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Events and Registrations ​

Events are one-time or recurring offerings (e.g. a workshop, a conversation club). Each event can have instances (specific dates and times). You create events, set capacity and waitlists, view who is registered, and at the door you can check people in or mark them as no-show. Used by: Admin and Super Admin. (Instructors use https://admin.uibeta.org/instructor for their assigned classes; event setup and the registration lists in this guide are for Admin staff.)

Routes: https://admin.uibeta.org/admin/events (list), https://admin.uibeta.org/admin/events/new (create), https://admin.uibeta.org/admin/events/[id] (event editor: General, Schedule, Pricing, Sessions, Registrations, and Advanced tabs), https://admin.uibeta.org/admin/registrations (registrations list), https://admin.uibeta.org/admin/registrations/[id] (registration detail), https://admin.uibeta.org/admin/events/import (import conversation clubs from CSV — preview and create).

What events are (including conversation clubs) ​

Events are activities that people register for: workshops, socials, or conversation clubs (e.g. weekly language practice). An event can have one or more instances (sessions) — specific dates and times when it happens. Registrations are tied to an event (and often to a specific session). Conversation clubs are a type of event; you create and manage them the same way as other events.

All event dates and times are Eastern time (Greenville, SC), no matter where you are when you enter them.

Finding events in the list ​

The Events list has tabs across the top: All Events, Upcoming, Pending Review, Past/Inactive, Events Only, and Clubs Only.

  • Clubs Only shows every conversation club — anything with the type Conversation Club or the Conversation Clubs category ticked. Events Only shows everything else, so every event appears in exactly one of the two tabs.
  • Upcoming shows active events that still have something ahead. For an event with sessions (like a weekly conversation club), that means its next session that is not cancelled and not over yet. If you cancel a club's next session, the club stays under Upcoming only if it has a later session. Past/Inactive shows inactive events and events with nothing left ahead.
  • The Date/Time column shows an event's own date. For an event with sessions it shows the next session instead, labeled "Next session", and skips cancelled sessions.
  • The Visibility filter (Active / Inactive) controls whether an event is shown on the member-facing site. It is not the approval queue for community-submitted events.
  • The Status column can show two badges:
    • Active or Inactive — whether the event is visible on the website. An inactive event always shows Inactive.
    • Pending, Approved, or Declined — only for events that were submitted by the public. If a submitted event is also inactive, both badges stack in the same cell.

Creating an event ​

  1. Go to Events in the sidebar (or https://admin.uibeta.org/admin/events).
  2. Click New Event.
  3. On the General tab:
    • Pick the Type: Event or Conversation Club. Choosing Conversation Club also ticks the Conversation Clubs category (and ticking that category switches the type), so the two always match. Clubs get the club color on the website calendar, the volunteer facilitator sign-up on the event page, and show under Clubs Only.
    • Enter the Event Name, Registration Type (Internal, External, Drop-in, or RSVP Only), Registration Status, description, and categories.
  4. On the Schedule tab, set the Start Date & Time, End Date & Time, location, Capacity, and (for external registration) the External Registration Link. If the event repeats, set the Recurrence here (see below).
  5. If the registration type is Internal, set prices on the Pricing tab.
  6. Save. After the first save, the Sessions and Registrations tabs appear.

The Registration Status you pick when creating the event is the one that applies. An event created as Closed refuses registrations.

Events created as Closed before October 26, 2026

Before this fix, an event created as Closed still took registrations, and its editor showed Open. If you have one of these, open it, set Registration Status again, and save.

If you type a date that doesn't exist (for example February 30), the save is refused with an error and nothing is changed — fix the date and save again.

Recurring events and sessions ​

On the Schedule tab, choose One-Time Event, Recurring Series, or Continuous Recurring, then add one or more schedule rules (how often, which weekday, start time, and length).

  • End after (occurrences) — for a Recurring Series, you can stop a rule after a set number of sessions (for example, 6 salsa lessons). Leave it blank for no limit. Continuous events have no end, so this box does not appear for them.

Generating sessions ​

On the Sessions tab, click Generate Instances. Choose Start from (first day to schedule), Months ahead, and optionally Maximum sessions for this run. An End after limit on a schedule rule is always respected. Dates that already have a session are skipped.

Where recurring sessions show up ​

A recurring event shows every session on the calendar views: the Calendar tab of the events widget on the main website (upstateinternational.org/calendar), and the portal's Events → Calendar and Calendar pages.

The Upcoming Events and Featured Events lists work differently. They show one card per recurring event, dated with its next session and marked Recurring. When that session passes, the card moves to the following date. This is on purpose: one card per session would bury the list under weekly conversation clubs.

So if a new recurring event appears only once in the list, it is working. Check the Calendar tab to see every date.

Generating can bring back cancelled sessions

If a session you cancelled falls on a date the schedule produces, Generate Instances puts it back on the schedule (with its facilitator and roster intact) instead of skipping that date. Check the Sessions list after generating.

