Overview
Welcome to Event creation! Here, you’re able to create singular and recurring events and customize everything from how your event home page appears to attendees, add the types of tickets or reservations you have to offer, monitor and track your ticket sales, send invites to your community audiences and more.
Create an Event
- When you visit your Space, you can create a new event by selecting the Manage Your Events (+) sign on the left side panel. The event name, URL and age restriction can be changed after creating your event at any time.
- Name: Enter the name of your event, the date and time/timezone
- Event URL: Ambrosia will auto-generate a URL for your event. The changeable portion of the URL can be edited here. If the URL you’d like has already been used by another event, you’ll see an error and be asked to choose another option.
- Event Schedule:
- Single event: for events that happen once, whether they last a single day or span across multiple consecutive days.
- Recurring event: for events that occur on more than one date or time slot (e.g., multiple showtimes, recurring classes or events happening on different days). Selecting this option will create another tab (Event Instances) on your event navigation page. See the Event Instances section for additional instructions.
- Ticketed vs. non-ticketed/RSVP Events
- We ask whether you’ll be selling tickets or issuing tickets for your event
- Select yes, if you’ll be selling or issuing tickets, regardless of if the event is free, paid or donation-based
- Select no, if you’ll only be collecting RSVP’s for the event
- Age restriction
- Choose an age requirement here. Your events will default to “No Restriction” if no change is made to this section. You may also change this after you complete this step. To change it, head to Event Settings (gear emoji) and scroll down to Age Restriction. In the dropdown menu you’ll find one that best fits your event. This information will be displayed at the top of your event page, below the title, time and date.
- Once your event is created, use the Details tab to add more important content such as the location of the event, additional images and content sections.
Event Space Navigation
Event Title, Date & Time
- Edit your Event Title, Date & Time at any point by tapping on the text or date & time to make changes. To edit the data and time for recurring events, tap on the Event Instances tab.
Publishing an Event
You have the ability to edit your event in draft mode and control when it goes live and who can see it.
You’ll see the Publish button, which includes visibility settings, so you can keep your event private while you fine-tune details, share it by link when needed or make it fully public when you’re ready. This improvement is the first part of a broader upgrade to your public presence on Ambrosia, including upcoming organizer profile pages—a better way to showcase all your events.
Once you’ve published your event, a new button will appear on the right that allows you to alter these settings.
Public Access Setting
- Here’s where you control who can can see your event link. You can also make changes to these settings by tapping the Settings button > Visibility & Sharing. Whether it’s fully public, link-only (shareable by link) or invite-only (coming soon), you may choose from the following settings:
- Everyone: Anyone with access to your Public Workspace may view the event. If you have password protected your Workspace, only those with the password will be able to view your event. If you haven’t password protected your Workspace, all potential attendees will be able to view your event.
- Link Only: Anyone with the link will be able to view your event (most common)
- Invite Only (coming soon): Only people with granted access will be able to view your event. This means only those you’ve invited via email will have access to view your event.
View Event button
To view a preview page of your event, click the View Event button. A new tab will open in your browser and you can review your page and the ticket purchase process an attendee will see. The dropdown arrow gives you the option to share your event, download the unique QR code or copy the link to your event page.
Share Event
By tapping View Event and then choosing Share allows you to invite attendees, either individually or from a list you’ve saved in your Audiences.
Reply to:
- Here’s where you can change the reply-to email address for your invites if you’d like it to be a different email address than the one associated with your Ambrosia account.
Subject line
- This is the subject line text that your potential attendees will see in their email inbox
Preview
- This is the additional text that many email inboxes will show as a preview to the email. You can edit this to be more eye-catching.
To:
- You may choose to enter potential attendees email addresses individually or you’ll see a list of your saved Audiences to choose from. Once you add attendees, the section where you write your email or choose an email template will appear.
Pick an email template (Coming soon!)
- If you’ve previously saved an email template and would like to use it again, you’ll see it listed when you click on the arrow. You’ll also be able to save any email you write for future use by selecting that option (recommended!)
Copy URL - Customize URL - Download QR code
- Use this button to copy your event URL to your computer’s clipboard
- Customize your URL with this option. NOTE: your QR code will also change when you make changes to the URL
- Download QR Code to your device with this option
Download QR Code
This button will automatically download a QR code to your downloads folder. Organizers love this feature to put QR codes on their posters or to print at their box office for easy in-person ticket sales.
Copy Event link
- This is the URL/web address for your unique ticket page. Tapping here will bring up a modal where you can change the end portion of the URL, if you’d like.
- Note: If you change the URL and want to use a QR code, be sure to download the code again after making changes!
- Coming soon: an option to shorten your URL (akin to Bitly or TinyURL)
Event Settings button
Overview Tab
Sales Tax
- Here you have the option to add Sales Tax to your tickets. Some organizers opt to roll this cost directly into the prices of their tickets and others prefer for their potential attendees to see the cost split out from the ticket price. Entering a Sales Tax amount into this section will display the cost separately. As the organizer, you’ll be responsible for separating this amount from your total sales and remitting it to your city/state tax board.
