EventBuilder User Guide 

Welcome to your EventBuilder Portal 

Please note, some features are not available with all subscriptions. 

Screenshot: EventBuilder login screen. 

 Sign in to your portal with your username and password. 

Screenshot: EventBuilder's main dashboard, including customization options and event listings.

Once you are logged in you will see your EventBuilder Portal Dashboard. This provides an overview of your events scheduled in the future. 

On the left-hand navigation, there are several views to help you organize your event information. 

You can customize your event Dashboard by adding or removing tiles. Click the + drop down in the upper right corner to add window tiles or remove the information by clicking the trashcan icon directly on each window. You can always add this information back to your dashboard later if you like.

 To update your account information, click on the gear icon.

Screenshot: Account information update gear.

 

 

Get Started Scheduling Events 

Use EventBuilder to add registration, reporting, privacy, and security to your virtual events. There are two ways to schedule an event on EventBuilder. 

   1. From your Outlook Calendar (E-Publish) 

   2. Directly from your Portal 

Schedule from your Outlook calendar (E-Publish) Note: E-publish is available for Pro and Suite-level subscriptions only.

Before creating your E-published event: Please ensure the correct default template has been selected. Confirm your default template by logging into your portal, navigate to the Templates view, and put a checkmark in the Default Template icon.

Screenshot: Default Templates dialog for E-publish.

To schedule an event from Outlook, create a new  Microsoft Teams or Skype for Business meeting. Invite scheduling@eventbuilder.com in the "To" field.

Enter the event title in the "Subject" field.

Select the date, time and duration of the event. 

Do not remove any of the default Microsoft Teams or Skype for Business meeting information in the body of the email.

Click Send once the required information has been entered.  

Screenshot: Microsoft Outlook new Teams meeting dialog.

Once scheduled you will receive an email confirming your event has been created. Log into EventBuilder to fully customize your event.

Locate the event in the Events view. Click on the event title to access the editing tools.

To learn more about Templates, please visit our Templates Overview.

 

Schedule directly from your Portal 

To create an event directly from your Portal, navigate to the Events view, then click on New Event. Select the best option for your event (Start from scratch or select an existing template) and click Continue.

 

Screenshot: Create event dialog.

Start from scratch - An Event Wizard will guide you through step-by-step instructions to create an event. A Microsoft Teams or Skype for Business meeting URL is required as part of the setup for most events. 

Select an existing template - Build an event using an existing template. Please see the templates section for more information.

Note: If you would like to build a Template, the process mirrors the procedure for creating an Event. The instructions in this User Guide for Event creation can be used as a guide for creating Event Templates as well. 

For information on how Templates work and best practices for their use, you may refer to our Templates Overview.

To create a Template instead of an Event, go to your left-hand navigation and select 'Templates.'


Start From Scratch: Event Modes

How do you want to engage your audience? There are four different Event modes to choose from. 

Live Webinar Mode - Add Registration Pages and Listing Pages, automated cloud-based recording and sharing as well as robust Reports to Microsoft Teams and Skype for Business. Presenters and Attendees join Microsoft Teams or Skype for Business for the Live Event. 

Streaming Mode - Presenters join Microsoft Teams or Skype for Business, the EventBuilder Bot streams the Microsoft Teams or Skype for Business staging area (PowerPoint deck, desktop sharing, and whiteboards) to a no download, attendee console that allows you to "see" your attendees in real-time. Engage with polling/interactions, and moderated Q&A. Presenters join Skype for Business or Teams and attendees join the EventBuilder Attendee Console. (Suite-level only)

Simulated-Live Mode - Play pre-recorded content while interacting with your audience in real-time with Engagement Tools. Attendees join a no-download Attendee Console that allows you to "see" your Attendees in real-time. Engage with polling/interactions and moderated Q&A. Moderators join the EventBuilder Moderator Console while Attendees join the EventBuilder Attendee Console. (Suite-level only)

On-Demand Mode - Add Registration and Engagement Tools, Questions (e.g. Polling, Surveys) and/or Handouts to webinar Recordings and/or your own uploaded video content. (Suite-level only)

