System Overview
The Event Management System is a comprehensive, web-based platform designed to streamline every aspect of event planning and execution. From initial event creation through day-of check-in, this all-in-one solution provides the tools you need to create memorable, well-organized events.
Visual Calendar Interface
Beautiful monthly calendar view with interactive event dots. Hover to preview details, click to access full event management.
Flexible Ticketing
Create multiple ticket types per event - free, paid, early bird, VIP. Set quantities, sale periods, and automatic fee calculations.
Guest Management
Comprehensive guest list with RSVP tracking, payment status, and direct communication tools. Track who's going, maybe, or not attending.
Day-of Check-In
Real-time check-in system with instant status updates, visual indicators, and live sales tracking for smooth event execution.
Complete Feature Set
Events Calendar
EventsCalendar.asp
Monthly Grid View
Interactive calendar with easy month-to-month navigation
Event Indicators
Visual blue dots mark days with scheduled events
Hover Previews
See event name, time, location, and type without clicking
Quick Actions
Add new events, view list, or access guest management
Today Button
Instantly jump back to current date from any month
Mobile Responsive
Full functionality on tablets and smartphones
Event Details & Management
eventDetails.asp
Hero Image Display
Drag-and-drop image upload for custom event branding
RSVP Tracking
Live counters showing Going vs. Maybe attendees
Google Maps Integration
Address autocomplete with automatic city/state/zip population
Event Types
Support for In-Person and Virtual events with video conferencing links
Date & Time Management
Set start/end dates with proper AM/PM time formatting
Public Event Pages
SEO-optimized pages with Open Graph social sharing meta tags
Ticket Management
EventTicketsManager.asp
Multiple Ticket Types
Create different tiers (General, VIP, Early Bird) per event
Flexible Pricing
Set free or paid tickets with automatic fee calculations
Quantity Limits
Control ticket availability with quantity restrictions
Sale Periods
Set start and end dates for ticket availability
Status Management
Active, Sold Out, or Draft status for each ticket type
Multi-Event View
See all tickets across events in one organized dashboard
Guest List Management
manageGuestList.asp
Complete Guest Profiles
Name, email, phone with validation and formatting
RSVP Status Tracking
Going, Maybe, Not Going statuses with visual indicators
Payment Status
Color-coded Paid/Unpaid status for each guest
Quick Communications
One-click email links directly from guest list
Event Jump Menu
Quickly switch between events from dropdown selector
Modal Guest Entry
Quick-add guests without leaving the page
Event Check-In System
EventGuestCheckIn.asp
One-Click Check-In
Instant toggle between checked-in and unchecked status
Visual Row Highlighting
Green background instantly shows who's checked in
Live Sales Dashboard
Real-time total sales displayed prominently
Ticket Holder Tracking
See who purchased tickets and their assigned holders
Ticket Numbers
Unique ticket IDs for easy identification
AJAX Updates
No page refresh needed - instant status changes
Key Benefits
Save Time
Automate repetitive tasks like guest tracking, payment status, and check-in processes.
Stay Organized
Centralized dashboard keeps all event information, guests, and tickets in one place.
Increase Revenue
Multiple ticket types, fee management, and real-time sales tracking maximize earnings.
Mobile Ready
Manage events on-the-go with fully responsive design that works on any device.
Professional Image
Modern, clean interface with custom branding creates lasting impressions.
Secure & Reliable
Account-based access ensures your data stays private and protected.
Real-Time Updates
AJAX-powered interfaces update instantly without page refreshes.
Social Ready
Built-in Open Graph meta tags make sharing events on social media beautiful.
System Modules
| Module | File | Purpose | Key Actions |
|---|---|---|---|
| EventsCalendar.asp | Visual overview of all events | View, navigate, create events | |
| eventDetails.asp | Individual event management | Edit, RSVP, ticketing, images | |
| EventTicketsManager.asp | Ticket type administration | Create, edit, price tickets | |
| manageGuestList.asp | Guest database management | Add, edit, email, track status | |
| EventGuestCheckIn.asp | Day-of event operations | Check-in, sales tracking |
Getting Started
1
Access the Events Calendar
Navigate to EventsCalendar.asp from your main dashboard. This is your central hub for viewing all scheduled events. The calendar displays the current month by default with easy navigation to past and future months.
