Event Scheduler

ZenZaii’s Event Scheduler lets you publish a single, fixed-time event on your company page and collect registrations from guests.

An Event is a one-time booking with:

• A single date/time (start + end)
• A maximum guest limit
• An optional access rule (public, invitation-only, or access code)
• Optional custom questions on the registration form

What the system can do

• Event landing page: a public webpage for each event (with SEO) that you can edit using the page editor.
• Guest registration: guests register via a web form and receive an automatic confirmation email.
• Guest limit enforcement: once the event is full, registration is disabled.
• Visibility control:
  • Anyone Can Book: the event page is open and registration is available.
  • Invitation Only: only guests with a tokenized invite link can open/register.
  • Require Access Code: anyone can view the event page, but guests must enter the correct code to register.
• Invitations: send invitations to one or more emails; each invite gets a unique link and status is updated automatically on registration.
• Questions: add optional questions (single line / multi-line / selection) and mark questions as required.
• Guest management: view all guests for an event slot and email them from the app.

How to configure an Event

1) Create the event time slot

1. Go to the main menu Bookings → Event.
2. In the calendar, create a new event slot.
3. Set:
   • Name
   • Date (start and end)
   • Max Guests
   • Description (short summary)
4. Save.

Tip: When you click an event in the calendar, a popover appears with quick actions:

• Edit Page: opens the event webpage in the editor
• Open Event/Booking: opens the event configuration
• All Guests: opens the guest list

2) Configure visibility (public / invite-only / access code)

1. From the event calendar popover, click the Open Event/Booking.
2. In Visibility, choose one of:
   • Anyone Can Book
   • Invitation Only
   • Require Access Code
3. If you choose Require Access Code, set the Access Code or use default values.

3) Add registration questions (optional)

1. Open the event configuration.
2. Go to the Questions tab.
3. Click Add a question and choose:
   • Single Line / Multi-Line for free-form answers
   • Selection for predefined options
4. Enable Required for questions that must be answered.

4) Send invitations (optional)

Use this when Visibility is set to Invitation Only.

1. Open the event configuration (book icon).
2. Go to the Invitations tab and click Invite.
3. Fill in:
   • Subject
   • Emails (separate multiple emails with ;)
   • Invitation Content (plain text; the invitation link is appended automatically)
4. Click Send Invitation.

5) Edit the event webpage

1. From the event calendar popover, click the palette icon (Edit Page).
2. Update the content (images, sections, description) on the event page.

6) Publish (or take down) the event

• In the preview/editor view, use the Publish button at the top-left of the page.
• To remove it from the public website later, use Take Down.

Publishing controls whether the event is visible publicly (it also affects whether it appears in the “Upcoming Events” section on your company page).

Managing guests and communication

• To view guests: click the event in the calendar → users icon (All Guests).
• To email guests: open the guest list and use Send Email.

Notes and common outcomes

• If a guest tries to register twice with the same email, the system blocks duplicates.
• For Invitation Only, the registration email must match the invite email.
• Time display on the website follows the event’s configured timezone.