In-Person Events - Essential, Pro, and Suite-level Organizers can utilize EventBuilder's powerful Registration and Reporting tools to create In-Person Events for seminars, courses, conferences, meetings, and off-sites. Learn more about In-Person Events

Schedule your event with the preferred mode

  • Live Webinar Mode - Choose Live Webinar and copy in the Microsoft Teams or Skype for Business URL. This will activate additional options allowing you to select Yes, I would like to record if desired. 
  • Streaming Mode - This will activate additional options allowing you to select Yes, I want to stream. Select Yes, I would like to record if desired. 
  • On-demand recorded content- Choose On-demand recorded content and upload your recording.
  • Simulated-Live Mode - Choose Simulated-Live Webinar and upload your recording.

Registration Layout

Select a layout for the Invitee Registration Page. Choose Between Classic, Marquee, and Clean. 

Screenshot: Event registration layout options dialog.

 

If you are creating a Simulated Live or On-Demand Event, upload any recording you may have. 

Screenshot: File upload dialog box for simulated live or on-demand events.

 

 

 

Note: Uploaded recordings cannot exceed 500 MB. Learn more: File Upload Requirements.

Event Details:

Next, assign Title (required), Subtitle (optional), Date, Time, Time Zone, Duration Display, and Event Duration. 

Screenshot: Dialog box for adding event details.

Event Roles: Presenters/Moderators/Organizers

As the Organizer, you have full access to edit the registration page, join and interact during the Live Event and access reports. You have the option to grant access to other people to assist you in the delivery of your event. There are three roles you can grant to other people. 

Screenshot: example of a Presenter invitation.

 

Presenter - Responsible for presenting the material and answering Attendee questions. They have access to engagement tools. 

Moderator - Has full control of live event and engagement tools.

Organizer - Has all of the same access and privileges as the creator of the event. This includes full editing, scheduling, and access to reporting for the event. 

Assigning someone a role of Presenter, Moderator or Organizer will automatically send them an email (see image) with a link to join the Event and an attached invitation to reserve time on their calendar. The invite reserves the 30 minutes prior to event start time to allow the presentation team to prepare for the event and access all technologies. 

 

Learn more about Event Management Roles and their permissions.

 

Assigning Event Roles:

To assign an Event role, click on the green plus sign.

Screenshot: dialog for assigning event roles with green 'add' box highlighted.

 

 

 

A new window will appear and you can search for a User that already exists on your Portal (image on left) or create a new User (image on right) and assign them the appropriate role.

Screenshot: right side image, Select event user, left side image, create new event user.

In the Add Event User box, you can assign roles and enter information about your Event User, including a photo and bio, and whether you would like their information displayed on the Registration Page. The text editor is HTML-enabled. Click on the Source button to edit the HTML directly.

Organizers may also choose when - or if - their Presenters, Moderators, or additional Organizers receive their system-generated Access Granted email. Screenshot: When to send access granted email dropdown option

Once you've assigned Event roles, click Save & Continue.

 


Set up

This step allows you to customize the overall appearance of your Event Registration Page. 

 

Event Contact Information The contact information is visible as the address sending email communications for your event on all system-generated emails. By default, it is also used in the footer of all emails, on the calendar invite, and contact the organizer on the registration page. Choose the contact information you prefer to display. 

Screenshot: Event Detail Set Up window.

Banner The banner image is displayed at the top of your Registration Page and in the system-generated emails.

Listing Page Image If using a Listing Page, this image will appear next to the event on the Listing Page. 

 

The editor is a full-featured, HTML-enabled "WYSIWYG" editor, and offers Organizers creative flexibility with Event details. Once complete, click 'Save & Continue.'

Note: Banners are set at the Portal-level but can be changed to suit the topic. Recommended width: 1400px.

 

Screenshot: Registration Page example. Transcription: Registration Button, this is customizable on the EXTRAS step. Your event description will appeare here on your registration page. Your Presenter information will appear here if you like.


