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How to create an event with Canapii

Follow these three simple steps and you'll be on your way to a fantastic event!

Author photo  Hugh M
  Last updated March 25 2022

Step 1: Register for an account with Canapii

Once you have created your Canapii account you will be taken to your master Console, this is where all of your events will live. You can toggle between the your events tab (events that you have admin access to) and the events you are attending tab (events for which you only have attendee privileges). If this is your first event you will only see the Tour Canapii event. This event is a demo event that you can explore to help you understand all the possibilities this platform has to offer.

Step 2: Create your event

Select the create an event button at the top right-hand side of the screen.

A pop-up box will appear. Firstly select whether you're creating a hybrid or virtual event. Once selected you'll be taken to a page which enables you to input your events general details and choose whether or not you would like the appearance to be dark or light mode. Can't make up your mind? Don't worry, all of these options can be changed later (apart from the URL). Once you are satisfied, click create.

Remember: the first time you create an event on Canapii you will be prompted to define your security settings. Canapii requires you to configure Multi-Factor Authentication (MFA) to help protect your account and keep you and your attendee's information safe. 

Step 3: Event Console

Once your event has been created, you will be taken to your event Console. Here is where you see and manage all key aspects of your event experience: meetings, tickets, registration, attendee information and more. The event Console homepage gives you an overview of your event statistics and a visual step-by-step infographic on how to best build your event. You will see the steps are linked to the sidebar on the left-hand side. 

Jump to a specific section here:

 

 

 

General settings

Here is where you start building out your event's structure.

Event status: Your event is defaulted to draft mode, giving only admin users the ability to view and access it. You will be able to set your event to live one week before the start date, giving attendees access to book sessions and meetings ahead of the start of your event.

Details: Select edit to change your event details you filled in when first creating your event. If you wish to change your event mode from hybrid to virtual (or vise-versa) you can do this here. You can also change the welcome banner text and input a countdown clock for attendees to see if the event is still in draft mode. You can also select duplicate to create an exact copy of this event platform to make setting up multiple events seamless. Note: only certain aspects of event platforms are duplicated.

Menu: Here is where you can toggle on and off different pages of your event. You can also group your pages to create a drop down option for attendees to choose from multiple pages within the platforms top navigation bar. Many of these pages can be used for a host of different functions, so we've given you the option to rename these pages to fit your needs.

The other settings section of this panel gives you more control over some additional features you may want to include in your event. You can enable or disable in-platform video conferencing, a dedicated homepage agenda, or how your event data is formatted for analytics.

Network interactions: This panel will give you the ability to include dedicated chat bars on different pages of your event. You can also choose which kinds of chats are available to attendees for the entire platform. Virtual business cards can be enabled as well which attendees can opt-in to have on their attendee profile. This will automatically send another attendee's contact information to an attendee when they select the dedicated business card icon in their profile.

Branding:  Upload logos, banners, select your primary and secondary colors, and even upload a background image for your platform to match your desired branding. The page also gives a helpful graphic on where different banners are used for your reference. Pay attention to any dimensions for an optimized look and feel.

Registration

First impressions are very important. This section lets you customize your registration path and login pages – the first glimpse your attendees will see of your event! Each of the dedicated tabs listed under settings will help you build out how your attendees will register for your event.

Tickets are how you define registration paths. For example, you may wish some tickets to be free and others to be paid for. Simply select create ticket to add a ticket. This is how attendees register and access your events. You can create one or multiple tickets for each event. Once created, each ticket generates a unique registration link. Once you have created a ticket, you can copy the link and share it with your attendees directly or include the ticket option on the login page of your event. You'll need to have at least one ticket for your event.

Within this page you are also able to create your attendee types. These are how you can segment your audience to give them different experiences. A simple example of this may be that you only want attendee types 'A' and 'B' to be able to see a certain session. You can tag tickets with certain attendee types so that a user who registered with ticket 'A' will automatically be tagged as attendee type 'A'. You can also have your users choose their own attendee type.

If at any point you would like to close your registration you can do so via the registration: enabled/disabled toggle

Attendee types are how you define personalized user journeys. 