Editing one session ​

To change a single week (a holiday move, a room change, a different time) without touching the rest of the series:

  1. On the Sessions tab, click Edit on that session's row.
  2. Change the Date, Start time, End time, Session name, Location for this week, or Address for this week. Leave the location fields blank to use the event's usual venue.
  3. Save. The roster and facilitator stay with the session.

If people are registered, the dialog tells you how many. They are not notified automatically — contact them yourself if the change matters. You can't move a session onto a date that already has one; you'll see "This event already has a session on that date."

Cancelling and reinstating a session ​

  • Cancel on a session row marks it cancelled. Cancelled sessions no longer appear on the member calendar or events list. Drop-in clubs have no registrations to cancel, so the calendar is how members find out a session is off.
  • Cancelled sessions are hidden from the Sessions list by default, so you only see what is current. Next to the active-session count, click Show cancelled (N) to see them, and Hide cancelled to tuck them away again. The link only appears when the event has at least one cancelled session. If every session is cancelled, the tab says so instead of looking empty.
  • A cancelled row shows a Reinstate button (click Show cancelled first to see it). Click it to put the session back on the schedule, with its roster and facilitator intact.

Facilitators ​

The Facilitator column shows the name of whoever is leading each session. Click Assign to search for a person, or Change / Clear to update it. Members can also volunteer from the club's page on the portal.

Setting capacity and managing waitlists ​

  • Capacity is set on the Schedule tab. Once the seats taken reach that number, the event is full.
  • How seats are counted: a seat is taken by a confirmed registration, an offline (check or cash) order awaiting payment, or an attendee who has already been checked in. Checking someone in does not free their seat. Cancelled registrations, waitlisted people, and no-shows do not take a seat. The Seats taken column on the Sessions tab and the Session roster use the same count.
  • Waitlist — When the event is full, new online registrations go to the waitlist instead of overbooking. If someone buys several tickets and only some seats are left, the extra tickets go to the waitlist. You can see waitlisted people in the Registrations list and next to each session's seat count.
  • Changing a registration past capacity: if you change a registration's status (for example waitlist → confirmed) on a full event, you'll see a message saying the event is full, how many seats are taken, and what the new total would be. Click OK only if you really mean to overbook; the confirmation then says the event is now overbooked.
  • To change capacity later, edit the event, update Capacity on the Schedule tab, then save.

Viewing registrations for an event ​

  1. Go to Registrations in the sidebar (or https://admin.uibeta.org/admin/registrations). You can filter by event, status (confirmed, waitlist, cancelled, attended), or date.
  2. Or open the event detail page (https://admin.uibeta.org/admin/events/[id]) and look for a Registrations section or link.
  3. The list shows who is registered, their status (e.g. confirmed, waitlisted, cancelled, attended), and often the instance they signed up for. Click a registration to open its detail page (https://admin.uibeta.org/admin/registrations/[id]).

Checking in an attendee or marking no-show ​

From the registration detail page (or from a list action):

  • Check in — Mark the person as attended (e.g. they showed up at the door). Find Check in or Mark attended and click it. Confirm if prompted.
  • No-show — Mark that they did not attend. Find No-show or Mark no-show and click it. Confirm if prompted.

Check-in and no-show actions are permanent. Double-check the person’s name and the event/instance before confirming so you do not mark the wrong registration.

Cancelling a registration ​

If someone should no longer attend (duplicate sign-up, refund, or error):

  1. Open the registration detail page (https://admin.uibeta.org/admin/registrations/[id]).
  2. Find Cancel or Cancel registration (or similar).
  3. Click it and confirm. The registration status becomes Cancelled and the spot may open for someone else or for the waitlist, depending on your setup.
  4. If a refund is owed, handle it separately in Payments or Stripe — cancelling a registration does not automatically refund.

Importing conversation clubs from CSV ​

To bulk-create conversation club events from a spreadsheet:

  1. Go to Events in the sidebar and open Import (or go to https://admin.uibeta.org/admin/events/import).
  2. Upload your CSV file and use the preview step to check rows before creating.
  3. Confirm create. New event products appear in the Admin list; open each to adjust instances, capacity, or visibility if needed.

This path is for CSV import, not for pulling data directly from WordPress.

Bringing events in from WordPress (migration) ​

If you need to preview or import events from the WordPress site into UIEngine (usually during migration or a one-time sync):

  1. Go to https://admin.uibeta.org/admin/sync/wordpress-events (WordPress events import under Sync), or use https://admin.uibeta.org/admin/system/wordpress (System → WordPress migration center) for related migration tools.
  2. Follow the on-screen steps to preview and import.
  3. After import, review events under Events and edit details as needed.

If you do not see these pages, ask Andrew whether WordPress migration is enabled for your environment.

Need help? Contact Andrew.

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