Engage

There are several ways you can engage your audience during your event. 

Screenshot: Event detail window with files, questions, survey and music options.

Files - Add files that Attendees can download from the Registration page and the Live Event. 

Registration Questions - First Name, Last Name, and Email Address are required demographic questions by default. Additional questions may be created to gather custom information at the time of registration. 

Polls (for Streaming Mode and Simulated-Live Mode) - Polling questions can be created ahead of time or on-the-fly and launched during the Live Event by the Event Presenter, Moderator, or Organizer. 

Post-Event Survey - Survey questions can be created here. In the Live Webinar Mode, these questions will be launched when the stream has ended. A link to the post-event survey questions may also be included in the follow-up emails. 

Enable Pre-Stream Music - When you enable this feature, hold music will play while your Attendees are waiting for the live event to start. 

 

Communicate 

Select and customize emails to deliver to your registrants. 

Screenshot: available pre-formatted emails to send to attendees. Transcript: Information regarding your event is included in the emails below. Just click Edit to customize the text, change the delivery timing, or disable an email. Emails include Event Invitation, Registration Confirmation, Archive Regsitration, Event Reminder, Event Reminder 2, Attended Event, Missed Event, Event Rescheduled, Event Canceled, Event Pending Registration, On-the-Fly.

 

Click Edit next to each email to customize it. 

Click Test to send a test email to yourself to see exactly what will be delivered to your registrants. 

See an example of an event email in edit mode below. 

 

 

 

Screenshot: Example of Event Reminder email, with the HTML editor activated.

Use the text editor to customize the body of the email.  Click on the Source button in the text editor to use HTML if desired. If you chose to edit the HTML directly, click on the Source button again when finished to review and confirm your edits. 

Screenshot: dynamic buttons options, enabled checkbox, and delivery schedule.

After making edits to the top portion of the email, scroll to the bottom portion to select dynamic button options (Add to Calendar, Edit Registration, Attend Event). 

Next, choose the timing of delivery for your email. Click 'Save' to confirm your changes and return to the main Communicate window.

 

 

 

 

Calendar Invitation Content  The calendar invitation contains default information that may be customized using the text editor. 

Recommended: For virtual event never remove "Please click {event_url} to join at event time." This is the unique join link for the registrant. 

For In-Person events, be sure to customize the calendar invitation content to ensure all pertinent information regarding the event is included, e.g., Venue address, etc.

 

To customize the calendar invitation:  click on the 'fx' button highlighted above and select the variables you wish to add.

Event Opening and Closing Images
For Streaming Mode and Simulated-Live Mode events, customize the static images that will appear to the audience before and after the event. 

Screenshot: example of event Opening and Closing slides.

 


Security 

Have greater control over who can register for and attend your event using security features. 

 

Screenshot: Security step options dialog.

Let anyone register and attend: The default setting that allows anyone with the Registration Page URL to attend your event.

Manually approve registrants before they can attend this event After people register, they will see a message reading, "Registration Pending. You will receive a confirmation as soon as the event organizer confirms your registration."  You may then approve these registrants on the Security step. Once you approve a registrant they will receive a confirmation email and will be allowed to attend the event. 

Whitelist or Blacklist registrants using a list A whitelist list allows only registrants whose email address is on the list to attend. A blacklist allows everyone to attend an event except those whose email addresses are on the list. You can include/exclude by specific email address, by domain, or by uploading a list of multiple email addresses or domains. Registrants denied access to the event will see a message reading "Sorry, this is an invitation-only event."

Whitelist or Blacklist registrants by querying a remote server This option allows you to automatically screen registrants by querying a remote server. Please contact care@evenbuilder.com if you would like to use this option. 

Require registrants to verify via email This option sends a verification email to the email address used to register (two-factor authentication). Once the registrant replies to the email, they will be allowed to attend the event. 

Limit the number of registrants Set a maximum number of registrants and once that number has been reached any additional registrants will be placed on a waiting list. The maximum number can be adjusted at any time. 

