Openings, artist talks, workshops and multi-week classes all use the same builder. This guide covers making one, scheduling a repeating series, and the two changes that touch attendees: rescheduling and cancelling.
Start from Admin → Events. The community events view has Create Event. The classes view has Create Class and Create Workshop, which open the same builder with the type already set.
The five steps
Event Details. Give it a Title and a Description. Set the Type, which decides which features appear later: choosing Class or Workshop is what unlocks attendance tracking, materials and certificates. Set the Category and link it to an exhibition if it belongs to one.
Two shortcuts sit at the top. Quick Start builds the event from an existing exhibition, filling in what it can. Create from Template pre-fills pricing, location and messaging from a template you saved earlier, and warns you that title, slug and dates still need setting.
For the Cover Image, use a wide image at roughly 3:2. It uploads once the event has been created, so do not close the tab immediately after saving.
Schedule & Venue. Set Start Date & Time and End Date & Time, the Venue and Location Details, an optional Map Link, Parking Details, and Capacity, which you can leave blank for unlimited.
Registration Settings. Set the Price and Currency, or tick RSVP-only (no payment required) for a free event. Pricing mode chooses between Full series and Per session for something that runs more than once. You can add a Member price, an Early bird price with the date it ends, and a Suggested donation.
Communications. This is what registrants actually receive. Turn on the welcome email, set its Email Subject, and fill in the Intro Message, Supply List, Arrival Instructions, Parking & Transit Notes and . You can also turn on a reminder and choose how many days ahead it goes.
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Organizer Notes
Review & Publish. Tick Active (event will be visible to the public) when you are ready, or leave it off and publish later. On an existing event the same control is a switch reading Published or Draft.
Times run on your organization's clock
Event times are entered on your organization's clock, not on the clock of whoever is typing. The form says which one it is using, for example "Times are entered in Australia/Sydney (your organization's timezone)". A team member travelling, or a contractor in another country, enters the same times as everyone else.
If your organization has no timezone set, the form warns you it is falling back to the device's clock and asks you to set one. Do that once in your organization settings and every event after it is unambiguous.
The Timezone field on the event lets you override it for a single event, useful for something you are running at another venue. Its first option is Use organization default.
The form also catches the two nights a year that break schedules. If you pick a time that does not exist because clocks jump forward, or one that happens twice because clocks go back, it tells you what will be saved rather than guessing silently.
A repeating series
Recurrence is set on an existing event, not in the create builder. Make the event, then open it and go to Schedule, where Schedule & Repeats holds three ways to build a series.
Repeating Sessions is the manual list. Use Primary Date seeds it from the event's own start, Clone Last copies the previous row forward, and Add Empty Row gives you a blank one. Each row has its own Starts and Ends.
Quick Series Builder fills the list for you. Set the Frequency to Daily, Weekly or Monthly, set Every for the interval, set Add Sessions for how many to create, up to 52, and choose Generate.
Term Schedule is for a semester: give it a Term Ends date and an interval in weeks, then Generate Term Sessions.
The generated dates keep their wall-clock time across a daylight-saving change, so a Tuesday 6pm class stays at 6pm all term.
To change one occurrence, edit its row. To drop one, use Cancel session on the row and give an optional reason. A cancelled session stays visible on the public schedule, and is skipped for reminders and attendance totals.
Rescheduling
Changing the dates on an event with people registered asks before it emails anyone: "Notify 24 registrants of the schedule change?" The new dates are saved either way. Choose Notify to email everyone registered, or Don't notify to move the dates quietly.
Notifying is not a neutral act. Each message includes a button for the recipient to request a refund, so send it when the change is real and skip it when you are correcting a typo.
If the event has already started, the question changes to "This event already started. Notify anyway?" and spells out the case where you are reusing an old event's dates rather than moving a live one. In that situation, do not send it.
Cancelling
Cancel event asks three things in order: whether to cancel at all, whether to issue refunds to paid registrations, and whether to include a reason that goes to registrants.
Refunds are prorated by what is left. A class cancelled halfway through refunds roughly half, based on the sessions that had not happened yet. A registration paid outside Stripe, by cash or cheque, is recorded as an offline refund with a ledger entry, so your books show it even though the money moves by hand. Anything that fails is retried, and the result is reported back to you.
Cancelling sets every live registration to cancelled, releases the capacity, and takes the event off your public pages.
The event team
Event Team on the event's settings links organization members to the event as Teacher, Assistant Teacher, Organizer, Event Assistant, Speaker, Panelist, Moderator or Curator. These assignments are what the public page shows, and teachers and assistant teachers also get access to the event's materials and attendance.
Saving a template
If you run the same class each term, use Save as Template on an event you have set up properly. Templates carry pricing, location and messaging, and live under Admin → Events → Templates. Dates and title are always set fresh.
Two things worth knowing
Deleting events cannot be undone. The events list offers Export and Delete as bulk actions. Delete is permanent, and it skips any event that has registrations or certificates. Cancel those instead.
Age-restricted events are not available to Australian organizations. Minimum and maximum age and the age range label are turned off for organizations in Australia while the children's privacy code there is still in draft. Organizations in the United States and New Zealand have them.
