How to Create Your First Event
Learn two ways to create events in FreePas
Choose Your Method
Watch: Creating an Event with the Setup Wizard
Setup Wizard Tutorial Video
Video embed placeholder - Add wizard tutorial video here
Recommended: 2-3 minute tutorial showing the wizard flow
Using the Setup Wizard
Click "Setup Wizard" in the Sidebar
Find the glowing "Setup Wizard" button in your dashboard sidebar
- The Setup Wizard button has a sparkle effect to catch your attention
- It's located in the main navigation sidebar on the left
- Click it to open the multi-step event creation modal
Select or Create Organization
Choose an existing organization or create a new one
- If you already have an organization, select it from the dropdown
- To create a new organization, click "Create New Organization"
- Fill in organization name, description, and website (optional)
- The wizard will automatically associate your event with this organization
Configure Event Details
Set up your event's basic information
- Enter your event name (e.g., "Annual Tech Conference 2025")
- Write a compelling description that tells guests what to expect
- Select the event type (Conference, Wedding, Corporate, Social, etc.)
- Choose start and end dates with time
- Set check-in window (how early guests can check in)
- Add venue details including address
- The location picker will show a map for verification
Import or Add Guests
Build your guest list quickly
- Choose from 4 options: Manual Entry, CSV Import, Templates, or Skip
- Manual Entry: Add guests one by one with name, email, and phone
- CSV Import: Upload a spreadsheet with guest information
- Templates: Use pre-built guest list templates
- Skip: Add guests later after event creation
- The wizard validates email addresses and phone numbers automatically
Review and Create
Confirm everything and launch your event
- Review all your event settings in the summary
- Make any last-minute changes if needed
- Click "Create Event" to finish
- Enjoy the confetti celebration animation!
- Access quick actions: View Event, Invite Guests, or Create Another
Tips & Best Practices
Pro Tip: Use the Wizard for Speed
The Setup Wizard is 60% faster for creating events with pre-populated guest lists. Perfect for recurring events!
Important: Organization Selection
Always ensure you've selected the correct organization before creating an event. Events cannot be moved between organizations later.
Quick Action: Duplicate Events
Have a similar event? Use the duplicate feature in the Events page to copy all settings and save time.
Method Comparison
| Feature | Setup Wizard | Traditional Method |
|---|---|---|
| Time to Create | 2-3 minutes | 5-10 minutes |
| Best For | Quick events, beginners | Complex events, power users |
| Guest Import | ||
| Advanced Settings | Limited | |
| Guided Process | No | |
| Template Support |
How to Modify Event Parameters
Complete guide to editing your events after creation
Accessing Event Settings
- 1. Go to Events page from your dashboard
- 2. Find your event in the list
- 3. Click the Edit button (pencil icon) or click on the event card
- 4. Navigate to the Settings tab
Basic Information
Event Name
Change the title of your event. This appears on invitations and RSVP pages.
Description
Update event details, agenda, or any information guests need to know.
Event Type
Change between Conference, Wedding, Corporate, Social, Fundraiser, etc.
Status
Draft → Published → Ongoing → Completed. Controls event visibility.
Date & Time Settings
Start Date & Time
When your event begins. Includes date picker with time selection.
End Date & Time
When your event ends. Can be same day or multiple days later.
Check-in Window
How early guests can check in (e.g., 30 minutes before start).
Timezone
Automatically detected from venue location, can be manually adjusted.
Location & Venue
Venue Name
Name of the event location (e.g., "Grand Ballroom Hotel Plaza").
Full Address
Complete address with street, city, state, ZIP. Shows on Google Maps.
Map Integration
Interactive location picker validates and displays venue on map.
Directions Link
Auto-generated Google Maps link for guest navigation.
Capacity & Guest Settings
Maximum Capacity
Total number of guests allowed. System prevents over-booking.
Plus-One Settings
Allow/restrict companions. Set maximum companions per guest.
Guest Types
VIP, Regular, Staff, Press, Speaker - customize categories.
RSVP Deadline
Last date guests can respond. Auto-closes RSVP page after.
RSVP & Registration
Enable RSVP
Toggle RSVP functionality on/off. Controls public RSVP page access.
RSVP Template
Choose from templates or create custom HTML/CSS design.
Required Fields
Email, phone, dietary restrictions, plus-one details, custom questions.
Confirmation Message
Custom thank you message shown after RSVP submission.
Visual & Branding
Event Banner
Upload header image for invitations and RSVP pages (recommended: 1920x600px).
Event Logo
Company/event logo displayed on materials (recommended: 400x400px).
Color Theme
Primary and accent colors for RSVP page and emails.
Custom CSS
Advanced: Add custom styling to RSVP pages.
Ticketing & Payment (Optional)
Enable Ticketing
Turn on paid ticketing with Stripe integration.
Ticket Types
General Admission, VIP, Early Bird - create multiple tiers with different prices.
Pricing
Set ticket prices, early bird discounts, promo codes.
Payment Gateway
Stripe integration for secure payments, refunds, and reporting.
Security & Privacy
Event Visibility
Public, Private, or Invitation-Only. Controls who can see the event.
Password Protection
Require password to access RSVP page (for private events).
Guest Data Privacy
GDPR compliance settings, data retention policies.
Check-in Security
QR code encryption, duplicate scan prevention, manual override settings.
Notifications & Reminders
Auto Reminders
Schedule automatic email/SMS reminders (7 days, 1 day, 1 hour before).
RSVP Confirmations
Auto-send confirmation emails when guests RSVP.
Check-in Notifications
Real-time alerts when VIP guests check in.
Admin Alerts
Notify organizers of capacity thresholds, RSVP deadlines, etc.
💡 Important: Saving Changes
- • Always click "Save Changes" at the bottom of the settings page
- • Real-time preview: See how changes look before saving
- • Draft mode: Make changes safely without affecting published events
- • Version history: Revert to previous settings if needed
- • Bulk updates: Changes apply to all future emails and invitations automatically
What's Next?
After creating your event, you can:
Send Invitations
Use our email campaign system to invite all your guests with beautiful templates
Manage RSVPs
Track responses, dietary requirements, and guest preferences in real-time
Monitor Analytics
Get insights on attendance rates, check-in times, and guest engagement