Upon selecting the option, "Limit the number of registrants," options for managing an event waitlist will appear. 

Waitlist

Here, an Organizer can set the maximum number of registrants for an event, as well as set a 'hard limit' to restrict anyone attempting to register for an event that is full. 

When a maximum number of registrants is exceeded, they will go on the waitlist, where Organizers can decide whether or not to allow additional Attendees to join the event.

Screenshot: Waitlist dialog, with options for 'hard limit' and 'maximum registrants' highlighted.


Extras

Event Tags  - Adding Tags to your events allows Organizers to filter and group events to streamline the registration process for Listing Pages and Search Pages, and to pull reports across multiple events.

To add Tags to your event, click on the drop-down menu and either create a new Tag or select a Tag that has already been created. The number in parentheses indicates the number of Events the Tag is associated with. You may add multiple Tags to a single Event or group of Events, and a default Tag may be set at the Template-level. You may remove the default Tag by clicking on the 'Trash' icon.

Screenshot: event tags dialog, with an indicator highlighting the default event tag.

Learn more about Tags and how they work with EventBuilder.

Source Tracking is a valuable tool for evaluating the effectiveness of your marketing campaigns. By creating unique registration URL's for each of the channels you use to invite Attendees (e.g. email, website, Facebook, LinkedIn) you can track where your registrants are coming from when they register for your event. There is no limit to the number of custom URL's you can create using EventBuilder's source tracking feature. 

Screenshot: source tracking dialog.

To generate a URL, simply type the name of the source in the text box. A URL will be added to a list below. Click on the link icon to copy the Source link and post the generated URL to the appropriate Source.

There is a column for source tracking results on your event registration report. 

Listing Page Image - Customize the image your Invitees see on the Event Listing Page.

Click on Browse, and the following window will appear:

Screenshot: Listing Page image select/upload dialog.

 

You may choose an image that has already been added to your portal or upload a new image. 

Once selected, the image will appear as shown in the Listing Page example below:

Screenshot: Listing page image example.

Recommended image dimensions: 255 px x 200 px. File compression may be necessary for uploads larger than 500 MB. Learn more about file uploads and compression requirements.


 Now that you have successfully created your event, let's look at other features available to you on your Portal. 

Additional Features

Use the navigation on the left to use additional Portal features.

Screenshot: left hand navigation for additional portal features.

 

Pages   Screenshot: example of a Listing Page.

View a list of current Pages and create new Pages 

A Listing Page collects a list of Event Registration Pages on a single view. It provides the ability to promote a single custom URL to a target audience for a group of similar events such as a topic series past or present. 

You have the option to use Registration Efficiencies on a Listing Page which will allow your registrants to register for multiple events at one time. 

A Custom Page is fully customizable and provides the ability to share content (links, files, etc) with a target audience via a custom URL. 

 

 

 

 

Screenshot: Create new page, or choose existing page dialog.

 

To create a new page, click on the New Page button. 

 

 

 

 

 

Customize your Listing Page 

Page Name is the name that will appear in the listing page URL  Example: https://yourcompanyname.eventbuilder.com/listingpagename  Screenshot: Listing page customization dialog.

Title will show up in the browser tab when you navigate to the page.  

Banner Image will appear at the top of your listing page

Description will be located right under the banner 

Event Tags are used to add events to your page. Tags associate individual event pages with a listing page. Enter the tag(s) of the registration pages you want to attach, and they will appear on your Listing Page. 

Default Sort Decide what order to display your events on the Listing Page. 

 

 

  

Screenshot: Sample Listing Page with arrow indicators. Top indicator: Event Banner, Middle indicator: Event Description, Bottom indicator: Your list of events.

Learn more about Pages here

Templates

Templates save time by maximizing efficiency when creating multiple events that have a similar setup. Simply create a template that has all the common settings, branding, configuration, etc. When creating events that use a template, the events inherit all the properties of that template. Templates enforce consistent collection and dissemination of data across multiple events, therefore files and questions set at the template level cannot be modified on events created with that template. 

When you modify a template it modifies all the existing events created using that template. 