Simply select create attendee type to add different attendee types. You can determine if you want a user to choose their attendee type during registration, by ticking appear in registration under the attribute tab

When creating a ticket there are two name fields:

Ticket name:  This is the back-end name of the ticket, only admins in the event console will see this. This is great for lead tagging if you would like to track where your attendees are registering from, for instance.

Display name: This is the name of the ticket that attendees will see during registration. 

Once you have your ticket names you can:

      • Set a price for your ticket (see Stripe integration for payment transactions under the integrations tab under step 2 of your event console side bar)
      • Decide how many available tickets there are of that certain type
      • Add a description
      • Select an attendee type to tag
      • Optional 'virtual' or 'on-site' tag
      • Set price currency if applicable
      • Add your ticket to your event login page (great for last minute registrants)

Once you have entered in the appropriate ticket information you can then select save. You can edit this information at any time by simply selecting the ticket from the ticket tab.

Attributes:  This tab is where you can pick and choose which questions you would like to ask your attendees during their registration. You can toggle on some basic questions under additional fields, or you can create your own custom questions by scrolling down to  custom attributes. 

Tip: You can customize which questions are asked in which ticket by navigating back to a specific ticket and scrolling down to that ticket's basic or custom attribute tabs.

Registration page: This shows you a quick example of what your attendees will see when they first follow a ticket URL. They will first need to enter a few personal details and receive a verification code before being taken through to your registration questions.

Here you can include a header and footer to guide your registrants and include custom terms and conditions. 

Click through the registration, terms and conditions, and confirmation  tabs to view and edit these screens as you like.

Confirmation email: Here you can customize the email that is sent to attendees once they have finished registering for your event. Include a calendar file, further instructions or any other comms you wish to get your attendees excited for your event!

Tip:  You can change the sender email address to something more inline with your event team. Simply click update under the body of the email, input your preferred email address and sender name. You will need to verify this email address by following a few pop up steps.

Registration admins: Enter the emails of those you would like to receive email notifications when someone registers for your event. This may be members of your workflow, your marketing team, or even yourself!

Social signin: Decide which of the third party platforms you will allow your attendees to sign into the platform with (Google, Facebook, LinkedIn, Apple).

Note: you can get a sneak peak of your login page by opening up a Google Chrome Incognito browser or Microsoft InPrivate Browser (Ctrl+Shift+N) and pasting in your homepage URL (you can find your event's homepage URL by clicking view event under step 3 in your event Console side bar.

A note on Stripe: Canapii is integrated with Stripe to support you in managing registration ticketing and payment. Link your Stripe details by clicking the Stripe tile in the Integrations tab found in your left-hand sidebar, and all registration fees will be linked directly to your Stripe account. You can find the required details on your Stripe dashboard under "Get your API keys".

Attendees 

All registered attendees automatically appear here. Clicking on an attendee profile allows you to update their details. The export feature allows you to download your attendee list in excel format.

If needed, you can bypass the registration process and register a select number of attendees directly via the create button. We recommend this is used sparingly, as log-in information (including password) will need to be created by you and passed to the attendee.

If you prefer to pre-register your attendees you can do so with the import button using a .csv file. Refer back to our knowledge base for more information on this.

An attendee’s sessions, meeting engagements, and registration responses can be viewed in their profile. You can also control their access to the event, resend a welcome email, update their password and more!

Admins

Invite teammates to help manage your event. These users will have admin access to your event Console. Remember, to access they first need to sign up and create a Canapii profile. If you would like to limit what they can see, simply unclick the sections of the event console they should not have access to when first adding their email. For example, you may want the team member managing ROI to see event analytics and nothing else.

Tip: if you created your event, you will be automatically registered and will not need to go through the registration process. All other admins will need to register to access the front end of the platform and see your event. You can instruct your admins to head to the attendees tab and create a record for themselves.

Sessions

Create on-demand, live, breakout, and simulive sessions here. Once a session is created you can define session rules, activate, and view analytics. This is where you define the interactive elements around your sessions too, like live Q&A. Remember, only visible sessions will appear on your platform homepage. Use the playlist tab on the left side bar to manage where and how sessions appear on your homepage once visible.

Clicking into a session is how you update the specific information for that session, including, but not limited to, photo, status, privacy, and content type. Importantly, this is also where you assign a session to be your highlight or a secondary banner on the homepage e.g. your event platform's most important area. 

