Events
Events
Plan in-person events, share registration embeds, send emails, and check in attendees.
Note: Events is a BETA app. Features and behavior may change.
What is Events?
Events is the SWAI BETA app for in-person (or venue-based) events. You create events with a multi-step wizard, share registration embeds, optionally send confirmation / reminder / follow-up emails from a verified SWAI sender, add registrants to contact lists, publish a public catalog, share an event details page, and check in attendees.
You use it to:
- Create an event with AI from a short Brief, or build it manually
- Set title, start time, capacity, duration, and description
- Design registration fields, success behavior, and embed look
- Add venue / map details and visual identity
- Send confirmation, reminder, and follow-up emails
- Add registrants to SWAI contact lists and (optionally) a nurturing assistant
- Copy embed URLs or a public catalog link
- Check in attendees from the event edit screen
- Review Event stats (impressions, registrations, checked in)
Main screens
| Screen | What it’s for |
|---|---|
| Events | List, search, create, edit, duplicate, delete; copy embed; public catalog; stats |
| Create Event / Edit event | Wizard: Basic Info → Registration → Reminders → Design → Review |
| Public catalog | Grid of published events for a brand |
| Event details page | Public info page with venue and Register for this event |
| Registration embed | Public form (Form only or Extended) |
Note: Open Events from the SWAI Dashboard (Settings → Beta Apps → Events, or go to app.swai.ai/setting/beta-apps). The app uses your brand session — there is no separate sign-up inside Events.
Tip: Events is for venue / registration campaigns with check-in. For live video webinars, see Webinar. For booking slots, use Appointments / Calendar.
Before you start
You can open the app with a valid SWAI brand session. Emails need a verified sender; lists and nurturing assistants are optional.
Checklist
Open Events from SWAI
Use Settings → Beta Apps → Events (or go to app.swai.ai/setting/beta-apps) so you are signed in for the correct brand. Events is not under the main Apps sidebar.Verified email sender (if you will send emails)
On the Reminders step you need From and From name. Addresses come from your SWAI email system. See Email System.Contact lists (optional)
Prepare SWAI lists if you want Add registrants to contact lists.Nurturing assistant (optional)
Only launched assistants appear in the dropdown on Reminders.Venue details (optional but useful)
Name, address, and map URL for the public details page and extended embed.
Important warnings
Warning: If Events does not load or you lose brand context, close the tab and open it again from Settings → Beta Apps → Events (or go to app.swai.ai/setting/beta-apps). Tooltips may say Sign in at app.swai.ai first.
Warning: Delete this event? permanently removes the event and its registrations. This cannot be undone.
Warning: Confirmation, reminder, and follow-up emails need a verified From and From name. Without a sender, messages will not send until you choose one.
Tip: Events does not include live host / viewer / co-host video. That belongs to Webinar.
Quick start
- Open Settings → Beta Apps → Events for your brand (or go to app.swai.ai/setting/beta-apps).
- Click Create event.
- In New event, enter a Brief and click Create (or Create manually).
- Walk Basic Info → Registration → Reminders → Design → Review with Back / Next.
- On Review, click Create event (busy: Publishing…).
- From the list Actions, use Copy embed URL or open Public catalog.
- On the day of the event, Edit → Review → Recent registrations → Check in.
Events list
Columns: Title, Starts, Status, Actions.
Search: Search events…
Toolbar:
- Public catalog URL — shareable catalog link
- Create event — opens the New event modal
Actions menu
| Action | What it does |
|---|---|
| Statistics | Opens Event stats |
| Edit | Opens the wizard |
| Duplicate | Copies the event |
| Copy embed URL | Copies the registration embed URL |
| Event details page | Opens the public details page |
| Delete | Opens Delete this event? |
Empty: No events yet. Create one to get an embed form and live links.
Statuses
| Status | Meaning |
|---|---|
| Published | Visible on public catalog / embed (typical after create) |
| Draft | Not publicly listed as published |
| Cancelled | Cancelled lifecycle |
Public catalog schedule badges (time window): Upcoming, In progress, Ended.
Create an event
- Click Create event.
- Modal New event — field Brief (example: e.g. A 45-minute product demo for SMBs, next week, focus on pricing and Q&A…).
- Choose:
- Create — AI drafts the event (Generating…)
- Create manually — empty wizard
- Complete the wizard, then Create event on Review.
Note: AI create may fail with Could not generate draft or an insufficient-credits message. Use Create manually, or top up the brand wallet and retry.
Wizard steps
Progress labels: Basic Info → Registration → Reminders → Design → Review.
Use Back / Next. On edit, header Save (or Saved) writes mid-flow; Review uses Save changes.
Basic Info
| Field | Notes |
|---|---|
| **Event title *** | Required |
| **Starts at *** | Required start date/time |
| Timezone | Event timezone |
| Description | Event description |
| Thumbnail URL (optional) | HTTPS image for extended embed |
| Capacity (0 = unlimited) | Seat limit for registration |
| Duration (minutes) | Used for follow-ups after the event ends |
Registration
Registration questions
- Email and Name are always on the form (Always on form).
- Add field for custom questions (Short text or Long text, optional Required).
