Managing Sign-Ups and 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

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

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

If you need additional fields, add them in the custom form fields 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

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.

E-mail communication

At every stage of the sign-up process, the customer receives an automated email. In the Email Communication section, you can customize the content of each message to match your communication style:

• Sign-up received — sent after the form is submitted. It includes details of the selected classes, confirmation of registration, and the accepted documents.

If you want customers to automatically receive an invitation to the Client Panel after their registration is approved, select the "Automatically invite to Client Panel" option.

Email communication section in the form editor showing editable email templates

When online payments are enabled, you’ll have the option to set up two automated emails:

• Sign-up and payment confirmation – sent after the registration is paid for online.

• Sign-up reminder – sent if the participant does not pay for the registration within 10 minutes of filling out the form.

Payment at sign-up

The payment option during sign-ups is only available once you have set up online payments.

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

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.