Welcome to doo! You've already created a doo-account and want to set up your first event? In this article we will guide you through your first event creation step-by-step.
- Creating an event
- Event settings
- Going live with your event
- Advertising your event
- How the online registration works
- Observing and managing incoming bookings
- Editing event information after the event went live
- Day of the event: Attendee list and check-in
- Bookings with outstanding payment after the end of the event
1. Creating an event
After logging in to doo, select "New event" from the navigation menu on the left side. The event creation is split up into three steps:
- Event information: Enter all information about your event, e.g the name, address, date, logo and cover image, event contact and description. Be sure to fill out every obligatory field and select one of the suggested locations in google maps when entering the event address. Here you will find a detailed instruction concerning on how to enter and edit event information.
- Tickets: Define if it's a free or fee-based event. Create ticket categories, if necessary with an amount and VAT information and set the sales period and quantity as well as the fee options. Here you can read more on everything else that should be noted while creating ticket categories.
- Attendee data: Create a registration form that must be filled out by your bookers within the registration. Note the difference between booker (information about the registering person) and attendee (information about the person(s) that will participate at your event). More information about booker and attendee data can be found here.
After creating an event, you can preview what the event website will look like. You also have the option to go through the three steps of the booking process (ticket selection and filling out invoice and attendee information as well as the selection of the payment method) yourself on a trial basis. However, you can not complete test bookings until the event has gone live.
If you want to edit the information you can go back to the event settings any time by clicking on "Back to editing" or you proceed to the setting by clicking on "Go to settings" .
3. Event settings
Here you have the opportunity to make further adjustments to your event.
Email contents: Here you can edit the email contents, that are automatically sent out to your bookers as part of the registration. You can find more information here.
Tickets and attachment: Under this menu item, you can set whether tickets should be sent for the respective event, which must then be shown by your attendees at the event to gain admittance. Furthermore an additional attachment, for example directions to your events' premises, can be uploaded, which your bookers should receive after the registration.
Pro and enterprise customers can adjust the content of the invoices that doo automatically sends out to your bookers - basic customers can only use the default "doo Basisvorlage". Find out here which additional options you have as a pro or enterprise customer.
Terms & conditions, cancelations & booking approval: In this menu item you have the opportunity to add your own terms and conditions which will be linked to in the booking process and must be accepted by the booker in order to complete the registration.
Furthermore you can set a manual booking approval for your event, if you first want to check bookings before you decide if they should be confirmed or denied.
There is also the option of specifying the number of tickets per booking, as well as determine under double bookings that new bookings are checked for duplicates, so only one booking can be made per email address.
Revenue disbursement: Your fee based events can not go live until information for the revenue disbursement has been provided. Here you can adjust your billing address, sales tax information as well as your bank account information for the payout. You can find more information here.
Promotion and access codes:
For paid for events you can use promotion codes to give your participants a discount. The discount will be provided for entire bookings across all ticket categories. Using access codes you have the possibility to hide specific (or all) ticket categories of one event on the registration page. Only after entering a valid access code the corresponding ticket category will be displayed and can be booked again. You can finde out how to generate promotion and access codes here.
4. Going live with your event
After setting all the information for your event you can start the online registration by clicking on "Go live". As confirmation an e-mail will be sent to the contact person of the doo organization account.
You can now make a test booking to check whether everything is set up correctly. Here you can find more information about test bookings.
5. Advertising your event
As soon as an event went live, a doo event website will be automatically created, through which attendees will be able to register for the event. You can access this website from the settings page as well as from the administration menu on the event detail page.
You can also link the event website's URL somewhere else, e.g. on your real website or on Facebook, so that visitors will be forwarded to it in order to register for your event.
If you have a list of contacts that you want to invite to your event, you can also send the link via e-mail. For this you can for example use the doo email manager.
Pro and enterprise customers additionally have the possibility to integrate the event through a widget in their own website so that visitors don't have to leave your company website in order to book tickets for your event. This option can also be found under "administration" on the event detail page.
6. How the online registration works
As soon as your event is live and the ticket sale has started, people can register online - here you can read more on what the booking process looks like for your bookers. Available payment methods for fee based bookings are PayPal, credit card as well as payment via invoice.
If you don't want to offer all of these payment methods, write an email to email@example.com, tell us which payment methods should be deactivated and be sure to include the event-ID (which you can find in the event overview or the confirmation email that was sent to you after going live with your event) in your message.
7. Observing and managing incoming bookings
When opening the event detail page in your doo event manager and clicking on "manage bookings" you can see the latest bookings, check out individual booking details, edit data, resend emails as well as download booker or attendee lists at any time. All information about managing incoming bookings can be found here.
The data of each booking can be accessed and edited online via the respective booking detail page. All instructions about managing bookings and attendee support can be found here.
8. Editing event information after the event went live
Even after your event has gone live you can edit the event information. By clicking on "Edit event" under administration you will be forwarded directly to the three steps of event creation in order to make the desired changes there. Under "Settings" you will return to the settings options of your event (described in part 3 of this article), where you can edit event information, email contents, tickets and attachments, invoice contents, terms and conditions as well as the data for the revenue disbursement.
A few settings can not be easily changed once an event went live: Find out here about the special requirements when trying to change the price or the sales period of your tickets.
9. Day of the event: Attendee list and check-in
If you want to work with a printed out attendee list or do a manual validation of paper tickets you can just use the QR code on doo tickets to manage your admission. Tips on how to provide a smooth admission process for your attendees can be found here.
10. Bookings with outstanding payment after the end of the event
Even after the end of the event automatic payment reminders will be sent out to bookers on a weekly basis. You can stop these by cancelling the respective bookings in the system.
The received attendee payments will be forwarded to you on a monthly basis:
By default, 70% of the attendee fees of one month will be paid to you at the beginning of the following month. The remaining 30% will be withheld as credit until the end of the event and then paid out to you (from this sum the transaction fees will be deducted). All information about our payout process can be found here.
If you have any questions about individual features of doo, you are welcome to browse our help center or contact our customer support.
We're looking forward to working with you and wish you success with your events !
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