What's the Event Setup Assistant, and who can use it?
The Event Setup Assistant is built directly into EventsAir, and gives you step-by-step contextual guidance as you set up the basics of your event.
Designed to complement your other training and learning, it's a way to get you up and running as you explore and build a real event at the same time. [You can also use it in Sandbox mode if you really want to.]
Any EventsAir user can access the Event Setup Assistant, just by pressing the "+New" button on the home screen.
Even if you know how to set up an event without it, you may prefer to create events using the Setup Assistant.
Does it cost anything?
No, it's totally free to use, and there's no limit on how many times you can use it.
How long does it take to set up an event using the Assistant?
It'll all depend on what you want to include, but it should take around 10-15 minutes to create your event details and brand, payment types, taxes, marketing tags, registration types, functions, your interactive site and a confirmation merge doc.
If you know exactly what you want at each step, it'll be a little faster; if you're still figuring things out or want to stop along the way learn and discover more, it may take a little longer - but it's totally up to you.
How does it work, exactly?
The Event Setup Assistant will walk you through three easy stages - Create, Configure, and Launch.
In the Create stage, you're asked for some basic details about your event.
The Setup Assistant will let you know your event is about to be created.
In the Configure stage, you add Registration Types and optional elements like function tickets, marketing tag questions and more.
In the Launch stage, you create your interactive (registration) site, customize your brand colors, images etc., and edit your confirmation email.
Can I go back to previous steps? (What if I make a mistake?)
Don't worry - even though you can't go back to previous steps within the Setup Assistant, you can always come back later and make changes to what you created. Just make a note of what you want to change and once the setup process is finished, open your event and go to the Setup Panel.
If you're a complete beginner and don't know how to make changes, that's okay too. See the end of this article for ways to quickly learn how edit what you've set up using the assistant. As you learn more, you'll probably want to add more features to your event later anyway.
Why does the Setup Assistant seem to be "stuck"?
Sometimes, as part of the Event Setup Assistant process, the assistant will wait until you've followed an instruction like "drag these items into your site"). Each task is checked off as you complete it, and when they're all done, you'll jump to the next step. It's like having a friendly instructor working alongside you!
Can I exit the Event Setup Assistant?
Absolutely, and your work is saved so you can come back later. Just press the X in the top-right corner of the Assistant.
You'll get a pop-up asking you what you'd like to do. "Resume Later" is the default option. [You can also press "Continue setup" if you didn't mean to exit.]
Pressing "Resume later" saves your progress and you can return to the same spot in the setup process later, just by selecting "Resume Setup" on the right-hand side of the screen.
The Event Setup Assistant recognizes you and knows which event you're setting up, even if a colleague is also using the Setup Assistant to set up a different event.
[If you choose "Exit" at the initial prompt, this completely stops the Setup Assistant process and no progress is saved, so it'll ask you to confirm again before doing that.]
If you went past the "Create" stage, and you decide to exit completely, you can still go into your event to finish setting up manually.
Can I use it to set up a cloned event?
No, currently it's just for new events.
The Event Setup Assistant isn't appearing any more when I press "New". Can I get it back?
If you unchecked the box for "Ask every time I create a new event", you won't see the assistant any more. If you change your mind and would like to use it again, please contact our Support team.
Can I use it even if my colleagues don't (or vice versa)?
Yes, although each user can only set up one event at a time using the Setup Assistant.
Does it cover everything?
After creating your event using the Setup Assistant, you may want to add other features such as your agenda, discounts, an Attendee App, and more. And even if you don't want to add anything else, we still recommend you review and test your setup to make sure everything runs smoothly.
EventsAir is a feature-rich, flexible platform so the Event Setup Assistant gets you started, and gives you the confidence to do more. It's there to complement your on-boarding experience, not replace other training and learning.
We have many resources to help you get the best out of EventsAir:
Customer Success training - to help you with information specific to your needs.
The EventsAir Academy - self-serve online interactive learning + videos. Do it at your own pace and pick and choose topics. You can complete the Basics course in as little as 1.5 hours.
This help site - Here's an event checklist article to get you started. There's also this video webinar - "EventsAir in under 50 minutes".
Please talk to your Account Manager if you'd like more information, or use the "Learn" / "Help" icons at the top right of EventsAir.