Use the "Today" button to quickly return to the current date after navigating through months.
2
Create Your First Event
Click the + (plus) button in the filter bar to open the Add Event modal. Fill in the essential details: Event Name, Location, Date, Time, and Event Type (In-Person or Virtual). The Google Maps integration will automatically populate address fields.
For virtual events, include your video conferencing link in the dedicated field.
3
Set Up Tickets
After creating an event, you'll be prompted to set up tickets. Create at least one ticket type - this can be free admission or a paid ticket. Define the ticket name, price (or mark as free), quantity available, and the sale period dates.
Create multiple ticket types for different attendee categories (General Admission, VIP, Early Bird).
4
Customize Event Appearance
Visit your event's detail page and drag-and-drop a custom hero image onto the header area. This image will appear on the public event page and in social media shares. The system automatically generates SEO-optimized meta tags for sharing.
Use high-quality images (1200x630px recommended) for best results on social media.
5
Manage Guest List
As registrations come in, monitor your guest list through manageGuestList.asp. Add manual guests, update RSVP statuses, and track payment status. Use the quick email feature to communicate with individual guests.
The jump menu allows you to quickly switch between events when managing multiple guest lists.
6
Day-of Check-In
On event day, use EventGuestCheckIn.asp for streamlined attendee check-in. Simply click "Check In" next to each guest as they arrive. The total sales dashboard gives you a real-time view of revenue collected.
Checked-in guests are highlighted in green for easy visual identification of who's arrived.
Detailed How-To Guide
Using the Events Calendar
Your visual command center for event management
Navigation
- Previous/Next Month: Use the ◀ and ▶ buttons to navigate between months
- Today Button: Instantly jump to the current month and date
- Event Dots: Blue circles indicate days with scheduled events
- Hover Preview: Position your cursor over an event dot to see quick details
- Click to Open: Click any event dot to go directly to that event's detail page
Quick Action Buttons
- ➕ Add New: Opens the new event creation modal
- List View: Switch to event management list view
- Guest List: Jump directly to guest management
Managing Event Details
Complete control over individual event settings
Event Information Fields
- Event Name: The title displayed on calendar and public page
- Location Name: Venue or meeting name (e.g., "Grand Ballroom")
- Host: Person or organization hosting the event
- Event Type: In-Person or Virtual - determines which fields display
- Date Range: Start and End dates for multi-day events
- Time Range: Start and End times with AM/PM formatting
- Event Details: Full description text for the public page
Location Settings (In-Person Events)
- Address: Start typing to use Google Maps autocomplete
- City, State, Zip: Auto-populated from address selection
- Maps Link: Automatically generated for directions
Hero Image Upload
- Drag & Drop: Simply drag an image onto the hero area
- Supported Formats: JPG, PNG, WebP
- Recommended Size: 1200x630 pixels for optimal social sharing
- Overlay: Text remains readable with automatic overlay
Ticket Configuration
Set up and manage ticket types for your events
Creating a Ticket Type
- Navigate to EventTicketsManager.asp or click "Set up Tickets" from event page
- Click the ➕ Add button next to the event
- Enter Ticket Name (e.g., "General Admission", "VIP Access")
- Set Price or check "Free" for complimentary tickets
- Define Fee amount (service charge passed to buyer)
- Enter Quantity Available to limit sales
- Write a Description of what's included
- Set Sale Start Date and Sale End Date
- Choose Status: Active, Sold Out, or Draft
- Click Save to create the ticket type
Ticket Table Columns
- Ticket Name: Display name for the ticket type
- Price: Cost shown to buyers (or "Free" badge)
- Fee: Additional service/processing fee
- Quantity: Total tickets available for this type
- Description: What's included with this ticket
- Sale Period: Date range when tickets can be purchased
- Status: Current availability status
- Actions: Edit (✏️) or Delete (🗑️) options
Guest List Operations
Add, track, and communicate with event attendees
Adding a New Guest
- Click the 👤 New button to open the Add Guest modal
- Enter First Name and Last Name
- Input Email Address (validated automatically)
- Enter Phone Number - auto-formats to (xxx) xxx-xxxx
- Select Status: Going, Maybe, or Not Going
- Click Add Guest to save
Guest List Features
