Creating an event

Events in 4planning let you easily organise meetings, activities, training sessions or gatherings. This article walks you through creating an event step by step and explains which settings you can use.

Step 1: Go to Events

1. Log in to your 4planning environment.
2. Scroll to Organisation in the left-hand menu, click Communication and then Events.
3. Click Create event in the top right.

You are now in the event wizard.

Step 2: Fill in the basics

In this step you set the event's general information.

Adding an image (optional)

You can upload an image for the event. This makes it more appealing and recognisable to members.

Event name

Enter a clear title. For example:

• General members' meeting
• Training session
• Business event

This field is required.

Location

Enter the location of the event. This can also be an online location such as Teams or Zoom.

This field is required.

Start date and time

Select the date and time the event begins.

End date and time

Indicate when the event ends. This keeps the calendar clear.

Arrival time (optional)

Here you can indicate what time participants should be present before the start. Useful for:

• Matches
• Rehearsals
• Events that need preparation

Description

Add a detailed description. Use this field for things like:

• The programme
• Instructions
• Dress code
• Important information

Then click Next.

Step 3: Set up participation

Here you decide who can sign up and under what conditions.

Registration deadline

Set a date and time up to which members can sign up. This prevents last-minute registrations.

Visibility

Choose who can see the event:

• All members – everyone in your organisation. This is a club-wide event: it does not belong to one group and therefore does not appear in a group's event list.
• Specific groups – only the groups you tick. The event then also appears on their group page.
• Public – also visible to people without an account.

Selecting groups

If you choose specific groups, select the groups that may take part here. This is also what determines whether the event appears on that group's page.

Allowing guests

Decide whether members may bring someone.

• Yes
• No

Limit on guests

You can set a maximum number of guests per participant.

Allowing partners

Indicate whether partners may take part.

Maximum number of participants

Set a limit if only a certain number of places are available.

Then click Next.

Step 4: Set up tickets (optional)

Here you can link tickets to the event. Options include:

• Free participation
• Paid tickets
• Different ticket types

Examples of ticket types:

• Members
• Non-members
• VIP
• Early bird

For each ticket type you can also manage settings such as price, availability and quantity.

Then click Next.

Step 5: Invitations and notifications

Decide whether participants receive a notification. Options:

• Send a notification immediately
• Send no notification

If you send a notification, members are informed automatically.

Step 6: Create the event

Click Create to save the event. The event is now visible in the calendar and to the selected participants.

Made a mistake, for example an end date before the start date? You get a message and everything you already filled in stays put — you do not have to start over.

Saving a draft or template

Not ready to publish yet? At the bottom of the form you can choose Save as draft instead of Create (the event then stays invisible to members until you finish it) or Save as template (for recurring events you want to reuse quickly later).

If you are an administrator of the whole organisation, you will find your drafts under Organization → Communication → Events. If you administer one specific group, you will find them through the Manage events button on the events page — that only shows your own events and drafts.

Tips for effective use

• Use clear titles and descriptions so members know exactly what to expect.
• Work with groups to share events with the right audience.
• Set deadlines and limits to stay in control.
• Use notifications to boost attendance.