Event Fields
Each event has the following configurable fields:| Field | Required | Description |
|---|---|---|
| Event Name | Yes | Display name for the event |
| Event Slug | Yes | URL-safe identifier (auto-generated from name, editable) |
| Date | Yes | Event date (YYYY-MM-DD format) |
| Venue | No | Physical or virtual location |
| Category | No | Event type classification |
| Details | No | Additional event description or notes |
| Attendee Fields | Yes | Fields to collect from attendees (Name and Email required) |
Creating an Event
Configure attendee fields
Select which fields you want to collect from attendees (see Attendee Fields section).
Event Name and Slug
Event Name
- Displayed across all event pages and communications
- Used in branding templates via
{{event_name}}variable - Shown in the Client Portal event list
- Can be edited after event creation
Event Slug
- Auto-generated from the event name during creation
- Converted to lowercase with hyphens replacing spaces and special characters
- Used in URLs:
/{org-slug}/{event-slug}/portal - Can be edited during creation, but must be unique within your organization
- Cannot be changed after event creation
| Event Name | Auto-Generated Slug |
|---|---|
| Annual Conference 2024 | annual-conference-2024 |
| Tech Meetup #5 | tech-meetup-5 |
| Client Appreciation Dinner | client-appreciation-dinner |
Event Categories
PassTru provides predefined event categories to help classify your events:- Conference
- Seminar
- Training
- Briefing
- Meeting
- Dinner
- Wedding
- Birthday
Using Event Categories
- During event creation or editing, click the Category dropdown
- Select the category that best matches your event type
- Categories are optional but help with event organization and reporting
Event categories are currently predefined. Custom categories may be added by the Super Admin in future updates.
Event Date and Venue
Event Date
- Required field using a date picker (YYYY-MM-DD format)
- Used to:
- Display event information to attendees
- Sort events in the event list (most recent first)
- Calculate auto-deactivation timelines for check-in pages and attendee portals
- Populate
{{event_date}}variable in branding templates
Event Venue
- Optional text field
- Can be a physical address or virtual link (e.g., Zoom URL)
- Displayed in event branding and communications
- Available as
{{event_venue}}variable in branding templates
Event Details
The Details field allows you to add:- Event description or agenda
- Special instructions for attendees
- Internal notes for event managers
- Any additional context not covered by other fields
- Optional
- Textarea input (supports multiple lines)
- Not displayed to attendees by default (use branding templates for attendee-facing content)
- Visible to Clients and Event Managers in the event portal
Event Status
Each event has a status that controls access and visibility:Active Status
- Event is fully operational
- Attendees can be added
- Event portal is accessible
- Check-in page can be activated
- Badge: Green active
Suspended Status
- Event is temporarily disabled
- Event portal becomes inaccessible
- Check-in page is deactivated
- No attendees can be added or checked in
- Badge: Red suspended
Toggling Event Status
Click Suspend or Reactivate
Click the Ban icon (Suspend) or CheckCircle icon (Reactivate) in the Actions column.
Editing Events
After creating an event, you can edit most fields: Editable:- Event Name
- Date
- Venue
- Category
- Details
- Attendee Fields (can add new fields, but cannot remove existing ones if attendees are already registered)
- Event Slug (set during creation, cannot be changed)
- Organization ID (events are permanently tied to the organization that created them)
How to Edit an Event
Deleting Events
Deleting an event is a permanent action with important consequences:What Happens When You Delete an Event
- All attendee data is permanently deleted (names, emails, check-in records, etc.)
- Unused attendee tokens are returned to your balance
- The event token used to create the event is not refunded
- Event portal becomes inaccessible
- All event branding and configuration is deleted
Delete Process
Download event data (recommended)
In the confirmation dialog, click Download Event Data to export:
- Attendee names and emails
- Unique IDs
- Check-in status and timestamps
- Check-in methods
Event Portal Navigation
Once an event is created, access the Event Portal by:- Clicking the event name in the event list (
/events) - You’ll be redirected to
/{org-slug}/{event-slug}/portal - The Event Portal sidebar includes:
- Dashboard — Event stats and real-time attendee list
- Attendees — Manage attendee registrations
- Check-In — Check-in management and QR scanning
- Branding — Customize attendee-facing pages and emails
- Back to Client Portal — Return to
/dashboard
Best Practices
Use descriptive event names
Choose clear, specific names that attendees will recognize (e.g., “Q1 2024 Sales Kickoff” instead of “Meeting”).
Plan attendee fields before creation
Decide which fields you need to collect before creating the event. Adding fields later is possible, but removing them after attendees are registered can cause issues.
Set accurate event dates
Event dates control auto-deactivation timelines. Use the actual event date, not the registration deadline.