Run your first event

This page takes you from nothing to a live event, step by step. It covers registration, emails, badges, check-in, the CME report and the delegate export. Each step links to a page with more detail if you need it.

Practice on demo.wiredin.events first. Demo never sends real emails, so you can test safely there. Then repeat the same steps on the live site.

Before you start: check the organizer

Every event belongs to an organizer. Delegates see the organizer's name and email on the registration page and in their emails.

An event's organizer cannot be changed after the event is created

Check it before you create the event.

1. Open any existing event and go to Event Settings.
2. The card at the top shows the Organizer name and email.
3. If it shows a person's name instead of "Wiredin Events" (or the client's name), click Edit.
4. Fix Organization Name and Contact Email, then click Save Organizer.

No event yet? Go to the organizer's Settings > Basic Information instead.

Step 1. Create the event

1. In the organizer menu, open Events, then click Create Event.
2. The new event joins the organizer you are in. Its name shows in the breadcrumb at the top of the screen. Wrong organizer? Stop and use Switch Organizer in the menu first.
3. Fill in Event Name, Start Date & Time and End Date & Time (optional).
4. Click Continue Setup.

The event opens on its Dashboard. It starts as Draft, so nobody can register yet.

Step 2. Event Settings

Open Event Settings in the event menu. You only need the sections above Advanced settings.

1. Event Details: check the dates, Currency and Timezone. Click Save.
2. Event Features: turn on only what this event needs, then click Save.
   • Require approval for registrations: only if you must screen who joins. See Invitation-Only and Approval.
   • This event uses DTCM codes: only for Dubai events that file DTCM codes.
   • Enable Abstract Management: only if there is a call for abstracts.
3. Location: add the Venue Name and address. For a webinar, switch on This is an online event and add the Connection Details. Save.
4. Email & Templates: set Support Email, Sender name and Sender email. Click Save.
   • Use a sender email only if its domain is verified with Mailjet. If unsure, leave it blank. See Communication.

Leave Advanced settings closed.

Step 3. Create the registration type

1. Open Registrations & Add-ons, click Create, then Registration or Add-on.
2. Product Type: choose Registration.
3. Price Type: choose Free Product (or Paid Product with a price).
4. Enter the Name, for example "Delegate Registration", and the Quantity Available.
5. Click Create Product.

Step 4. Questions and event page

1. Registration Questions: click Add Question for anything beyond name and email, for example specialty or place of work. Optional.
2. Homepage Designer: upload the Cover Image. Set the Continue Button Text if you want. Click Save Changes.

Step 5. Create a check-in list

1. Open Check-In Lists and click Create Check-In List.
2. Name: for example "Registration desk".
3. Which registrations should be associated with this check-in list?: select every registration type.
4. CME credit hours: enter the hours only once the accrediting body has confirmed them. Otherwise leave it blank.
5. Click Create Check-In List.

Need separate CME per session or day? Make one list per session. See Certificates & CME.

Step 6. Test, then go live

1. Click Preview Event page at the top and register yourself.
2. Check that two emails arrive: "Your registration is confirmed" and "Your registration for (event name)". On demo, no emails are sent; test emails on live.
3. Click Draft - Click to Publish at the top and confirm. The event is now Live.
4. Click Share Event to copy the link. Send it to delegates.

Step 7. Watch registrations

• Delegates lists everyone registered. Export downloads the list.
• If approval is on, new registrations wait in Approvals. Approving does not email anyone. Click Send confirmations to send their registration email.

Step 8. Badges (in-person events)

1. Open Badge, then the Print tab.
2. Set the Label size and click Create badge template.
3. Upload the Badge artwork. Without artwork, every badge prints a plain default layout.
4. Click the field buttons (for example Full name, QR code) and drag them into place.
5. Print one test badge on the real printer. Scan its QR on the real check-in page.

Print badges the night before

Calix does not print when you scan. Click Print all badges (PDF) the night before, print the file, and sort the badges by surname. At the desk you only print exceptions.

More detail: Badges & Wallet Passes.

Step 9. Event day: check-in

1. Open Check-In Lists. In the list's menu, click Copy Check-In URL and open it on each desk device. Or click Open Check-In Page.
2. Click Scan, then Camera Scanner or USB/HID Scanner. Scan the delegate's QR.
3. No QR? Type the name, email or Registration ID in the search box and click Check In.
4. Hand over the pre-printed badge.

Walk-in, wrong name, or lost badge:

1. Go to Delegates and search for the person. Walk-in? Click Create to add them.
2. Click the name to open the delegate.
3. Wrong name? Fix it on the Edit tab and click Save Changes.
4. Click Print badge. Open the downloaded PDF and print it.

Keep check-in devices with staff. The check-in page shows delegates' names and emails.

Step 10. After the event

1. CME Report: check the totals, then click Export to download cme-report.xlsx.
2. Delegates: click Export for the full delegate list.
3. Certificates and evaluation: see Certificates & CME.

Any CME hours you publish must match what the accrediting body confirmed. A number typed into Calix is not proof of accreditation.