- Jump Menu: Dropdown at top to switch between events
- Status Column: Shows Going/Maybe/Not Going
- Pay Status: Green = Paid, Red = Unpaid
- Email Button: Opens email client with guest's address
- Edit Button: Modify guest information
- Delete Button: Remove guest (with confirmation)
Guest Table Columns
- Guest ID: Unique identifier for the guest
- First/Last Name: Guest's full name
- Email: Contact email address
- Phone: Formatted phone number
- Status: RSVP status
- Pay Status: Payment received indicator
- Actions: Email, Edit, Delete buttons
Event Day Check-In
Streamlined attendee check-in and sales tracking
Check-In Process
- Navigate to EventGuestCheckIn.asp?EventID=X
- Select your event from the Jump Menu if needed
- View the Total Sales dashboard at the top
- Locate the guest in the list by name
- Click "Check In" button in the first column
- Row turns green to indicate checked-in status
- Button changes to "Uncheck" if correction needed
Check-In Table Columns
- Check In: Toggle button for check-in status
- Ticket #: Unique ticket identifier (000XXX format)
- Ticket Holder: Name of person using the ticket
- Guest of: Name of person who purchased the ticket
- Amount: Ticket price paid
- Actions: View ticket details, edit ticket holders
Visual Indicators
- White Row: Guest not yet checked in
- Green Row: Guest successfully checked in
- Blue Button: "Check In" - click to check in
- Red Button: "Uncheck" - click to reverse check-in
Frequently Asked Questions
How do I create my first event?
▼
Navigate to the Events Calendar (EventsCalendar.asp) and click the ➕ button in the toolbar. Fill out the event name, location, dates, times, and event type. Click Save to create your event. You'll then be prompted to set up ticket types.
Can I have both free and paid tickets for the same event?
▼
Yes! You can create unlimited ticket types per event. Simply add multiple ticket types through the Ticket Manager - some can be free (check the "Free" option) while others have set prices. This is perfect for offering general admission and VIP packages.
How does the Google Maps integration work?
▼
When you start typing an address in the Address field, Google Maps autocomplete will suggest locations. Select your venue from the dropdown, and the system will automatically populate the City, State, and Zip fields. A Maps link is then generated automatically for your event page.
What's the difference between Guest Status and Pay Status?
▼
Guest Status tracks RSVP response: Going, Maybe, or Not Going. Pay Status indicates whether payment has been received for paid tickets. A guest can be marked as "Going" but still show "Unpaid" if they haven't completed their ticket purchase yet.
Can I undo a check-in if I make a mistake?
▼
Absolutely! Once a guest is checked in, the button changes to "Uncheck" (shown in red). Simply click it to reverse the check-in. The row will return to white and the button will change back to "Check In." The system updates instantly without requiring a page refresh.
How do I upload a custom event image?
▼
On the Event Details page, simply drag and drop an image file onto the hero section at the top of the page. The system supports JPG, PNG, and WebP formats. For best results on social media sharing, use images sized 1200x630 pixels.
What happens when tickets sell out?
▼
When all available tickets for a particular type are sold, you should update the Status to "Sold Out" in the Ticket Manager. This will display a sold-out indicator to visitors while keeping your historical data intact. You can also increase the quantity if more tickets become available.
Can guests purchase tickets for others?
▼
Yes! The system supports "Guest of" relationships. When someone purchases multiple tickets, they can assign different Ticket Holders for each ticket. This is visible in the Check-In view, showing both the purchaser and the actual attendee name for each ticket.
Is the system mobile-friendly?
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Yes! All modules are fully responsive. The calendar, guest lists, and check-in system all work on smartphones and tablets. The check-in system is particularly useful on mobile devices for day-of-event operations at the door.
How do I set up virtual events?
▼
When creating or editing an event, select "Virtual" as the Event Type. This will hide the physical address fields and display the Video Conferencing Link field instead. Enter your Zoom, Google Meet, or other meeting link. Attendees will see this link on the event page after RSVPing.
Ready to Create Amazing Events?
Start using the Event Management System today and transform how you plan, manage, and execute your events.
Go to Events Calendar →