Canapii defines each content type as the following:

Live stream: Professional live broadcast using integrated streaming software such as AWS, YouTube, or Vimeo to name a few.

Video on demand: Pre-recorded video available to access at any time. 

Live breakout: Think webinars, workshops and roundtables. Video conference sessions designed to allow two-way connect, with speakers and participants on video and audio.

Simulive: Halfway between a livestream and a video on demand. Pre-recorded videos are uploaded in the assets section that your attendees can access at a specific time only. This gives your the look and feel of a live session without all the 'live' stress.

Others: Here you can add a URL to an external webpage or a page within your event. If you choose an external URL your  attendees will be taken out of the event 'walls' and will need to manually return to the Canapii site for the rest of the event. By default you can select for external pages to open in new tabs.

Depending on the content type of your session, you will have varying options for customizing the additional functions you would like to include, such as:

      • Privacy
      • Booking
      • Rating and feedback forms
      • Language
      • Targeting of attendees (only showing sessions to certain attendees who meet specific logic)

Note: If you would like to apply the same changes to all sessions you can do so by navigating to the settings button when viewing your list of sessions. Here you will see two tabs:

  • Session admins: These are users who should have additional controls for sessions like access to the admin only chat and ability to hide comments and questions. This is a great place to denote who will be able to moderate Q&A sessions for instance.
  • Defaults:  These are applied to all sessions and will update existing sessions if that box is ticked before saving.

Scroll down within a specific session's settings page to add speakers, upload attachments, and view ratings, reactions, and analytics specific to the session. The interactive tab is where you define if you would like interaction between attendees in your session, and, if so, the features needed there. By default, all sessions include an interactive bar. The Canapii interactive bar supports live Q&A, comments, and tech support.

Playlist

Your playlists help you build rows and organize sessions on your event homepage. Before you navigate this page you must create your sessions under the sessions tab.

A few default playlists (all active sessions, watch again, up next, and recommended) are included automatically. These will auto update playlists under certain criteria. For a more manual management of playlists simply deactivate these by clicking the playlist, select update and toggle the session from active to inactive.

You can choose the design of your playlist rows – dynamic, blocks, or popular content. Our favorite is dynamic, but don’t just take our word for it; have a play around yourself to determine which look and functionality works best for your event. 

Note: If you have a video on demand page enabled for your event you can select where these playlists are shown: either on both the homepage and video on demand pages or only on one or the other.

Speakers

Create speaker profiles here. Speaker profiles can include a photo, bio, company URL and more. Active speakers will appear on your event platform in the dedicated speakers page (you can customize where certain speakers appear (sponsor's page, speaker's page, and session appearances). You can assign speakers to specific sessions by scrolling down to the sessions tab at the bottom of a specific speakers profile.

Remember: this section is designed to showcase your speaker lineup, rather than register your speakers. Speakers will still need to register for the event to access the platform.

You can include a banner, heading, and description for the speaker's page by selecting the page settings button in the upper left corner of this page in the event Console.

Sort your speakers by type by including a type when creating certain speakers and using the sort mode button to arrange your speaker profiles in their desired order.

Meetings

A meeting is a scheduled video conference between two or more participants at your event. This meetings section gives you an overview of all scheduled meetings and allows you to define your event's meeting logic. Remember, for quick meeting stats head to your event Console homepage.

All scheduled meetings will appear in list on this page, in the time zone of your event. Clicking into a meeting shows the meeting details and participants, as well as its status. As an admin, you can create meetings directly from the console between any attendees. Remember, the meeting host starts the meeting so be sure to assign the correct attendee here.

To define timeslots attendees can schedule meetings in, click on settings and the meeting slots tab. To create a timeslot hit the create button, choose the slot length and save. You can create individual or bulk slots via the batch create button. 

Note: You will need to create slots for your attendees to meet in, otherwise when they try to create a new meeting they will be unable to choose a date and time.

To encourage all attendees with pending meetings to accept their requests, you can force a notification to all participants via the pending alerts under actions.

Chat 

This section allows you to create and moderate chat groups, as defined by admins. You can also decide which attendee types can chat with each other via the private chat settings tile.

