Attendees can add events to iCal, Outlook, or Google Calendar

Event Espresso 4 provides one-way integration with iCal compatible calendars, including Google Calendar, Apple Calendar, Microsoft Outlook, etc. Using the Event Espresso 4 iCal feature, event attendees can quickly add events they have registered for to their personal calendar. The iCal download link includes details such the date and time of the event, venue name, and venue location, etc. That information is then added to the customer’s personal calendar.

 

What is iCal?

iCalendar, or iCal for short, is a standard method of transferring calendar information between computer systems. The standard allows products from many vendors to transfer calendar information between each other.  iCalendar files typically have the file extension “.ical” “.ics” “.ifb”  or “.icalendar” with a MIME type of “text/calendar”. The iCalendar open standard should not be confused with iCal, the former name for the commercial product “Calendar” developed by Apple Computer.

iCalendar is designed to be independent of the transport protocol. For example, individual events can be sent by traditional email. Web servers (using just the HTTP protocol) are often used to distribute iCalendar data about an event and to publish busy times of an individual.

 

How is iCal Implemented in Event Espresso 4?

There are three different ways we’ve applied iCal download links in Event Espresso 4. I’ll cover them below.

 

Event Listings Page

The first place your customers will notice the iCal download links is in the event listings. Your customers can click the iCal download link/button to add the event details to their personal calendar. Here’s how it might look on your site:

iCal Download Button Example in Event List

iCal Download Button Example in Event List

 

Event Details Page

Similar to the event listings page, the second place your attendees will be introduced to the iCal download link/button is when viewing the details about individual events, as seen in this example;

iCal Download Button Example below ticket selector

iCal Download Button Example below ticket selector

 

[Optional] Registration Confirmation Messages

The final place your customers might see an iCal download text link is directly after registering for an event on your site, via the “Registration Confirmation” email. I say they might see the link because this location is optional and can be activated by adding a shortcode to your message templates, as seen in the “How to Add iCal Download Links to Messages” documentation.

Registration Confirmation Email Message

 

 

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Event Schema Markup

Event Schema Markup is code that you put on your website to help the search engines return more informative results for users. By adding event schema markup, search engines (Google, Bing, Yandex, and Yahoo!) can read important details about the event, then generate what is known as a “rich snippet” in the organic search engine results pages.

For example, here is an search specific to “events in chicago”. The result are specific to the events happening now in Chicago, and the format is special for events.

Event Schema shown in Google search results

 

Event Espresso Supports Schema.org Structured Data Markup for Events

Event Espresso Supports Schema.org Structured Data Markup for Events

The event schema markup includes details such as when an event is happening, venue, time and location. Without this type of structured data, a web page is essentially all information with no context; adding structured data gives it that context.

 

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Invite staff members with limited access to help manage your events

WordPress developers familiar with the WordPress Roles and Capabilities system know that it provides a really powerful system for user management. You can grant you staff access to certain areas or functions of Event Espresso based on a capability or user role.

  • No UI for user management. The system is entirely hidden to the average user, but it can be managed via a third-party roles and capability plugin (see below).
  • Over 100+ granular capabilities added. A number of capabilities follow the capability mapping system WordPress provides for not only restricting access to general views but also restricting access based on whether a user “owns” the item being viewed or not (i.e. Event Authors only being able to edit their own events, or a user being able to edit only their own custom message templates).
  • Easy to use plugin API for extending functionality. In EE4 we’ve provided a handy API for developers to quickly integrate add-ons with different core components of Event Espresso.
  • Takes care of initializing new roles and adding capabilities to existing roles. When you hook in your new capabilities using this system you are automatically integrated with all the stuff the EE Capabilities system does.
  • Areas of EE4 admin can also be restricted to certain capabilities. This Google Spreadsheet gives you a high level overview and description of all roles and capabilities as of Event Espresso 4.6. We’ve listed all of the EE4 admin routes in the left column and the capabilities across the top. Along the bottom, each sheet represents a different area of Event Espresso.
  • Use any third-party roles and capabilities plugin to manage access to Event Espresso 4 features. Capabilities can now managed using any number of third party role and capability management systems, such as Members by Justin Tadlock, to grant users (by role) access to attendee data, events, registrations, and WordPress pages and post content.
ee4-general-capabilities ee4-event-capabilities
ee4-registration-capabilities ee4-add-new-role

If you have technical questions, please feel free to post in our support forums. Developers with access to Event Espresso on Github can post questions there.