Templates can be created on either a Portal Level or User Level. 

Portal-level Templates are accessible to all Organizers and are created by Administrators only. This is a great place to implement company-wide initiatives for branding, legal, and privacy requirements. 

Screenshot: Create new or select Templates dialog.

User-Level Templates are created and only accessible by the individual Organizer and Administrator.

Click My Templates to view a list of all your current templates and your selected default for E-publishing. 

Setting up a template follows similar steps taken to create a new event. Click New Template to create your templates. 

Learn more about Templates here.

Questions

Any questions created on your live events will be stored here in your questions bank. You can edit existing questions or create new questions to be added to events. 

Screenshot: Create/Select template questions dialog.

 

My Questions/Portal Questions sorts your questions by Organizer level or Portal level. 

My Questions are available only to you 

Portal Questions are available to any Organizer on your Portal. 

 

 

 

 

Screenshot: add/select questions for template dialog.

Question Text Enter the body of the question here

Type Select the answer format via a dropdown.

Name Enter the text that you would like as the column header for this question in your reports

Answer Format Types

  • Text provides a text box to submit free form alphanumeric answers.
  • Dropdown provides a dropdown menu to select from.  Only one answer can be selected. 
  • Radio provides radio buttons to select your answer.  Only one answer can be selected at a time. 
  • Checkbox provides a list of answers to choose from.  Multiple answers may be selected. 
  • Statement The Question Text is presented as a statement to attendees. No action required from attendees. 
  • Acknowledge Similar to Statement, however, requires attendees to check a box next to the statement verifying that they have read it. 

 

Files 

This section displays your file repository. Any type of file may be uploaded. Files in your file repository may be attached to any of your events. 

Screenshot: add/select files for template dialog.

 

My Files/Portal Files sorts your files by Portal level or Organizer level files. 

Portal-level files are available to any Organizer on your Portal. 

Organize-level files are available only to the Organizer. 

 

 

 

 

 

Reports 

Screenshot: reports options dialog

The Reports section provides access to all of your event data on your Portal. You will see a preview of all the data available in each report. Requesting a report gives you complete data. 

Summary of Events provides an overview of all scheduled events with attendance counts. 

Registrant Summary provides information collected from Registrants at the time of Registration and Live Event Polling & Survey questions. 

Click Request Report and select the delivery method. There are two different types of delivery. 

  • Web Viewer sends a URL to any specified email to view the data in a browser and download the data as JSON
  • Email Attachment sends the event data as an Excel file to any specified email address

Summary of Events gives you an overview of your event summary

You can also select to run the report on a schedule. Your report will be delivered to your email each day, week, month or year. 

Screenshot: Events-level report access - reports icon is highlighted.

 

 

Event-level reports are available through the Events view by clicking on the report icon next to each event. 

Learn more about Reports: Reports Overview, How-to Create Reports and see the Event Builder Report Key.

 

Cancel or Reschedule your event 

Before you cancel your event, please make sure to review the cancellation email on that event. You can find this email in the Communication step on your event build. Once you cancel the event, the cancellation email will be sent automatically to each of your registrants. 

 

To cancel your event, click on Events on the left-hand navigation. Locate the event you wish to cancel, and click the Trash icon next to it. 

Screenshot: Deactivate/Delete dialog.A window will appear explaining deactivating versus deleting events. Select the option best suited for your situation.

 

Screenshot: dialog of rescheduling an event.

 

 

 

To reschedule your event click on the event details page. Click on Scheduling at the top, and change the date and time. 

 

 

 

 

If you created your event using your Outlook calendar, you can also reschedule or cancel the event directly from there. 

Locate the original meeting invite.  Screenshot: Outlook meeting time and date highlighted.

To Reschedule, select the new date and time you would like to schedule your meeting for and click Send Update

To Cancel your event, click Cancel Meeting

Note: If an event is deleted from Outlook's calendar, the Event and all associated data is deleted from the Portal. 

 

 

 

 

 

 

 

 Click here to learn about managing Live Events