication.

This is it. You have created a successful XcooBee project !!!

Event Wizard Step 7 Summary

Using the Project Tools

The project tools enable you to publish the signup in the channel you need to reach your users.

Once activated, you can use the project tools to generate event options directly from the wizard.

Event Links

You can send event link from Link Generator for signup. Also links can be placed on your site, email or social media to trigger event signup.

Event QRs

Safety is priority in times of pandemic. XcooBee supports you with contactless QRs that can be used on any printed materials (letters, menus, signs, banners, etc.).

Buttons and Forms

Button and Forms can be placed on your websites to conduct signups. Buttons are also usable in HTML emails if you do not wish to use the link generator tool.

Event Wizard Step 8 Tools

You do not need to open the full wizard to gain access to event tools. When you open the project center there is access to Project Tools from the list of projects as well.

Event Wizard Step 8 Grid

Feel free to contact us via support chat or support email.

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