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Display events without requiring registrations, tickets, or payments

custom-url-ee4Event Espresso 4 allows you to create and showcase new events without requiring attendees to select a pricing option (e.g. a ticket).

This means you can use Event Espresso to add events to a calendar or list of events for any type of event, not only the ones when tickets are for sale. All you have to do is set the “Display Ticket Selector” setting to “No” for the individual events.

If the event details are available on a different website, you can easily link there by adding the URL in the “Alternative Registration Page” field.

southern-utah-hiking-meetup-1

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Allow discussion about your events through public comments

One easy and powerful way to build a relationship with your attendees is to enable commenting about your events—right on the event page!

Allowing comments on your event page allows potential registrants to ask frequently asked questions that can help other people make a decision whether to attend your event (or not).

Commenting also allows past attendees to rave about your events and offer a review for other people considering your next event.

Your events are awesome, make sure it’s super easy for people to talk to you—and others—about them with comments on your event page!

The WordPress commenting system allows you to configure moderation settings, reply right within your event page (see above image) and much more! The layout, style and format of comments are configured on a theme-by-theme basis or adopt the design from your theme.

Front-end (public) commenting

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Create events as drafts and preview them before publishing

Event Editor Publish Meta Box (Draft Status)We know you can’t always create an event and publish it all in one sitting. Publishing a new event can take time. With draft events, you can work on your event pages over a period of time or hand them off to someone else for editing before you publish it live to your website.

Event Espresso 4 will automatically save the events you have in-progress as “drafts”, plus you can save them as a “draft” as you go. You can even schedule to publish your event at a later date and time.

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Add private notes about event attendees through contact profiles

Now you can keep a running record of comments for each registrant on their Contact Profile page. Private commenting allows you to keep a record of when they contacted you, your internal comments, and how you helped them.

Currently, comments on contacts are a private status but they can be enabled to be viewed or used on the front-end by a developer.

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Sell tickets or event registrations online

The ticket selector (pricing option selector) in Event Espresso allows you to present multiple ticket options to registrants so they can choose the registration options that will best fit their needs.

This will allow you to:

  • Offer multiple ticket and pricing options for the same event
  • Communicate ticket availability with a unique status per situation
  • Check the quantity of tickets remaining per ticket type or datetime
  • Optionally show the details of a single ticket including the: ticket description, ticket sale start and end dates and times (datetimes), access to which datetimes are available, and number of datetime uses.
  • Optionally not display the number of tickets sold and remaining
  • Limit the number of tickets that can be purchased per order, per event

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Offer Multiple Pricing Options

With Event Espresso 4, each pricing option that you create will show in the ticket selector (pricing option selector). A pricing option (e.g. a ticket) is always displayed (unless deleted) so that attendees/registrants become aware of the pricing options. However, each ticket will only become available for purchase when the ticket conditions (e.g. date and time) are met.

You can offer multiple types of tickets for any event. You can also do great things like Graduated Pricing or Ticket Bundles.

Ticket Selector Embed Code

The Ticket Selector Embed Code feature allows you, or anyone with the embed code to display a ticket selector, for your events, on a different websites HTML page, Facebook page, WordPress.com and/or WordPress.org posts and pages.
embed-code-example-output

Ticket statuses

The ticket configuration options are very powerful and flexible to accommodate many ticket options. Each ticket can have a possible of four statuses, based on the ticket conditions (e.g. number of tickets available, start and end datetimes, event datetime capacity limits, etc.).