Use the email notification toggle to enable email notifications for users who receive chats.

You can create group chats for attendees to allow them to easily connect based on attendee type, session, or company.  If you would like your message to be read only you can tick set chat group as read only.

Polls

Create open text, multiple-choice, or grouped multiple-choice polls here.

Assigning a poll to a session dedicates it to that session only. If you do not assign a poll to a session it will appear under the polls tab in the event platform. Only active polls will be visible to attendees.

Analytics are gathered on a poll-by-poll basis, you can export analytics from this section directly via the export submissions button. You can also export specific poll submissions for a particular session by navigating to your session and scrolling down to the polls tab.

Notifications

Here admins can manage notifications that are sent to attendees either by email, text or in-platform pop-ups. Use this space to send notifications to specific attendees, attendee types, attendees by country or all attendees.

When creating a notification you can:

      • Include a banner
      • Input the message 
      • Choose whether to also send the notification to attendee's SMS and emails
      • Choose whether to show the notification as a pop-up for attendees who are currently on the platform
      • Include an internal URL redirect to allow attendees who click on the notification to be taken to a specific platform page.
      • Schedule your notification for a future date and time.

Note: a notification will NOT be sent once saved. Once created you will need to select the notification and select send now for the notification to be send on demand. Scheduled notifications will be sent at the specified date and time.

All notifications will appear as drafts until they are sent.

Sponsors

Add your event sponsors and build their sponsor zones here. Once a sponsor is created, their zone is automatically created too. You can also add in a sponsor page banner, header and page description here similar to other platform pages by selecting the page settings  button.

To create a sponsor zone simply select create and enter in the necessary information you would like to include. This could be any of the following:

      • Logo (will be shown on sponsor page and is how attendees will navigate to the specific sponsor's zone)
      • Banner (will be shown at the top of the sponsor's zone)
      • Branding color (will accent the page's hyperlinks and buttons)
      • Name (name of the sponsor)
      • Description (blurb for the sponsor)
      • Type (similar to speaker types, ability to sort sponsors by creating types and using the sort mode button on the previous screen. For example you may want to tier your sponsors by 'Gold', 'Silver', and 'Bronze' level sponsors)
      • URL (the URL of the sponsor's website)
      • Status, homepage, sponsor page visibility (decide where you would like this sponsor's logo to show)
      • Show interested button (this will add an interested toggle to the sponsor's page, when attendees click this they will be tagged within the sponsor's analytics for easy lead generation)
      • Target attendees (only show this sponsor to certain attendees based on custom logic)
      • Ticket (assign an existing ticket to this sponsor so that anyone that registers for the event with this ticket will be included in the sponsor's representatives section)
      • Other external social media links (LinkedIn, Facebook, Twitter, WeChat, & Instagram)

Once you have your sponsor zone created you can then click into that sponsor, scroll to the bottom, and explore customization options and explore what analytics are captured:

      • Leads (a quick view of the interactions attendees have had with that sponsor. select the reference table for a full explanation of the data that is gathered)
      • Meetings (a list of meetings that have been scheduled with sponsor representatives)
      • Analytics (a quick view of page views, interest, asset views, and attachment views)
      • Sessions (ability to add sessions to appear in a sponsor's zone)
      • Speakers (ability to link existing speakers to showcase them in a sponsor's zone)
      • Assets (a spot to upload video content - we recommend file sizes no larger than 3MB)
      • Attachments (hyperlinks or downloadable files)
      • Interactive tab (manage the chat bar of the sponsors page and decide whether it is default opened or closed)
      • Your team (tag registered attendees to appear on your sponsor's zone in a Netflix-like row, users can click on these avatars to be taken their attendee profile for quick networking)
      • Admins (assign sponsor admin emails that have the ability to log into canapii and manage the backend of their sponsor's zone with custom access to specific areas) 
      • Ticketed attendees (list of attendees who have registered for the event with a specific ticket that was assigned when first creating the sponsor's zone)
      • Product list (a catalogue-like section to showcase products or announcements)

FAQs

A default menu item in your event platform. Canapii has added some generic FAQs to help users navigate their event experience. You can always add more by hitting the create button and define the order in which they are displayed.

