Creating an event is easy! Here are GroupTools, we offer two different ways to create your event. In this section we will provide you with the steps of creating a custom event.
To do this, from the “Menu”, simply click “Create New Event”. You will then see a page with the option to create your event.
Once you put your mouse over the box that reads “Custom Event” you will be presented with another box that reads “Get Started”. This will provide you with the fields you will need to enter to create your custom event.
Step 1 will be the section you will enter the specifics of your event. The required fields will be the name of your event, date (must be greater than today), a description, venue/location, and the address. The time of the event is optional. Once you have entered the required information, click “Next Step” at the bottom of step 1 and you will be taken to step 2 to enter further details of your event.
Step 2 will give you the opportunity to enter the amount of tickets or availability you have and enter a price you would be charging your guests for the tickets.
You will have the option of entering a deposit amount from your guests to reserve the spot and entering a due date that you would need that deposit amount by. Keep in mind, the deposit amount and deposit due date are optional fields and would not be required. The last fields in this section you are required to enter is your final payment due date so your guests know when they need to have the full payment to you.
Also in Step 2, you will see a button labeled “Advanced Mode”. By clicking that button, you will be able to enter more detailed information on the tickets purchased such as the seat location, the supplier quantity and the supplier pay date. All 3 of these field would be optional. When you are done entering the required information in section 2, click “Next Step” at the bottom and you will be taken to the third and final section.
In this section, the only option you would have is to upload photos for your event that your guests will be able to see. You can add two different photos. One will be for your event and the other would be for the specific activity you have put together. To upload an event photo, you would choose the first box and click “Add an event photo”. This is the primary photo of your event. This will pull up the photo uploader. Click “Choose Files” and locate the photo you have saved to your device that you would like to add.
The process for the activity photo is the same with only one difference. This photo will need to be formatted to fit. We have made this very easy to do. Once you upload your photo, you will click the hyperlink under the photo you chose that says “Click Here to crop photo”. You will notice a section of the photo is highlighted to fit the exact size you would need. Just simply click and drag the highlighted section around to choose which part of the photo you would like displayed. Once you are done uploading a photo, click “Save Uploaded Photo and Continue”.
Step 3 is also an optional feature and a photo is not necessary to create your event. Once you are done, click “Save and Continue at the bottom of your screen. You can always add a photo later if you feel necessary.
Once you click “Save and Continue”, you will notice the progress bar at the top of the screen has increased and your title will appear.
You will now be able to see a preview of your invitation that would be sent out to your guests. At this time, you can edit the information you have entered, add more activities, invite your guests or just simply save and continue.
If you are satisfied with your invitation, you can click “I’m ready to invite guests”. You will notice the progress bar has increased again and you are taken to your contacts page. Here you would be able to invite your guests by entering their information manually or importing your contacts from Gmail or a CSV file.
*Please see “Adding Contacts” for more information on creating your contact list*
To add a tag to a group of guests, simply click the check mark and it will open the bulk actions menu at the top of the window. You can choose as many contacts as you would like. When you do this, you can either delete the checked contacts, send a message, or add a tag to all of the contacts you have selected at once.
*Note: When Attendees are invited to an event, they no longer have to login or register to use GroupTools. Attendees can now view event details, communicate with the group leader, add guests and make payments without registering or logging in.