The Event tool helps you plan and administer events of every shape and size: webinars, in-person conferences, customer breakfasts, training sessions, product launches, even hybrid setups with multiple Sessions. You set up the Event, design the Registration form, build the invitations and reminders — and Apsis One takes care of sending everything at the right time and keeping the attendee list up to date.
💡 Where Event tool fits in the bigger picture
All data captured during the Event — registrations, Session choices, guest information, attendance — is stored on the Profile. That means you can segment on it later, trigger Marketing Automation flows from it, and treat every Event as a source of audience insight, not just a one-off campaign.
In this article
What you can do with Event tool
Event tool covers the full lifecycle of an event in one place:
Plan multiple Sessions — same event, several dates, locations, or formats (e.g. roadshow stops, repeat webinars, parallel workshops).
Take registrations — branded Registration form with the fields you choose, mapped to Profile attributes or event-specific Custom data.
Manage capacity — set a maximum number of Attendees per Session and enable a waiting list that fills empty seats automatically.
Allow guests — let registrants bring a "+1" or invite named guests individually with their own confirmation.
Communicate at every step — invitations, confirmations, registration reminders, session reminders (email and SMS), follow-ups.
Handle exceptions — Cancellation, Decline attendance, Fully booked, Registration closed, and Event unavailable landing pages cover the edge cases.
Check Attendees in — on the day, mark Attendees as present from your phone or laptop.
Report on results — registrations, attendance, send/open/click stats, and post-event feedback in one Event Report.
The 7-step Event wizard
When you create or open an Event, the tool guides you through the same seven steps on the left-hand stepper:
Step | What you do here |
1. Details | Working name, public Event title, Section, contact name, contact and reply-to emails, content format (date/time/locale), language, and any Custom data fields. |
2. Sessions | One or more Sessions, each with name, location, time zone, start/end date and time, registration rules, waiting list, capacity, and guest options. |
3. Registration Form | Drag-and-drop builder. Map fields to attributes or Custom data. The Session element shows the available Sessions so invitees can choose which one(s) to attend. |
4. Landing Pages | Eleven default pages cover the full registration journey: Confirmation, Waiting list, Registration closed, Event unavailable, Fully booked, Cancellation, Decline attendance, Feedback confirmation, and the Profile double opt-in confirmation page. |
5. Sendings | Start with the mandatory Confirmation email, then add invitations, registration reminders, session reminders (email and SMS), follow-ups, and — if guests are enabled — the Guest invitation email. |
6. Overview | The activation hub. Review everything, copy UTM-tracked Registration form links per source, embed the form via iframe, and Save as draft or Save & Activate. |
7. Report | Available once the Event is active. Tracks registrations, attendance, sending performance, and Profile-level engagement. |
💡 Greetings at every step
The Event tool shows a small greeting at the top of each step — for example, "Let's create one or more sessions for your event…" on the Sessions step, and "Lets set up other communication so your attendees are taken care of properly!" on Sendings. They're there to orient you, especially when picking up an Event you started earlier.
Event statuses
The Event start page groups your Events by status, with each status as a tab:
Status | Meaning |
Drafts | Events you're still building. Saved but not activated. Anyone with access can keep editing. |
Active & Scheduled | Activated Events. Registration is open or scheduled to open, sendings are scheduled to go out. Some steps lock in this state to prevent breaking changes — pause the Event to unlock them. |
Paused | An activated Event that's been temporarily paused. No sendings go out while paused, and you can edit any step again. |
Past | Events that have already taken place. Read-only, but the Report and Attendee list remain accessible. |
Templates | Events saved as templates to reuse for similar future events. |
Deleted | Events sent to a trash-style tab. Restorable until permanently removed. |
Select an Event row to reveal the bottom action bar. Depending on the event status, the options may vary with: Overview, Edit, Manage Attendees, Move to Past, Pause, Duplicate, Rename, Delete.