Home agenda

This feature will first need to be enabled under general settings > other settings > home agenda. This will create a new page in your event Console that will allow you to use our text editor to create dynamic event agendas that will live on your platform homepage beneath the default and secondary banners.

You can upload a background image for the descriptor text and even create tables and insert images to fit in with the look and feel of your platform.

Create as many as you would like and they will appear as separate tabs, this is great for showcasing multi-day agendas.

Resource center

This page is a one stop shop for all resources that your attendees may need for your event. Create different tiles for different resources and use attendee targeting to segment which attendee types can see which resources. Use types to tier and organize the different resources you would like to showcase.

These resource tiles can contain:

      • Sessions
      • Speakers
      • Videos
      • Files and links
      • Analytics on which users have viewed assets or the page in general

Similar to other pages on the platform you have the ability to upload a banner image, heading and description to synchronize the look and feel of your platform pages.

Gamification

Award points for attendee interaction, session views and other custom actions. Get in touch with a Canapii representative at info@canapii.com to learn more about upgrading your platform to include gamification.

Community gallery

Use this page to drive attendee engagement by allowing users to upload photos and videos. Users can 'like' posts and chat within the sidebar chat. Some of our favorite use cases for this page include virtual 5k runs, costume contests and ice breaker discussions!

Similar to other pages on the platform admins have the ability to upload a banner image, heading and description to synchronize the look and feel of your platform pages.

Community forum

Get to the heart of discussion with a page featuring forums on any number of topics! Discuss announcements, product offerings and more. Use tags and 'likes' to gauge which forums are the center of discussion!

Admins can add in and moderate topics from the backend and attendees can create their own directly from the front end of the platform.

Similar to other pages on the platform admins have the ability to upload a banner image, heading and description to synchronize the look and feel of your platform pages.

Projects

A great place to showcase presentations; similar to the resource center, this page is made up of tiles representing different projects. Attendees can click into specific projects to read more information, download and view assets, and network with project members directly.

Note: Only admins are able to create project tiles via the event Console.

Similar to other pages on the platform admins have the ability to upload a banner image, heading and description to synchronize the look and feel of your platform pages.

Integrations

Canapii is committed to bringing you the best event centric solutions to enhance functionality across the platform. Whether it's processing registration data on the backend or offering tailored attendee experiences, we have an integration that we know you will love.

Check out this section in your event Console to see our current integration offerings and start exploring how we partner with other world class platforms to bring the best to your platform.

Translations

Canapii's AI translation gives admins and attendees the ability to communicate effortlessly by offering both platform wide and instant chat translations at the click of a button. As with all AI products we are always growing and improving this offering. 

This page in the event Console gives you the ability to preview the translations of your event by selecting a language and sampling how the platform plans to translate your text elements for users.

If you notice that a translation is not quite right or could be phrased better, you have the ability to select the update button to overwrite that translation in that language. This gives you the power to ensure attendees from around the globe have a seamless experience at your event.

Microsite

Need to give your attendees a dedicated webpage to do things like view speaker line ups, register for event tickets and watch informational videos? Our microsite is the perfect space to advertise your event and give your future attendees a place to learn more about what your event will feature.

Easily upload and curate the following aspects:

      • Welcome banner & message
      • Video content
      • Tickets
      • Event agenda
      • Speaker profiles
      • Sponsors
      • Privacy / terms & conditions

Upload and preview your microsite then share the URL found in the preview with your audience to kick start engagement with your event!



View event

At any point you can click here to view your event in real time. This is a great way to play around with options and see what you like before your event begins.

Remember: if your event is in draft mode only you and other admins can see it (you'll need to be registered as both an attendee and an admin). Ready to make your event live? You can do this one week before your event start date in the general settings section.



Analytics

Check out your event data!

Canapii tracks what is relevant for event organizers to report on their engagement. All data is live and updated in real-time. You can view your data here or export it if you need to share it. If you need more granular data on session engagement or an individual attendee experience you can view specific data by selecting the sessions or attendees tabs of your event Console sidebar.

Select this page to see some high level analytics such as top pages, top sessions by ratings, most active attendees  and more!

Scroll down to quickly export large swaths of analytics tied to sessions and polls.