Creating and Validating an Event in Azavista

Overview

Creating an event in Azavista is the first step in managing all aspects of your event from a single platform. Once an event is created, you can configure participant data, activities, content, communication, onsite tools, and reporting. This article guides users through creating an event and explains the key modules available to configure and manage the event throughout its lifecycle.

Step-by-Step Approach

1. Access the Events Module

• Log in to the Azavista platform using your credentials.
• From the main navigation menu, select Events.
• Click Create Event to begin setting up a new event.

2. Create a New Event

• Enter the required event information, including:
• Event name
• Event start and end dates
• Time zone
• Click Create to generate the event.
• After creation, you are redirected to the Event Dashboard, where all event configuration modules are accessible.

3.Fields Manager

• Define and manage Participant Fields to control what information is collected during registration.
• Configure Event Fields to store event-specific data used across reports, workflows, and content.
• Update field visibility, validation rules, and dependencies.

4. Participants

• Add participants manually, import them in bulk, or allow self-registration.
• Configure participant statuses, categories, and access permissions.
• Track participant progress throughout the registration and event journey.

5.Documents

• Upload event-related documents such as agendas, brochures, or speaker materials.
• Control document visibility for participants, speakers, or internal users.
• Update or remove documents as needed during the event lifecycle.

6. Activity Management

• Create and configure sessions, meetings, or activities within the event.
• Define session details including schedule, capacity, speakers, and availability.
• Control participant access and session registration rules.

7.Content

• Build and manage event webpages using the Web Builder.
• Create and configure email campaigns for invitations, confirmations, reminders, and follow-ups.
• Apply dependencies and versioning to display content conditionally.

8.Event App

• Configure Event App features and layout.
• Control which content, sessions, and functionalities are visible in the app.
• Manage participant access and engagement settings.

9. Badges

• Design and configure badges for onsite check-in and access control.
• Customize badge layout, fields, and QR codes.
• Prepare badges for printing or digital use.

10. Reports

• Build event-related reports using participant, activity, and engagement data.
• Customize report columns and filters.
• Export reports for sharing and analysis.

11. Tickets and Products

• Add and configure tickets, passes, and additional products.
• Define pricing, availability, and visibility rules.
• Link products to registration and workflows.

12. Workflows

• Automate event processes using triggers and actions.
• Configure workflows for registration confirmations, status updates, and notifications.
• Ensure consistent and efficient event management.

13. Event Dashboard

• Monitor key event data using dashboard widgets.
• Track registrations, attendance, engagement, and revenue.
• Use insights to make informed decisions before, during, and after the event.

Validating Event and Registration Process

As a Participant, I Can:

• Access the event website and view available event information.
• Complete the registration process successfully.
• View sessions, documents, and content based on visibility settings.
• Validate that the event and registration flow function as expected.