Getting Started: Create a New Event
Go to the Project section in the Home environment.
Click on the Create new -icon to start a new project.
Choose Event from the options. Follow the prompts to enter basic event information, step by step.
Enter name and time
Start by adding a clear name for your Event project. This is visible on the registration form.
Next, select if your event consists of one or multiple sessions.
Use multiple sessions if your event will take place at different venues or on various dates, to give attendees flexible options.
Finally, set the start and end time for the event. When choosing multiple sessions, set the start and end time for the first session. Create the additional sessions within the event project.
Optional registration settings
Registration start time - Set a start date and time for when registrations to the event can be done.
Registration deadline - Set an end date and time for when registrations to the event can be done.
Registration limit - Set a limit for how many attendees are allowed to register for the event.
Allow registration to waiting list - Set a limit for the waiting list in which people can be placed on if the event is fully booked. If someone cancels their attendance, a confirmation email will be sent to first in line on the waiting list.
Hide fully booked /closed sessions in form - If a session is fully booked the session will be hidden and cannot be chosen.
Allow registration of additional guests - Allow attendees to register any friends or colleagues that they would like to bring to the event.
Request guest details in form - Request that details are provided about each guest in the registration form. Decides if the event should have anonymous or non-anonymous guests.
If an attendee and a guest is added to a waiting list they will be invited when there are two available seats for the event.When all settings are done click Next.
Enter sender details
Enter the sender details you want to use for all emails and SMS included in the event project. Sender name, sender email and reply-to email.
Click Next when ready.
Select form & system page template
As a final step, select an event template for the registration form and all landing pages in the event project. Choose the default event template, or place an order for a customized template from Apsis Professional Services.
Click Create to finish setting up your event basics.
The event project will now be created and you can access all tabs of the project such as Event & Sessions, Registration form, Send-outs, Attendees and Summary.
Event & Sessions
In the Event & Session tab you can find all the settings that have been added to create your event project. Review all details and If needed, update the settings to make adjustments.
Note! On the left side you can see the status of the event, if it is Disabled or Enabled. While editing, keep the event Disabled. Enable once all details and communication are ready.
All event sessions can be seen in the middle of the page in individual grey bars. Each grey bar has quick-action icons that can be used to:
Copy - copy the session
Delete - delete a session that is no longer needed
Share - share sessions with colleagues
To edit a session, start by clicking a grey bar with the session name with the name of the session you want to update. Always click Save after editing sessions to ensure updates are kept.
General settings
Session title - the name of the session
Starting - the starting date and time
Ending - the ending date and time
Registration settings
Registration deadline - set the date and time for registration deadline
Registration limit - The number of allowed registrations
Waiting list (if fully booked) - Tick this box if you allow waiting list
Additional guests - If you allow your attendees to bring guests.
Notify by email when - Set the number of when the notification shall be sent for example when we have 50 signed up to the event. Set up organiser notifications for key milestones (such as a target registration count)
Notification recipients - Add the notification recipients email address. This address will be sent the notification when 50 attendees has registered.
Additional settings
Click the plus to show more settings.
Session Parameters
Session parameters are dynamic and can be personalised for confirmation, reminders, and follow-up—giving attendees the right info for their chosen session. But they can only be used when a attendee has chosen a session. If a session is not chosen there will be no data to be displayed in the parameters.
Calendar reminder - This text appears in the calendar of the attendee if they choose to add the event to their calendar. This is to help attendees remember sessions.
Map to location - Enter the address to the event location and it will appear as a Google Maps link. Click on the ##SessionMap## parameter to test the link.
Session city - Add the the city where the session will take place
Session venue - The name of the venue for the event
Session contact name - Contact person for the session
Session contact email - Email to contact person for the session.
For extra session information, use the plus (+) button in session parameters. An example could be if you are offering food at the event or any other information about the event that is not covered in the preset fields.
Below is an example of how session parameters can be displayed in a confirmation email.
Check in Management
Allow someone at the event to manage attendee check-ins without logging into an APSIS Pro account. Simply enter their email in the input field, and they will receive a link to access the Check-in Management Tool. They can handle check-ins without a full account. Click Invite to send access.
Top Right Buttons Overview
Test – Use this feature to send test emails to yourself or a colleague, previewing registration and communication before going live. Note: It does not apply to messages already sent.
Copy event – Duplicate an event and choose which elements to copy for easy setup.
Create session – Add a new session from scratch.
Save – Save all current settings.
Quick Summary
Apsis Event takes care of your event from setup to follow-up. Automation speeds up schedule creation, invitation sending, and registration management—whether you are running a single seminar or a complex multi-city event. With centralised tracking and communication tools, Apsis streamlines every step, making your event planning effortless and professional.