# Managing Events

Planning an open day, workshop, tournament, or any other one-time event? In ActiveNow you can set it up, collect online sign-ups, and manage the participant list — all in one place.

## How to enable Events

If the *Events* section isn't visible in your panel, enable it first:

1. Go to *Settings → General → Additional features*.
2. Switch the toggle next to *Events (workshops, open days, tournaments etc.)* to *Yes*.
3. Refresh the page — the *Events* section will appear in the left-side menu.

![Additional features section with the Events toggle switched to Yes](/files/OEhLRbBNVD5CJ3EEwdFU)

## How to create a new event

1. Go to the *Calendar* tab, select the date you want, and click *New event*.
2. Fill in the details: name, number of places, venue, timing, and participant list.
3. Choose whether the event is **closed** (you add participants yourself, no external sign-ups) or **open** (participants can sign up on their own through a form on your website).
4. Click *Save*.

![New event form showing fields for name, size, venue, timing, and participants](/files/sauCFectU1dnUGkKK4v0)

## How to add participants to an event in bulk

If you want to invite existing clients to an event:

1. Go to the *Participants* tab.
2. Select the people you want to add.
3. Click *Sign-up for an event* from the mass action menu.

## How to configure online sign-ups for an event

Configure the sign-up form in *Settings → Online sign-ups* — click *Edit* next to *Event sign-up forms*.

Once configured, click *Place on website*, copy the embed code, and paste it into your website.

## What information should the client fill in?

In the *Client data* tab, you decide which fields are visible to the client (the *Visible* column) and which are required (the *Required* column). You can reorder fields by dragging the handle on the left side.

![Sign-up form field configuration showing Visible and Required columns with drag handles](/files/LuWqPb2Se9XhnLltxMrn)

If you need additional fields, add them in the [custom form fields](/en/online-sign-ups/custom-fields-in-sign-up-form.md) section.

## Which event details should appear in the sign-up summary?

In the *Displayed information* section, you decide which event details are visible in the sign-up summary. Unchecking a field hides it from the form. You can reorder these fields the same way as in the client data section.

![Displayed information section showing configurable fields for the event sign-up form](/files/bhAT8ZR9q5a0KRF7y74f)

## Terms and consents

You can add required checkboxes to the form — for example, for terms of service, image rights consent, or a privacy policy. Clients cannot complete sign-up without accepting them. For more details, see [Managing Terms and Consents](/en/online-sign-ups/managing-terms-and-consents.md).

## Email communication after sign-up

At every stage of the sign-up process, clients receive an automatic email. In the *Email communication* section, you can customise the content of each message:

* **Sign-up received** — sent after the client submits the form. Includes event details, confirmation of receipt, and any accepted documents.
* **Sign-up confirmed** — sent after the sign-up is accepted. Includes confirmation and event details.
* **Sign-up rejected** — sent after the sign-up is rejected. Includes the reason for rejection.

To automatically invite clients to the Client Panel after confirming their sign-up, tick the *Automatically invite to Client Panel* option.

![Email communication section in the form editor showing editable email templates](/files/Nbsp6zSCGYsIKoMr6nvX)

## Payment at sign-up

{% hint style="info" %}
The payment option during sign-ups is only available once you have set up [online payments](/en/billing/payu-configuration.md).
{% endhint %}

You can require clients to pay at the point of sign-up to make sure they show up.

There are two ways to collect payment:

* **Course fee** — the client pays the amount of the first payment for that event.
* **Fixed prepayment** — the client always pays the same amount regardless of the event chosen, for example as a booking fee.

![Sign-up form editor showing the payment at sign-up configuration](/files/dNL39UNlgtmcjtKKbQB5)

## Previewing the form

Before sharing the form with clients, check how it looks in practice. Click *Preview* in *Settings → Online sign-ups*, fill in a test sign-up, and make sure everything works correctly.

## How to manage the list of registered participants

When someone signs up through the online form, they appear in the *Unconfirmed participants* section of that event. You can accept or reject each person — ActiveNow will send them an email notification either way.

Accepted participants also appear in your school's *Participants* tab.


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