Conferences

Conferences are a “moment in time” event spanning multiple days in a row and/or include scheduled sessions within the main “conference.” This may also apply to: festivals, workshops, orientations/trainings or special series.

Event Admin
Emphasis Exclusive

Frequently Asked Questions

Are Sessions individual events?

No. Sessions are considered part of the main conference.

Where do Sessions appear?

Sessions are accessible via the main Conference page. Sessions will not appear in the following locations:

  • Search Results
  • Channels
  • Widgets
  • Place, Group and Department Pages
  • Bulletin and Digest

Conferences vs. Recurring Events vs. Channels

When to use a Conference

Conferences are not repeated and the “conference” is the event with optional sessions to be attended within the event. Use a Conference if you need to:

  • Host a one-time event that requires sessions (ex: orientation)
  • Host an overnight event (ex: dance-a-thon)
  • Handle ticketing and registration as a whole (ex: 1 ticket for 3 dates)

When to use a Recurring Event

Recurring events are repeated variations of the same event, often with a pattern. Use a Recurring Event if you need to:

  • Host an ongoing event with the same agenda and location (ex: weekly meeting)
  • Host a longer run of dates with the same agenda and location (ex: exhibition)
  • Handle ticket on a per-instance basis (ex: 1 ticket for 1 date)

When to use a Channel

Channels are not events and are instead a collection of events pulled together through your Classifications. Use a Channel if you need to:

  • Pull separate events together based on a theme (ex: Black History Month) or initiative (ex: sustainability)
  • Introduce unique brand elements and additional content/resources (ex: homecoming)
  • Handle ticketing and registration on a per-event basis (ex: 1 ticket for 1 event)

Adding a Conference

Basic Info

In your Admin Dash, navigate to Events > Add Conference. You will start by filling out the basic Conference Details:

Field Details
Name (Required) This will be displayed as the event’s name in the main listing and on corresponding details pages.
Start Date (Required) There are several ways you can enter a date: Oct 3, October 3, 10/3, “Next Friday,” “Tomorrow,” 10/3/18, etc.
End Date (Required) There are several ways you can enter a date: Oct 3, October 3, 10/3, “Next Friday,” “Tomorrow,” 10/3/18, etc. Once this is filled out, the Summary will update below.

To continue to the next step, select Save Basic Info

Conference Details

After saving your basic info, the rest of the submission form will be exposed below. You will continue to fill out the event details just as you would for a single or recurring event. Please refer to our Event Submissions guide for more details.

Adding Sessions

After saving the main details of the Conference, select +Add Session above the Basic Info section. From here, you will complete the submission form once again, but the details will be unique to the session currently being added. Please note that Sessions are not considered to be unique events and they will not be listed on filtered or date view pages. Instead, the Conference itself will be found on all applicable filtered or date view pages.

Speakers

Note: Speakers are available on both our Emphasis and Legacy themes.

You can add Speakers on a Conference level and Session level. You will find the Speakers field alongside your Classification options:

Speakers do not need to be added to the platform before assigning them to a Conference or Session. If you would like to complete the speaker’s biographical information, navigate to Classifications > Speakers > select the speaker’s name and edit accordingly.

Ticketing & Registration

You can add tickets on a Conference level and Session level. If they are added at the conference level, the user will be registering for the entire conference. If tickets are added at the session level, the user will be registering only for that specific session.

Saving Your Conference or Sessions

Once you’ve completed your session details, you will have two options:

(1) Save and Close: Exit the conference form entirely with your Conference saved as a draft

  • If you’re ready to publish your Conference, select Save and Close. The resulting page will include an overview of all sessions added. To fully publish your Conference, select Publish this event in the upper right corner:

(2) Save and Add Another: Move onto a fresh form for a new session

  • By default, sessions are flagged as “Publish Immediately” at the top of the form and will be published alongside the Conference. If you would like any of your sessions to remain unpublished when you publish your Conference, you must uncheck this flag.

Conference Page Details

Schedule + Event Lists

Attendees will be able to see all published sessions directly on the Conference landing page. Additionally, if a user flags themselves as “Interested” then the session will appear in the second “My Agenda” tab.