- Here’s a resource to learn more about Sales Tax in the US by State
Organizer Refund Policy
We currently offer two options for refund policies:
- No refunds: this option will communicate to potential and confirmed attendees that there will be no refunds available for your event
- Contact Organizer: select this option if you are open to providing refunds for your attendees. We suggest adding a section to your Details page and confirmation emails about the conditions and policy you’d like to uphold. If you’d like to add extra visibility to your policy, we suggest using the Terms of Service feature to add your policy. Using this feature will automatically add a checkbox at the checkout step that attendees must agree to.
- Note on how refunds work from a payments perspective: If you are open to issuing refunds for your event, you’ll need to communicate to attendees how credit card and Ambrosia platform fees will apply to the refund you’re willing to issue, either absorbed by you or passed on to them. If you select the option for attendee refunds, Ambrosia will hold a portion of your payouts to cover for any potential refund scenarios that arise. Payouts, minus refunds, will be released on your final payout after the event.
- In the instance of an Event cancellation, ticket purchasers will be refunded in full (including all fees). Please see more information in the Event cancellations section.
Age Restriction
- Your events will default to “No Restriction”—make changes to it here. In the dropdown menu you’ll find one that best fits your event. Your age requirement will display near the top of your public event page, under the date and title.
Confirmation Message
- Type a message here that will be displayed and emailed to attendees after they've successfully registered for your event.
- Some organizers like to use this feature to communicate a more detailed address for the event or specific information they’d like to only pass to confirmed attendees.
- Your event header image will appear at the top of the email.
- Like all of the text editors in Ambrosia, you can use the “/” to customize how your text will appear.
Send Reminder email button
- Using this button will resend the confirmation email to your confirmed attendees. It’s a great way to provide an update to all confirmed attendees prior to your event. Simply change the text and hit send! This is great for providing last minute info or reminders, such as parking details or entry procedures.
- For any option you choose, once you add the collaborator’s email, they will receive an email with a link to accept your invitation. Once they accept the invite, they will have access to your event at the level you’ve assigned to them.
Cancel Event
- At the bottom of the Settings panel and on the dropdown of the visibility settings button, you’ll see the red “Cancel Event” button. Pressing this button will open a window where we ask if you’re certain you want to cancel your event. Once you confirm, this action cannot be undone.
- If you decide to proceed, we’ll take care of notifying all your ticket purchasers that the event has been cancelled, and we’ll process refunds for their tickets. Please note that credit card fees and the Ambrosia platform fees are refunded to ticket purchasers and will need to be paid for by you as the organizer. Please see the Event Cancellation Policy section for more information.
- If you’re not sure if you need to cancel, please contact us at support@ambrosia.events and we can work with you to either make changes or process the cancellation.
Collaborators Tab
Permissions - Add Ticket Scanners & Collaborators
- Add Collaborators to your event here. You have three options:
- Scan Tickets: This option will allow the collaborator to scan tickets to the event through our ticket scanning website. They will have access to view and search the attendee list, but not to view the event.
- View Event: The collaborator will be able to scan tickets and view your event and all of its content on Ambrosia, but will not be able to make any edits.
- Edit Event: The collaborator will be able to scan tickets and make edits to your event in all the ways you can as the organizer. They cannot make edits to your Space or account settings.
Visibility & Sharing Tab
Public Access Setting
- Here’s where you control who can can see your event link. You can also make changes to these settings by tapping the Settings button > Visibility & Sharing. Whether it’s fully public, link-only (shareable by link) or invite-only (coming soon), you may choose from the following settings:
- Everyone: Anyone with access to your Public Workspace may view the event. If you have password protected your Workspace, only those with the password will be able to view your event. If you haven’t password protected your Workspace, all potential attendees will be able to view your event.
- Link Only: Anyone with the link will be able to view your event (most common)
- Invite Only (coming soon): Only people with granted access will be able to view your event. This means only those you’ve invited via email will have access to view your event.
Password Protection
- Limit access to your event public page by setting a password. Only people with the password can access your event page
- Add a password and tap return to activate this feature. You may switch it off at any time with the toggle on the right
Event URL
- Customize your URL with this option. NOTE: your QR code will also change when you make changes to the URL
Page Keywords
- Optimize your event’s visibility in search engines by providing relevant metadata. This information helps search engines understand your event and display it appropriately in search results.
- Note: After updating your SEO/Page Keyword settings, it may take several days for search engines to crawl and index your event page. This is normal behavior as search engines periodically scan websites for updates.
Integrations Tab
- Keep this event in sync with your integrations here. As we add new integrations, choose which apps should receive registration and attendee updates.
- Google Sheets Integration: Sync attendee registration data into a Google Sheet per event by tapping “Connect”.