The old saying "learn by doing" is also accurate with Lyyti. With these step-by-step instructions you'll create your first event and learn what are the factors affecting the event. At the end of each section, you'll find a link for more detailed instructions.
Use this article also later on as a basic structure for events!
This article contains the following sections:
- Fill in event information
- Define event settings
- Create registration page
- Thank the participant for registering
- Send a clear confirmation
- Automated waiting list
- What the registration looks like
- What next
Start by clicking Create event in the left menu. Select the event's language(s) and event category. You don't have to select any categories - it may also be that your organisation doesn't have event categories yet.
1) Fill in event information
Enter the event name and other event information. By default, this information is shown to the participant both on the registration page and confirmation message, so please be clear with the information.
Next, go through the mandatory steps to create your event:
- Time of the event: Enter the actual date of the event, both beginning and end dates and times. The event's calendar note is created based on this information.
- Registration starts: Registration opens automatically directly after the event is created. Change the date only fi the registration link is shared somewhere before registration is supposed to start. In other cases, there's no need to define a start time.
- Registration closes: After this date, Lyyti automatically closes registration.
- Editing and cancelling registration > Define separate deadlines: Participants are often given the possibility to cancel their registration via Lyyti after registration has closed. Cancelling is possible in non-chargeable events.
- Event organiser: The organiser's information is shown in the confirmation and also marked as the sender or the confirmation e-mail. We recommend testing the registration so you get a better view of how changing organiser works.
Tip! Enter the event venue's address and click the Google maps button. Lyyti will create an automatic map link to the event venue.
Finally, click Save and continue >>
2) Define event settings
On the Settings page you define the basic functions for the event. How do participants register, individually? Can they bring a companion? What is the maximum number of participant in the event?
If you are still learning how to use Lyyti, select that registrations are done individually. In addition, add how many participants can participate.
When you're ready, click Next at the top of the page. The Next and Previous buttons also work as saving buttons.
3) Create registration page
The registration page you create the actual registration form, select what images to show there and what questions to ask registrants.
First, select a registration page layout, which would be the top & bottom banners. You can select any layout added to your Lyyti account (learn more about layouts).
Then, add an opening text. Please note that this is not the invitation but a registration page that participants fill in after receiving the invitation. Therefore, write for example "Registration to (event name)". Remember to modify the text e.g. with headers.
Lyyti has automatically created questions related to the registrant. Add your own questions by selecting a new question type:
You can choose between text field that participants can answer freely to (e.g. job title), multiple choice questions (participants can choose many or only one of the given options, e.g. will you take part in the dinner: yes/no) and file upload to allow registrants to upload attachments (e.g. CV for recruitment).
With every question you have the possibility to:
1) Edit the question by clicking the pen icon
2) Define if the question is mandatory
3) Delete question (if there are no answers given)
4) Move the question by drag&drop (if there are no conditions added)
5) Create a condition, i.e. a rule determining when and to whom the question is shown
When you're ready, click Next at the top of the page.
4) Thank the participant for registering
The thank-you page is the last page of the registration process visible on the browser. Please keep the page simple since participant spend only a brief moment on this page and will not return to it.
The most important function of the thank-you page is to let the participant know their registration succeeded and that they can save the event into their calendar. You can also let them know that they will receive a confirmation e-mail shortly.
There is al separate thank-you note for the declined / cancelling participant. Pease make sure that this message is also clear to them.
5) Send a clear confirmation
Lyyti's confirmation is an e-mail sent automatically to participants after registration. This e-mail is the correct place to include all the important information participants should know before arriving at the venue.
Tell the participant:
- Who to contact for more information
- How to arrive
- What to bring
- How to prepare
- How to edit their registration
- How to cancel their registration
Participants can edit their information or cancel participation via Lyyti. To enable this, include the Edit your information and Cancellation links in the confirmation by clicking Show in confirmation: Participant information.
6) Automated waiting list
If an event reaches its maximum number of participants, Lyyti informs the next registrant that the event is full. They cannot register anymore but they can still sign up for the waiting list. If you have a limited capacity in the event, we recommend using the waiting list function!
If a place becomes available, Lyyti will inform the first in line with an automatic e-mail. They can register within the time limit you as the organiser have set (in the image above, the limit is 48 hours). In case they don't register through the link Lyyti sent them, the place will be offered to the next in line. Lyyti's waiting list works automatically, so you don't have to do anything.
7) What the registration looks like
The event is now ready! The event's open registration link can be found on this page "Registration link" in blue. You can publish this link wherever you want: a website, social media or send it from your own e-mail.
Time to give it a try! Click the actual registration link and test it out yourself to see what the registration process looks like to the registrants. Pay attention to the clarity, visual side and different messages in the process. What is the registration like to the participant? What works well, which parts should be different?
Send the link to your colleague as well and ask for their opinion! Feel free to test and edit the event - as long as the registration link is not sent to real participants, no harm can be done :)
How to inform participants about the event?
After the registration process is ready, it is time to think about the invitation channel. How will potential participants hear about the event? Is it an event that invitees may forward the invitation they will get? Or is the event only for a restricted audience?
How to keep track of registrations? How to share participant information to others?
Lyyti shows you the up-to-date registration situation, but what if your manager also wishes to know how many registrations you have received so far? What about the situation next week? Or what if you need to know how many and who are attending the gala dinner or different workshops?