Speakers

Event Insights

Event Insights replaces our legacy event review system with a flexible survey that helps you understand how each event contributes to your community goals. Gain deeper insights from event attendees about the topic, format, and overall experience of your events to better inform your community event engagement strategy. We’re excited to deliver you the ability to:

  • Build a data-driven business case to calculate your Return-on-Events
  • Identify which events are moving the needle on business outcomes you specify e.g. new community member recruitment, fostering connections, and much more
  • Inform planning around new topics and event formats that will land with your audience

Platform Admin + Event Admin
Emphasis Exclusive

Overview

User workflow

  • A user selects I’m Interested and/or registers for an event via Localist Register.
  • Within two hours of the event ending, the user will receive an email prompt to review the event.
    • The user will have the option to select a 1-5 star rating, “I didn’t go” or to skip directly to leaving a review.
  • After making their selection, the user will be taken to the event page where they will be prompted to provide additional feedback via a series of questions.
  • Once submitted, the user’s feedback will be shared anonymously and included in the event’s Insight Report.

 

 

Event Insights vs. Legacy workflow

Whether using Event Insights or our Legacy review feature, the same applies to both workflows: the email will be sent to Users who have 1) marked themselves as “Interested” and/or have 2) registered via Localist Register or their purchase/registration was imported via our Eventbrite or Zoom integrations. That said, here is a breakdown of what’s changing:

Feature Event Insights Legacy Reviews
Send time Within 2 hours of the event’s end time The day after the event was held
Email prompts 5 star rating, “I didn’t go,” “Leave a Review” “Leave a Review”
On-page options 5 star rating, “maybe later” or “sure” for additional questions (see below for questions), open text feedback Open text comments and assorted emoji reactions in the User Activity section
Publicly displayed
Event Insights report

User Activity

The Legacy workflow sent users to the event page where they could leave a public comment and note an emoji reaction. If this component is included in your event layouts, it will not be removed. Verified users will still be able to post public comments and Platform Admins will still be able to access this content via Users > User Activity. These comments and reactions will not be included in the Event Insight report.

 

 

Opting in/out

Automatic Launch
By default, this feature is turned on (Coming Soon: Tuesday, May 11, 2021). This change will be made for all future events already set to “Allow User Activity.” If you are using our Emphasis theme, you don’t have to do anything—you are all set.

Early Adoption
If you’d like to turn this feature on before 5/11/2021, a Platform Admin can navigate to Settings > Platform Settings > check off Event Insights:

Per-Event Opt Out
Event Admins can opt out of this functionality on a per-event basis by unchecking Request post event feedback from attendees:

Platform-wide Opt Out
After, 5/11/2021, if your organization would like to disable 1) the review prompt email and 2) the event survey, a Platform Admin can navigate to Settings > Platform Settings > uncheck Event Insights:

Platform availability

Event Insights is only available on platforms that are running on our Emphasis theme. If your platform is using our Legacy theme, there will be no change to your review workflow, email or feedback collection mechanisms on the event page. That said, you will not have access to the Event Insights report.

Want access to the feature? Learn more about upgrading here!

The Email

If a user selects I’m Interested and/or registers for an event via Localist Register, they will receive the following email within 2 hours of an event concluding:

 

 

Legacy email

 

 

The Survey

After selecting a star rating or Leave a Review, the user will be taken to the event page where they will be prompted to provide additional feedback:

If the user selects Sure! then the following questions will appear:

  1. How likely are you to attend another event in this community?
  2. Did you connect with someone at this event that you didn’t know before?
  3. How likely are you to recommend events from this community to a friend or colleague?
  4. How informative was this event?
  5. Anything else you’d like us to know?


If a user selects Maybe later then the event page will display this prompt immediately and any future time the user navigates back to the event page:

Survey Branding

The on-page survey was designed to adapt and match the existing styles of your platform, such as font family/sizing/color. To preview how your survey will display out of the box, a Platform Admin can navigate to Settings > Platform Settings > select View a sample survey:

Need help adjusting how your on-page survey is displaying? We’re here to help! You can contact the Localist Customer Experience team here.

To make changes to the on-page styles before (or after) Event Insights is launched, a Platform Admin can add custom CSS by navigating to Settings > Platform Settings > Appearance > Edit Settings for the active theme > Custom CSS.

