Managing Events

The Events section of the admin dashboard is where you create events, configure ticket types, track registrations, and manage check-in volunteers.

Viewing your events

1. Click Events in the sidebar.
2. You’ll see a table listing all your events with columns for name, date, location, published status, and active status.
3. Use the Search box to filter events by name.
4. Click a column header (Name or Date) to sort the list.
5. Use the pagination buttons at the bottom to navigate through pages.

Creating an event

1. On the Events page, click the Add Event button in the top right.
2. Fill in the event details:

Field	Description
Name	The event title that attendees will see.
Description	A short description of the event.
Event Type	Select a category for the event (e.g., “Meeting”, “Social”). Manage event types with the Manage Types button.
Location	Where the event takes place.
Slug	A URL-friendly identifier (e.g., annual-gala). Your webmaster uses this to embed the registration component.
Event Start / End	The date and time of the event.
Registration Begin / End	When registration opens and closes. Leave blank for no restriction.
Max Attendees	Maximum number of attendees for this specific event. If set, this overrides the default max attendees defined on the event type. Leave blank to use the event type’s default (or unlimited if the event type has no limit either).
Published	Check this box to make the event visible through the API. Unpublished events are hidden from the registration components.
Guest Registration	Check this to allow non-members to register.
Require Member Host	Check this to require guest registrants to select a sponsoring member.

3. Click Create to save the event.

Editing an event

1. Click an event name in the events list.
2. Update any field on the event detail page.
3. Click Save at the bottom of the form.

The event detail page also includes additional fields not shown during creation:

• Active — Controls whether the event accepts new registrations. Inactive events remain visible but registration is disabled.
• Refund Deadline — If a registration is cancelled after this date, no refund will be created. Leave blank to allow refunds at any time. See Refunds for details on how refunds are triggered.

Managing event types

Event types categorize your events (e.g., “Meeting”, “Social”, “Fundraiser”) and define default settings that apply to all events of that type.

1. On the Events page, click Manage Types.
2. You’ll see a list of your event types with their default max attendees.

Each event type has a Max Attendees field — this sets the default capacity for any event created with that type. Individual events can override this value using their own Max Attendees field.

How capacity is resolved:

1. If the event has a Max Attendees value set, that value is used.
2. Otherwise, the event type’s Max Attendees value is used.
3. If neither is set, capacity is unlimited.

Capacity is checked against attendees with confirmed or pending status. Once the limit is reached, new registrations are blocked.

Managing tickets

Every event needs at least one ticket type. Tickets are listed in the Tickets section on the event detail page.

Each ticket has:

Field	Description
Name	Ticket display name (e.g., “Member Ticket”, “Guest Ticket”).
Eligibility	Who can purchase: Member, Guest, or blank (anyone).
Base Price	The default price in dollars. Set to $0.00 for free tickets.
Active	Whether this ticket is available for purchase.

To edit a ticket, click its name in the table.

Tracking registrations

The Registrations section on the event detail page shows everyone who has registered.

Each row shows:

Column	Description
Registrant	The name or email of the person who registered. Click to view details.
Guests	Number of guests included in this registration.
Status	confirmed, pending, or declined.
Payment	Paid, No Charge, or Pending.
Date	When the registration was created.

Click a registrant’s name to view full registration details, including individual attendees and their check-in status.

Check-in volunteers

You can invite volunteers to help with check-in at the event. Volunteers receive a special link that gives them access to the check-in interface without needing an admin account. Each link is scoped to one event and expires automatically.

Inviting a volunteer

1. Scroll to the Check-In Volunteers section on the event detail page.
2. Click Invite Volunteer.
3. Enter the volunteer’s Name (required) and Email (optional).
4. Optionally check Email link to volunteer to have Seva send the magic link directly. This requires an email address.
5. Click Generate Link.
6. The dialog shows the generated link. Click Copy Link & Close to copy it to your clipboard. If you asked Seva to email the link, a confirmation message appears below the link; if the email couldn’t be queued, a warning explains why and you can still share the link manually.

Link expiry. The link expires automatically:

• If the event has an End time, the link expires 2 hours after the event ends.
• If the event has no end time, the link expires 24 hours after it’s generated.

Managing volunteer links

The Check-In Volunteers table lists everyone you’ve invited along with the link’s current status:

Column	Description
Name	The volunteer’s name.
Email	The email address you entered, or a dash if you didn’t provide one.
Expires	The expiry date and time for active links, or a badge for Expired or Revoked links.

The Revoke button only appears for links that are still active. Revoking immediately invalidates the link — if the volunteer has the check-in page open, their next action will fail and they’ll need a new link.

Opening check-in yourself

Click the Open Check-In button at the top of the Check-In Volunteers section to launch the check-in interface directly as an admin. Seva generates a short-lived token for you (using the same expiry rules as volunteer links) and opens the check-in page in a new tab. This is useful for testing, training volunteers, or running check-in yourself.

Volunteer instructions

Point your volunteers at the Check-In Volunteer Guide — that page walks through the interface, QR scanning, group check-in, and walk-up registration. Seva also links to it automatically from the volunteer invite email.

Downloading an attendee report

Click the Download Report button at the top of the event detail page to download a file listing all attendees and their status.

Deleting an event

1. On the event detail page, click the Delete button.
2. Confirm the deletion in the dialog that appears.

Warning: Deleting an event removes all associated registrations and tickets. This cannot be undone.