Skip to content

Manage Activities

Once you create activities, you can manage and refine them to control how your program works. Activity settings determine who can participate, how attendance is tracked, and what information is collected.

Edit an Activity

  1. Open your program
  2. Go to the Activities tab
  3. Select an activity to open the edit panel

The edit panel is organized into four tabs, each covering one part of the activity:

  • Details — name, type, schedule, location, and external link
  • Experience — the participant groups, communication, and assignments
  • Registration — attendance, the registration window, and capacity and waitlist
  • Questions — the questions asked of participants

Update Activity Details

On the Details tab, you can modify:

  • Name
  • Type (Schedule, Registration, or Lead)
  • Start and end time
  • Location

These settings define what the activity is and when it takes place.

Every activity also has a read-only Activity ID shown on the Details tab, next to the Name. It uniquely identifies the activity within your program — a stable reference you can use when working with the activity outside the editor.

Assign Groups to Activities

Activities control who can see and participate in your program. Groups are managed on the Experience tab.

To invite participants:

  • Attach a Group to the activity
  • Optionally use subgroups to target specific participants

Important: Participants only see activities that their group is assigned to. If no group is attached, the activity will not be visible to anyone.

Configure Attendance

On the Registration tab, each activity can collect attendance responses from participants:

  • Ask If Attending – participants choose whether to attend
  • Link Attendance – attendance follows the overall program

Use Ask If Attending when participation varies by activity. Use Link Attendance when all participants should attend automatically.

Set a Limit

In the Capacity and Waitlist section of the Registration tab, you can set a Limit on how many participants can attend an activity:

  • None – no limit
  • Max – set a fixed number in Max Attendees (a whole number from 1 to 1,000,000)
  • Places – base the limit on available places or resources; the resulting capacity is shown as plain text on the activity

The Limit is only available when attendance is set to Ask If Attending.

This allows you to control capacity for sessions with limited space or resources.

!!! note "Lowering a limit below the confirmed count" If you reduce a limit below the number of people already attending, Eventene blocks the change after the response deadline, and before the deadline allows it only when Waitlist Movement is Automatic. See Waitlists and Waitlist Movement.

Add a Waitlist

When an activity reaches its Limit, you can enable a waitlist.

  • Participants who register after the activity is full are added to the waitlist
  • Waitlist Movement (on the Registration tab) sets how spots are filled: Automatic promotes the next person automatically and emails them; Manual leaves promotion to you
  • You can always move participants from the waitlist into available spots yourself

Waitlists help you handle overflow while keeping your activity capacity controlled. For how capacity, joining, promotion, and the deadline interact, see Waitlists and Waitlist Movement.

Control Registration Timing

In the Registration Window section of the Registration tab, you can control when participants are allowed to respond to an activity.

  • Set start and end times for accepting responses
  • Close registration for individual activities when needed

This is useful when different activities have different deadlines.

Use Lead Activities

Lead activities are used for capturing information, typically in sponsor or exhibitor scenarios. Participants and collectors are configured on the Experience tab.

  • Assign a group of participants who can be scanned or selected
  • Assign a group of collectors who will capture leads
  • Collect responses using activity questions

Lead activities allow you to gather structured data during your program.

Manage Questions

Each activity can include questions to collect additional information from participants, managed on the Questions tab.

  • Ask questions based on attendance status
  • Collect preferences, feedback, or required details

For detailed instructions, see:

Import and Export Activities

For events with many activities, you can create and update them in bulk instead of one at a time:

  • Import Activities — upload a spreadsheet or paste rows to create and update activities at scale.
  • Export Activities — download your activities as a CSV to back up, review, or edit and re-import.

Import matches each row to an existing activity by its Activity ID (shown on the Details tab).

What to Do Next