The front-end ticket statuses are: “Available”, “Expired”, “Not Available”, “Sold Out”, and “Goes on Sale [date]”.

Available

  • Ticket Quantity: there are ticket quantities available for sale.
  • Event Datetime Limit (capacity): the event datetime has not reached capacity.
  • Goes on Sale: date and time (datetime) has occurred.
  • Sell Until: date and time (datetime) has not yet occurred.

Expired

  • Ticket Quantity: there are ticket quantities available for sale.
  • Event Datetime Limit (capacity): the event datetime has not reached capacity.
  • Goes on Sale: date and time (datetime) has occurred.
  • Sell Until: date and time (datetime) HAS occurred/passed.

Not Available

  • Ticket Quantity: there are ticket quantities available for sale.
  • Event Datetime Limit (capacity): the event datetime has less capacity than a ticket requires. The Min or Max ticket Quantities can not be met, e.g. a minimum purchase of 10 tickets is required, but there are only 8 available.
  • Goes on Sale: date and time (datetime) has occurred.
  • Sell Until: date and time (datetime) has not yet occurred.

Sold Out

  • Ticket Quantity: there are NOT ticket quantities available for sale, OR see Event Datetime Limit.
  • Event Datetime Limit (capacity): the event datetime has/has not reached capacity.
  • Goes on Sale: date and time (datetime) has occurred.
  • Sell Until: date and time (datetime) has not yet occurred.

Goes On Sale

  • Ticket Quantity: there are ticket quantities available for sale.
  • Event Datetime Limit (capacity): the event datetime has not reached capacity.
  • Goes on Sale: date and time (datetime) has NOT yet occurred.
  • Sell Until: date and time (datetime) has not yet occurred.

Ticket Details

You have the ability to educate your customers in great detail about a ticket (if you want).

Description

The ticket description can give a sales pitch about a ticket or just explain logistics. Some HTML characters are allowed in the description field.

Ticket Sale Dates

The individual tickets have separate “Goes On Sale” and “Sale Ends”. When the event “Goes On Sale” datetime occurs, the ticket becomes available for sale. When the “Sale Ends” datetime occurs, the ticket becomes “Expired”.

Event Access

Rather than purchasing multiple tickets for several different occurrences of an event, the event manager can configure each ticket to have the capability to access many dates and times (datetimes) for a single event.

Event Date Ticket Uses

Even though a ticket has the potential to access multiple date times (see Event Access just above), an event manager may only want to allow the ticket to be used a certain number of times among all the possible options. For example, a yoga ticket might have access to 10 different class datetimes, but the instructor might only sell a five-session pass. The ticket has the rights to access all 10 classes, but it can only be used a total of five times for any of the 10 sessions.

Maximum Ticket Purchases Per Order

As part of the event configuration, the event manager can decide how many tickets they will allow to be purchased in one order. For example, you may only want to allow attendees to purchase four tickets to the event so that many different people can attend. This can be changed in the event editor > “Event Registration Options”.

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Show event locations and venues through Google Maps

Our Google Maps integration allows event managers to configure the look and control settings of Google Maps on the event listing and event details pages.

Event Listings & Event Details Settings

The event listings and registration page (event details pages) have several configuration options including map height and width, map navigation controls, and map style and alignment.

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Set up default tickets that will be used for every event

We’re always trying to make your job easier so you can get things done faster. One nice tool in Event Espresso 4 is the ability to create Default Tickets.

If you find yourself creating similar tickets for many of your events, you can set one of those tickets to be created by default the next time you create an event.

Simply select the “use this new ticket as a default ticket for any new events” option at the bottom of the Advanced Settings on a ticket and activate the checkbox. See Multiple Pricing Options for more details.

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The next time you create a new event, your default ticket will be added to the event and you can make any necessary changes.

Related features:

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