Organiser

Creating an event

Creating a new event from a template or from scratch, and enabling its sections.

Start from Events → New Event. The first decision is how to begin: from a ready-made template, or from an empty event.

Template or empty?

Empty event: No section is enabled. You tick the ones you want yourself.
Workshop: Brings the application form and the agenda (Q&A) sections, along with ready-made survey questions.
Ideathon: Brings the application form, teams and jury scoring, along with a team size and a jury criteria skeleton.

Note

A template carries definitions only: form fields, question texts, the agenda skeleton, jury criteria. Dates, address, capacity and participant data are always yours; they never come from a template.

The clock is yours

A template's agenda carries durations, not clock times. Sessions are laid out in order from the event's start time; you can then change their times, title and type with Edit on the session card in the Agenda tab.

Event details

Event name: Required. Survey titles are derived from it too.
Trainer: Optional; shown on the event card.
Date and start time: Required. Agenda sessions are laid out from this time.
End time: Optional — you can pick "No end time".
Location and description: Optional.

Sections (modules)

Modules decide which tabs an event has. In an empty event you tick them yourself; if you picked a template, the sections come from it.

Modules

The sections of the event. An added module cannot be turned off.

ApplicationsOn
TeamsOffAdd module
Agenda & Q&ANot in your plan
JuryOffAdd module

The Modules card: sections that are on, outside your plan, or ready to add.

Applications — collecting applications from outside. Your plan must include public registration and your privacy notice must be published.
Teams — creating teams, join codes, a per-team member limit.
Agenda & Q&A — sessions, audience questions via a QR code in the room, the rapporteur and moderator flow. Requires a plan.
Jury — scoring criteria, juror links, the results table.

Modules are only added

Once a module is enabled it cannot be turned off. The reason is simple: hiding a section that holds data would mean hiding that data from you. If you do not use a section, just leave it empty.

Note

A section your plan does not include appears locked before you can pick it. If you chose a template that contains such a section, the event is still created and the skipped section is reported to you afterwards.

Publishing the privacy notice

The Applications module requires a published privacy notice in your organization; the Workshop and Ideathon templates also require an explicit consent text for photo and video use. Without them the module is skipped and the warning names the missing text.

1
Click Go to legal texts in the warning, or open Settings → Legal texts.
2
Pick the key from the list, write the title and text in the default language (the other language is optional), press Publish text and confirm.
3
Return to the event and add Applications again from the Modules card; this time the form is created.

Note

Every publish opens a new version; application forms already published stay bound to the version they were pinned to. The in-room Q&A privacy notice is published from the same screen.

Your own templates

Next to the system templates you can add your organization's own templates. A template carries only definitions: application form fields, the agenda skeleton (minutes from the start), jury criteria, team size, survey welcome/thank-you messages and questions. Dates, venue, participants, applications and scores are not carried.

1
On the page of an event you like, press Save as template and name it. Anything that cannot be carried (e.g. a choice question without options) is listed for you.
2
Or open Templates in the sidebar and copy a system template; the copy belongs to you, the system template stays unchanged.
3
On the template page edit the name, the enabled sections, team size and survey messages, then press Save new version.
4
To change fields, agenda, criteria or questions, edit them in an event and then use Update from event on the template page to produce a new version.

Note

Every save opens a new version; events created from the template keep their own version. Unpublish removes the template from the new-event picker without deleting it. Only organization administrators define templates.

Surveys come automatically

Every event is born with exactly two surveys: pre-event and post-event. If you picked a template, ready-made questions are attached to those two.

Surveys start closed. Moving the event to Active opens the pre-event survey; moving it to Completed closes the pre-event one and opens the post-event one.

What comes next

Once the event exists you can open it to the public under Publishing, and edit its questions under Surveys.