Insights Reports

Feedback submissions and data will be available on a per-event basis by navigating to an event’s edit page then selecting Metrics > Insights:

Overview

  • Overall Rating: average number of stars selected by attendees.
  • Attendees: the number of community members with confirmed attendance. This attendance can be confirmed by scanning a Localist Register ticket, self-reporting via the email survey or their attendance was imported via our Eventbrite or Zoom integrations.
  • Attendance Rate: (# of registrants / # of those who attended)*100. In this equation, “registrant” = those who selected “I’m Interested,” registering via Localist Register or purchase/registration was imported via our Eventbrite or Zoom integrations.
  • Connections Made: the number of respondents who replied “yes” to the question, “did you connect with someone at this event that you didn’t know before?”

Growth and Retention

  • Growth: # of “Detractors” – # of “Promoters” = Net Promoter Score (NPS)
  • Retention: the average answer to the question, “how likely are you to attend another event in this community?”

Event Profile

This section pulls together a 1-10 rating for each event goal: Growth, Connection, Retention, Information

COMING SOON: We are developing community level reports that will enable you to not only see the average of the event, but also the community average for comparison. For example, for an individual event you’d see that it scored a “7” for growth (purple) then the average growth score is “9.

Attendee Feedback

If a user adds a response to the open text, “anything else you’d like us to know?,” question, it will be logged in this section:

Zoom for Localist

If hosting a virtual or hybrid event, our Zoom integration provides the following:

  1. The ability to create a new Zoom meeting without leaving the Localist event form +
  2. The Localist registration confirmation email will contain a unique Zoom access link for attendance tracking in Zoom.

Platform Admin + Event Admin

Frequently Asked Questions

Will attendee metrics in Localist match metrics in Zoom?

Yes, with the integration, Localist asks Zoom for the list of participants to reconcile with the I’m Interested and/or Confirmed Tickets (if using Register) metrics in Localist. You can expect to see the updated attendee lists in Localist the day after your event.

If I click “Delete Zoom Meeting” is it possible to reconnect the same meeting to my event?

No, once Delete Zoom Meeting is clicked, it will also delete the meeting in Zoom. You will need to click Create Zoom Meeting to create a new meeting instead.

What happens if I deauthorize my Zoom account to authorize a new one?

Any event using your original Zoom account to create a Zoom meeting will effectively break the existing links permanently as Localist is unable to fix these links once the original account has been deauthorized. Additionally, Localist is unable to reconnect attendance metrics between Zoom and Localist for those broken meetings, and changes to your existing event will no longer be reflected in Zoom.

Enabling the Zoom Integration

Utilizing the Zoom for Localist integration does not require any pre-installation by the organization or individual user, but it may require approval for the Localist “app” to be used in your Zoom instance.

Depending on your organization’s Zoom settings, a Zoom Admin may need to pre-approve the integration in the app marketplace. To complete this step, visit https://marketplace.zoom.us/apps/AMeMRaFySnOEaJq6FReaxQ . Once logged in, a Zoom Admin will be able to flag the app as pre-approved for others in their Zoom network to use.

After the app has been approved by a Zoom Admin, a Localist Platform Admin will need to proceed to Settings > Apps & Integrations > Check off Enable Zoom Integration in the Localist Dashboard:

Note: If your organization has multiple instances of Zoom, pre-approval will need to be made by a Zoom Admin for each instance. If the integration has been enabled, but a user’s Zoom instance hasn’t pre-approved the Localist App, the Zoom Admin for the user’s account will receive an email notification noting that X user is requesting to use the Localist App within their Zoom instance.

Creating a Zoom Meeting

1. Start by creating a Hybrid or Virtual Event

In your Admin Dash, navigate to Events Add Event. Get started by adding the event’s name, description, dates and times per usual. When you arrive at the Location section of the form, you will see the Experience drop-down where you will select Hybrid or Virtual:

Once you have selected Hybrid or Virtual, you will see a Create Zoom Meeting link:

2. Approve Zoom Access

Once you select Create Zoom Meeting, you will be taken to Zoom’s authentication page. Authentication is done a per-user/admin basis, so each individual will only be able to create events with meetings connected to a Zoom account that they can personally access. This step is only required the first time you use this functionality as Localist will maintain your Zoom authorization so you do not need to log in again.