Use cases
A few common shapes Event tool handles well:
Use case | How Event tool helps |
Single-Session webinar | One Session with a virtual meeting link, capped attendance, automated reminders the day before and one hour before. Follow-up email with the recording afterwards. |
Multi-stop roadshow | One Event, several Sessions (one per city). Invitees pick their stop on the Registration form via the Session element. Each Session has its own location, capacity, and reminder schedule. |
Conference with parallel tracks | One Session per track. Attendees pick the track they want to attend via the Session element on the Registration form. Custom data captures dietary needs or workshop preferences. |
Customer breakfast or networking event | Allow guests so customers can bring colleagues. Use Individual guest registration if you need each guest's name and dietary preferences. Set a registration deadline to lock in catering numbers. |
Training session with mandatory attendance | Required registration, fixed capacity, automated confirmation, day-before reminder, and check-in on arrival. Post-event feedback survey via the Feedback confirmation page. |
Validation warnings: what they are
Before you can activate an Event, Apsis One checks the whole setup for things that could disrupt the attendee experience — sendings scheduled in the past, missing schedules, registration deadlines after the session ends, a missing confirmation email, missing SMS credits, and so on.
If the system finds any issues, you'll see:
A yellow info box at the top of the Overview page with the full list of warnings, each with a short description and a link to the relevant knowledge base article.
A confirmation pop-up if you try to activate the Event anyway, telling you that "Some parts of this event won't work as expected and the attendee experience may be disrupted." You can go back and fix the warnings, or activate the Event anyway.
⚠️ Activating with unresolved warnings
Most warnings won't stop you from activating — they're advisory. But the things they flag really won't work: a sending scheduled in the past won't go out, an invitation with no schedule won't be sent, a registration reminder scheduled after the deadline reaches no one. Best practice is to clear them all before activating.
Each warning points to the page where you'd fix it (Sessions, Registration form, or Sendings) and links to the relevant article. Specific warnings are documented in the troubleshooting sections of the article for the page they appear on.
Event data in Marketing Automation
Every action taken in an Event — registration, Session choice, check-in, cancellation, feedback submission — is recorded as a Profile event on the registrant's Profile.
That unlocks a few practical things in Marketing Automation:
Segment Audiences on past event behaviour — "registered for any webinar in the last 6 months" or "attended the customer conference but didn't register for the follow-up."
Trigger flows on registration, attendance, or no-show using the Listen node.
Time emails relative to an event using the Event Time option on the Time node and Dynamic Schedule — for example, a personalised post-event follow-up that fires X hours after each individual attendee's Session ends.
Score and tag Profiles based on event engagement using the Counter and Achievement nodes.
Quick start
To create your first Event:
Click Event in the left navigation, then Create event in the top right.
Fill in the Details step — working name, public Event title, Section, contact details, content format, language.
Add at least one Session with a name, location (or virtual meeting link), time zone, and start/end date and time. Turn on Registration required if you want to take sign-ups.
Build the Registration form using the drag-and-drop builder. Make sure the Session element is included as well as the Invite guest element if you have chosen to allow guests.
Review (and edit) the default Landing pages or replace them with custom ones.
Create the Confirmation email in Sendings, then add any invitations, reminders, and follow-ups you need.
On the Overview page, check the validation warnings, copy the Registration form link, and click Save & Activate.
What's next?
Event tool: Event details — Set up the Event's identity, contact info, and Custom data fields.
Event tool: Sessions — Add Sessions with locations, dates, registration rules, capacity, waiting list, and guest options.
Event tool: Registration form — Build the form, map fields, and place the Session element.
Event tool: Landing pages — The eleven default pages and when each is shown.
Event tool: Sendings — Confirmation, invitation, reminders (email + SMS), follow-up, and Guest invitation emails.
Event tool: Overview and Report — Validate, activate, and measure.
Event tool: Managing Attendee list — Edit Attendees, monitor the waiting list, override capacity.
Event tool: Check-in Attendees — On-the-day attendance tracking.
Event tool: Event status and Templates — Drafts, Active, Paused, Past, and saving an Event as a Template.
How to use Individual Guests Registration — Setting up named guest registrations with their own confirmation flow.