3. Create a Meeting

After authenticating and approving access, you will just simply need to select Create Zoom Meeting, which will populate the Dial-In Instructions and Stream URL fields without leaving the page:

After creating the meeting, the link will now read Delete Zoom Meeting if you’d like to remove the meeting details. Deleting then selecting Create Zoom Meeting again will provide all new call information.

From here, continue filling out the form per usual and hit Save Changes to publish or submit your event.

 

Uninstalling the Localist Add-on in Zoom

  1. Login to your Zoom account
  2. Navigate to the Zoom App Marketplace > Manage > Installed Apps > search for “Localist”
  3. After selecting Localist, click uninstall

Private Hybrid & Virtual Events

If you prefer to share stream details with only those who will be attending, you can use Localist Register to do so. Here’s how:

  • As outlined above, change the Experience to Hybrid or Virtual and select Create Zoom Meeting.

    Remove the Zoom details added to to the Dial-In Instructions field and then replace it with messaging to tell your community that they will receive the meeting or stream information via email once they’ve registered.

  • After entering the event details, toggle to the Tickets & Registration tab at the top of the event form.
  • Select Create your first ticket
  • Enter a Ticket Name
  • Set the Ticket Type to Virtual

    Drop your virtual meeting URL in the Event URL field. You will then add the virtual meeting password in the Ticket Type Message field.

  • Save the ticket
  • Save Changes on the event

HubSpot

Localist is able to connect with HubSpot to automatically export your event’s ticket purchase/registration data to your HubSpot account. Localist’s communication with Hubspot is Localist -> HubSpot only.

Platform Admin

HubSpot Export Info

The following data will be exported once per attendee. For example, if one purchase includes three tickets, there will be three form submissions. This data will be exported once and immediately upon completing a purchase or registration.

  • Event Name
  • Event Owner
    • Name (first/last is split on first space)
    • Email Address
    • Localist ID
  • Event Location
    • Name
    • Address (Ex: 8484 Georgia Ave Silver Spring MD 20910)
    • Street (8484 Georgia Ave)
    • City (Silver Spring)
    • State (MD)
    • Zip (20910)
    • Country
    • Custom Fields on Place Pages*
  • Event Custom Fields*
  • Purchaser
    • Name (first/last is split on first space)
    • Email Address
    • Localist ID
  • Order
    • Total
    • Localist ID
    • Currency (USD)
  • Attendee
    • Name (first/last is split on first space)
    • Email Address
    • Ticket Type
    • Ticket Questions*

Integration Setup

Localist Side

*Ticket Questions and Custom Fields on Event/Place Pages are the only data points not baked into the platform by default. If you need to collect this information, start by adding these fields to your platform before proceeding to setup within HubSpot.

HubSpot Side

After you’ve added any Custom Fields or Ticket Questions, create a unique HubSpot form to collect the Localist Register data. If you’d like to collect all data points outlined above, you must have a corresponding field in your HubSpot form. Once created, please send the following information to support@localist.com: 

  1. The form’s embed code
  2. The “contact property name” for every field you would like pulled into the form. Please format your list as follows:
    • Localist Field = HubSpot contact property name 
      • Example: Event Owner First Name = firstname
      • Example: Event Owner Email Address = owner_emailaddress

After these details are provided, a team member will be in touch once the HubSpot integration is configured on the Localist side.

 

Salesforce

Localist is able to connect with Salesforce to automatically export your event’s attendee data to your Salesforce account. Localist’s communication with Salesforce is Localist -> Salesforce only.

Platform Admin

Frequently Asked Questions

How does Salesforce match incoming data from Localist?

Localist first tries to match on Contacts, then on Leads in Salesforce. If a record needs to be created, it will be a Lead.

How does the integration handle errors on the Salesforce side?

If Salesforce rejects the incoming data, or there is an error creating something, it will not be created in Salesforce.

How many Salesforce integrations are allowed per-platform?

The integration allows for one Salesforce instances per platform.

Salesforce Export Data

  • Event (“Lecture Series”) = Parent Campaign
    • Event Instances (“Lecture Series – June 1, 2020”) = Child Campaign
  • Attendees = Campaign Members
  • Attendee Status
    • “I’m Interested” selected= interested
    • Purchased a ticket = purchased
    • Ticket checked in = checked_In

Integration Setup

Salesforce Side

In Salesforce Setup create a Connected App (some labels vary based on Lightning or Classic). More details can be found in the Salesforce Documentation.

  1. Find the App Manager in Salesforce Setup
    • Classic: Setup > Build > Create > Apps
    • Lightning: Setup > Platform Tools > Apps > App Manager
  2. Create a New Connected App
  3. Fill out name, contact details as desired
  4. Check “Enable OAuth Settings”
  5. Set “Callback URL” to https://login.localist.com
  6. Add “Full access (full)” under “Selected OAuth Scopes”
  7. Check “Require Secret for Web Server Flow”
  8. Click Save

Localist Side

Email support@localist.com with the following details.

(1) Connected App

  • Consumer Key
  • Consumer Secret
  • Are you using a Salesforce sandbox or not?

(2) Salesforce User Account

  • Must have access to create, modify, and retrieve Leads, Contacts, Campaigns and modify custom fields on all of the above.
  • This user will be the “creator”/”owner” of the items it creates so it should be a dedicated user so it’s clear what data is coming from the integration vs. added by another Salesforce user.
  • Additional Settings
    • Setting IP restrictions to “Relax IP restrictions”
    • Setting permitted users to “All users may self-authorize”

Once the account is created per the above specifications, please provide the following account information.

  • Username
  • Password +
  • Security Token

 

If any of the above changes after the initial setup, it will break the integration and require reconfiguration. A team member will be in touch once the Salesforce integration is configured on the Localist side

Event Promotion

The Promotion tool that allows Admins to share information about their events on Twitter, LinkedIn and email, all within your Admin Dash. Posts can be scheduled ahead of time to keep your audience engaged or this tool can be used to inform your audience of vital information on a per-event basis. The Promotion tool can post to the following platforms:

  1. Twitter
  2. LinkedIn
  3. Email

Event Admin

Creating a Promotion

Promotion is available for live events and will only appear after an event has been saved. To get started, select New Post in the Promotion section that is now available in the event form’s right sidebar. Depending on the service selected, you will have the option of customizing the copy of the post.

If you are posting to Twitter or LinkedIn for the first time, you will be prompted to authenticate with your desired account first. Email does not require authentication and will be sent “from” your Localist account’s email address. The ability to post to any of the available platforms is not dictated by a Localist Permission and is not connected to an Admin’s “allowed” permissions. Instead, each individual Admin can only post to accounts they are personally able to authorize.

  • Example: say you have two Admins for the English department: Admin A has access to the English Dept Twitter account, while Admin B does not. If Admin B adds an event that makes them the “event owner.” However, they do not have access to the English Department’s Twitter account. Admin A, having access to edit English Dept events in Localist, can go into the event and schedule a posting because they do have access to the Twitter account.

Example Posts

LinkedIn

  • Included: hashtag, start date (next date if recurring), start/end times, photo, event name, platform URL

Twitter

  • Included: hashtag, start date (next date if recurring), start/end times, location, photo, event name, description, platform URL

Email

  • Included: subject (included in subject line and body), custom message, event name, reply note (cannot be customized)

 

Event Experience

Localist offers the option to select In-Person (default), Hybrid or Virtual as an event’s Experience. While this setting changes how the content is presented, all experiences are fundamentally the same.

User (Public Submission Form) + Event Admin (Admin Form)

Frequently Asked Questions

How can I securely share Zoom/video chat details for Virtual events?

If you want to privately share Virtual event details with only those who will be attending, you can use Localist Register to do so. Not to mention, since Register requires someone to be logged in, this will reduce bots from finding exposed Zoom URL/passwords.

Creating a Hybrid or Virtual Event

In your Admin Dash, navigate to Events Add Event. Get started by adding the event’s name, description, dates and times per usual. When you arrive at the Location section of the form, you will see the Experience drop-down where you can select Hybrid or Virtual.

Selecting either Hybrid or Virtual will expose the following three fields. If you select Virtual the physical location fields will be hidden.

Field Details
Dial-In Instructions Paste the typical dial-in instructions from your service of choice.
Stream URL Entering a URL will trigger a CTA to appear on your event’s page that will send your community to the stream’s external page.
Stream Embed Code If your streaming service supports embedding videos to watch a stream directly on the event page in Localist, paste the code here.

Once saved, your Hybrid event listings will display the physical location along with “Stream Available,” while your Virtual events will display only “Virtual Event.”

Additionally, Admins will be able to refine by Experience in the Live and Pending event lists while end users can refine by Experience on any filtered page (any page with /calendar).

 

Bulk Adding Event Experiences

If you are starting with a fresh CSV, navigate to Events > Bulk Add Events Download CSV Template in your Admin Dash. In the resulting CSV you will find columns for ExperienceStream URLDial-In Instructions and Stream Embed Code. If you are working in an existing CSV, you can manually add these columns as long as the column headers match exactly. 

  • Experience: enter Virtual or Hybrid (In-person is the default). If you enter stream information without designating Hybrid or Virtual, your event will default to In-Person and the stream details will effectively be ignored.
  • Stream Embed Code: Your embed code must include proper field quoting. For example, <a href=“”http://localist.com“”>EMBED CODE</a>. Note that 1) the entire embed code is within ” ” and 2) the embed URL is double quoted. The quotation marks cannot be smart quotes.

Private Hybrid & Virtual Events

If you prefer to share stream details with only those who will be attending, you can use Localist Register to do so. Here’s how:

  • When creating your event, change the Experience to Hybrid or Virtual.

    Using the Dial-In Instructions field, add messaging to tell your community that they will receive the meeting or stream information via email once they’ve registered.

  • After entering the event details, toggle to the Tickets & Registration tab at the top of the event form.
  • Select Create your first ticket
  • Enter a Ticket Name
  • Set the Ticket Type to Virtual

    Drop your virtual meeting URL in the Event URL field. You will then add the virtual meeting password in the Ticket Type Message field.

  • Save the ticket
  • Save Changes on the event

 

Here is the resulting email:

Event Statuses

By default, all events in Localist are considered “live.” If you have a change of plans do not delete your events! Using Localist’s built-in status option will ensure that your community is as up-to-date as possible when browsing your events.

User (Public Submission Form) + Event Admin ( Admin Form)

Frequently Asked Questions

How can I notify attendees of an event’s Status change?

If you’re using Register, you can gather a list of attendee’s emails from the View Confirmed Tickets page in the event’s edit form. Then, using our Promotion tool you can send an email to those folks to let them know the event has been Canceled, Postponed, or Sold Out.
In addition, any users who clicked I’m Interested will get an email reminder the day before the event is set to take place, so they’ll see the status update here as well!

Adding an Event Status

In your Admin Dash event form, you will find the Status dropdown below the Description box. You will find the following options:

Field Details
Live This is the default status for events.
Canceled If selected, “Canceled:” will be appended to the beginning of the event’s title on the listing and details page.
Postponed If selected, “Postponed:” will be appended to the beginning of the event’s title on the listing and details page.
Sold Out If selected, “Sold Out:” will be appended to the beginning of the event’s title on the listing and details page.

HEADS UP: If you manually added a status phrase to the title, you will need to remove it before applying a status. Once applied, administrators will also be able to refine the live or pending event lists to display only a particular status.

Bulk Updating Event Statuses

  • Start by logging into your Admin Dashboard

    Navigate to Events > Live

  • Select Export CSV in the top bar.

    Localist will send the resulting CSV to your account’s email address.

  • Open your CSV and find the column labeled Status

    Add one of the following: Canceled, Postponed or Sold Out

  • When complete, navigate to Events > Bulk Add > Upload

    Event listings on your platform’s homepage and in Widgets may take 15 minutes or so to update.

 

– HEADS UP –

One caveat to this is if you’re using Excel, be sure to check that you see the full numerical Localist ID (first column) and not something like “918+”. If you do see an incomplete number like that, you should not use Excel in this workflow or else you will end up with duplicates after uploading. Google Sheets and Numbers are both working alternatives if you encounter this!


Event Submissions

There are two ways individual events can be added to your platform:

  1. Public Event Submissions by Users – Admin approval required
  2. Internal Form by Admins – no approval required

User + Event Admin

Frequently Asked Questions

Is there a duplicate warning for events?

There is a duplicate warning in the admin event form! When you type something into the ‘Name’ Field, it will show a duplicate warning directly underneath. You also have the option to click on the warning to view the event(s) in question.

However, please note that there is no duplicate warning on the Public Event Submission Form because users may get confused and abandon adding events to your calendar.

Public Event Submission Form

The Public Event Submission Form is how your non-admin users submit events to your platform for approval. Below are the fields that they have the option to fill out. To access the submission form, the user must be logged in and will navigate to the Submit an Event button.

Field Details
Event Name (Required) This will be displayed as the event’s name in the main listing and on corresponding details pages.
Description (Required) No character limit. Embedding and HTML is available only to admins.
Status The default is “Live,” but can be changed to “Canceled,” “Postponed” and “Sold Out.” When the default status is changed, the status will be applied to the event’s title. For example, “CANCELED: Spring Gardening Workday.”
Start Date (Required) There are several ways you can enter a date: Oct 3, October 3, 10/3, “Next Friday,” “Tomorrow,” 10/3/18, etc. As you type the date below the field will update accordingly.
Start / End Time Use “6pm,” etc. Events do not require these times, in case it is an all day event, but if there is an end time then there must be a start time.
Repeating By default events are set to never repeat, but you have the option of daily, weekly or monthly. By default events are set to never repeat, but you have multiple options to create complex schedules. See the below “Recurring Events” section for more details.
Experience The default is “In-Person,” but can be changed to “Virtual” to unlock virtual-specific fields, such as a stream embed code field.
Place You can either select to manually enter a place name + address (Use:option) or you can select a place page, which will automatically link it and pull in the saved address. “Use”: By selecting this option, you will not be connecting a place page and will instead be using a custom location.
Room This is free text, so it can be words and/or numbers.
Twitter Hashtag When entered, Localist will monitor mentions of the hashtag on Twitter and take mentions into consideration in the trending algorithm. Do not include the hashtag symbol as it will automatically be added. HEADS UP: Only one hashtag can be used per-event.
Event Website Any website can be entered. For example, if you have an event with a dedicated microsite.
Custom Fields If you have added Custom Fields to your platform they will be listed after filters in Additional Details.
Photo The Upload button allows a user to add a unique photo whereas Choose From Photo Library displays the photos in the pre-selected Photo Library for users to choose from if they do not have a unique photo (this pool is not searchable). If you do not have a unique photo, our Photo Fallback Chain will automatically assign a photo to your event.
Filters Select all that apply from each Filter Family.
Ticket Cost Enter any number and/or text. If the event is free then enter “free,” Only “$0″, “$0.00″, or “0” and the button will display “Register.” If this field includes anything other than those “free” prices, the button will read “Buy Tickets.” However, the presence of “free” no matter what else is included will force the button to display “Register.”
Ticket URL This can be any URL. If a price is entered for ticket cost then this button will display Buy Tickets, but if there is not cost or the event is free then this button will display Register.

Emphasis Exclusive

A more prominent call to action to encourage your community to submit events is now available for your calendar’s homepage!

Want access to the feature? Learn more about upgrading here!

Customizing the layout of Event details on a per-event basis is now available.

Highlighing a Featured Speaker or Group is now possible on Event Details Pages.These Emphasis exclusive componants allow Admins to select an existing user or Group on your platform to display alongside other event details.

Admin Form

The admin form offers additional and advanced functionality beyond the Public Event Submission Form and the following items are Admin-only. In order for general users to use these fields on the public submission form they would have to be knowledgeable of Localist functions and terminology. Our goal is to keep the Public Event Submission Form as simple and foolproof as possible. One thing to note for the Admin form is that only Event Name and Start Date are required, Description is only required on the Public Event Submission Form.

 

Field Details
Duplicate Warning Once you enter an event’s name, Localist may display a future duplicates warning below the field, which will link to a list of both future and past events that may be matches. Localist uses a substring match, so any three characters in a row will trigger the duplicate warning.
Keywords These are free text that can be used for SEO purposes or for hidden tagging for widget purposes. These are not displayed publicly on the front end, only in the Admin Dashboard and to search engines.
Tags These are free text which labels events and connect them to other events with the same Tag. If the event has free food, is dog-friendly, wheelchair accessible, or belong to a short-term festival like a Fourth of July Weekend, those are great examples of things that should be assigned as Tags. Tags are also helpful when utilizing Promotion tools like Channels and Widgets. These are limited to Admins to decrease confusion and clutter on the calendar. Instead, users are provided with filters to label their events.
Vanity URL This allows admins to customize the URL for the event.
Owner This field will display the email of user who created the event. If ownership needs transferred, the email just needs changed to the new owner’s email associated with their Localist account. HEADS UP: Events that are added via a bulk upload or feed do not receive an owner.
Allow User Activity This is checked by default. Unchecking this disables comments, reviews and user-added photos.
Allow User Attendance This is checked by default. Unchecking this disables the “I’m Interested” and “Invite Friends” functionalities.
Hide Attendees This hides the People Interested box but maintains the “I’m Interested” functionality.
Exclude from Trending The event will not appear in the trending list.
Visibility Events can be marked as Public, Unlisted, or Restricted to specific locations.
EventReach A way to measure the anticipated ‘reach’ of the event.
Sponsored This gives your event unique styling that it maintains across the platform and an automatic boost in the Trending algorithm so it appears higher in the Trending list on your homepage.
Featured Add an event to the homepage’s Featured Events Carousel or another Channel’s Featured Events Carousel.
Event Promotion Upon saving an event, you’ll see a Promotion section on the right side of the form. With this tool, you can share the event on the following platforms:

  • Twitter
  • LinkedIn
  • Email
  • Facebook

Recurring Events

A Recurring Event is any event that happens more than once. Instead of entering two or more separate listings, Localist’s event form offers recurring options that connects the various dates to one listing that will be displayed on the respective results pages for each instance. Recurring Events include two layers:

  • Event:  This is the overarching “what’s happening,” for example a series of Open Houses.
  • Instance:  If the Open House event spans multiple days then each day is one instance.

Creating a Recurring Event

When creating an event, you will see a Schedule section that contains all date related details. As soon as you enter a valid start date, you will see the Summary updated to reflect the field data as well as the Add Above to Schedule button activated.

Once you have entered a start date and times, use the Repeating drop down to create your custom schedule. The options in the drop down will dynamically update to correspond to your start date. For example, “The 1st day” would say the “The 2nd day” if the start date was March 2nd and not March 1st.

Pattern Details
Every day (Sunday – Saturday)
  • Every = 1 day – 30 day pattern
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)
Every weekday (Monday – Friday)
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)
Every Mon, Wed, Fri
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)
Every Tue, Thu
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)
Every week
  • Every = 1 week – 30 weeks
  • Repeat on = Only recur weekly only on the days checked off
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)
The 1st day (corresponds to numerical calendar date)
  • Every = 1 month – 30 months pattern
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)
The first Wednesday (corresponds to day of the week of start date)
  • Every = 1 month – 30 months pattern
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)
Every year (corresponds to exact date)
  • Every = 1 year – 30 years pattern
  • Repeating until = enter a specific date (March 1 – March 15) or amount of instances (15 times)

Once you have completed all of the fields, confirm your schedule in the Summary then select the Add Above to Schedule button.

The dates will now be listed below in the Confirmed Dates section. From there you can delete or edit the times for individual instances.

Same Day Instances

It is possible to have an event occur at multiple times on the same day or across all days in a schedule. Follow these steps:

  • Add the day/schedule with the first time frame.
  • Select the Add Above to Schedule button.

    Navigate back to the start time and end time fields and enter the second time frame.

  • Select the Include Above in Schedule button.
  • Repeat as many times as necessary.

Updating The Schedule

Adding a second (or more) schedule to the confirmed dates and overwriting the confirmed dates are both done by changing the previous data in the Schedule fields. If you are navigating back to an already saved event then these fields will be cleared.

Once your schedule is set one of the following options then save:

  • Add to = Include Above in Schedule button
  • Overwrite = Check off Overwrite scheduled dates to redo the schedule