After registration
| Behavior | What you set |
|---|---|
| Show a message | Plain-text Message (empty → default thank-you on the embed) |
| Redirect | Redirect URL (http:// or https://) |
Add registrants to contact lists (optional)
Choose SWAI lists (Select a list…, Add list). Each successful registration creates/updates a contact and adds them to those lists.
Empty help: No lists selected — registrants will not be added to contact lists. / When someone registers, the contact will be added to the selected lists.
Reminders
Email settings
- From — verified sender
- From name — inbox display name
- Optional: Add user to nurturing assistant → Select a nurturing assistant…
Confirmation email (optional)
Email subject and Email body. Sends when both are filled and email sending is enabled for your organization.
Reminder rules
Add rule. Empty: No reminder rules yet. Rules send before Starts at.
Follow-up emails
Add follow-up. Empty: No follow-up emails yet.
| Send to | Who receives it |
|---|---|
| Everyone | All registrations |
| Attended | Registrants you Check in |
| Not attended | Registrants not checked in |
Warning: If you have email content but no From, you may see No sender email selected — Those messages will not be sent until you choose a sender. Choose Go back or Save anyway.
Design
- Visual identity: Accent, Background, Text
- Font family (System UI, Inter, Roboto, Open Sans, Lato, Montserrat, Poppins, or Custom with optional Font CSS URL)
- Venue: Venue name, address lines, city, state / region, postal code, country, Map URL
- Embed display: Show start countdown, Show remaining seats, Show on map (On / Off)
- Live preview: Form only | Extended
Review
On create:
- Summary, badge Ready, Final step
- Click Create event (Publishing…)
On edit:
- Embed — Copy (form only), Copy (extended)
- Recent registrations — Check in / Undo per row
Warning: Leaving with unsaved edits opens Unsaved changes — Keep editing, Leave without saving, or Save and leave.
Embeds and public catalog
Registration embed
| Variant | Typical use |
|---|---|
| Form only | Compact iframe for your site |
Extended (?extended=1) |
Description, venue/map, countdown/seats + form |
From the list: Copy embed URL (toast: Embed URL copied to clipboard.). From edit Review: copy form-only or extended.
On the embed, attendees submit with Register / Registering…. Fields include **Email *** and Name. Default success: You are registered. Check your email for reminders. (or your custom message / redirect).
| Situation | What they see |
|---|---|
| Capacity full | Sold out |
| Same email again | Already registered with this email |
| Missing required answer | Missing answer for: {label} |
| Missing / invalid | Event not found. / Could not load event. |
Countdown: Starts in {DD}D {hh}h {mm}m {ss}s. After start: This event has started. When seats are shown: Remaining seats:. Map: Open in maps.
Public catalog
Open Public catalog from the list toolbar. Copy URLs for:
- Upcoming & live
- Include ended
Share the link so visitors see a public grid. Clicks open extended registration. Catalog title Events; subtitle Upcoming and live events (or including past when that URL is used). Timezone toggle: Your timezone / Event timezone.
Empty: No upcoming events right now. Check back soon. or No published events found for this brand.
Event details page
Public page with Venue, View map, and Register for this event. Open from list Actions → Event details page, or from email merge tags such as {{eventDetailsUrl}}.
Check-in and statistics
Check-in
- Actions → Edit (or open the event).
- Go to Review.
- Under Recent registrations, click Check in or Undo.
Follow-up audiences Attended / Not attended use this check-in state.
Event stats
From Actions → Statistics → Event stats. Includes impressions, registrations, and Checked in. Footer note: Check in attendees from the event edit page under registrations.
Delete an event
- Actions → Delete.
- Delete this event? — …will be removed permanently. Registrations and related data for this event will be deleted. This cannot be undone.
- Delete event (Deleting…) or Cancel.
Common warnings and troubleshooting
I can’t open Events
Reopen from Settings → Beta Apps → Events (or go to app.swai.ai/setting/beta-apps). If the iframe fails: Failed to load embed. → Retry.
Emails are not sending
On Reminders, set verified From and From name. Confirmation needs both subject and body. Org email delivery must be enabled. Empty sender list: No email addresses returned for this organization.
AI create failed
Enter a Brief first (Describe your event first.). If credits are insufficient, top up the brand wallet or use Create manually.
Registration embed shows sold out or already registered
Capacity is full (Sold out), or that email already registered (Already registered with this email). Raise capacity or use a different email.
Check-in failed
Retry Check in on Review → Recent registrations. Note any Check-in failed message for support.
This is not the same as Webinar or Calendar
- Webinar — live video host/viewer/co-host (Webinar)
- Appointments / Calendar — booking slots (Calendar)
- Events — venue registration, embeds, check-in (this guide)
Glossary
| Term | Meaning |
|---|---|
| Events | SWAI BETA app for in-person / venue event campaigns |
| Brief | AI prompt in the New event modal |
| Form only / Extended | Registration embed layouts |
| Public catalog | Brand grid of published events |
| Event details page | Public info page with venue and register CTA |
| Check in / Checked in | On-site attendance toggle used for follow-up audiences |
| Attended / Not attended | Follow-up Send to options based on check-in |
| Remaining seats | Shown on embed when capacity is greater than 0 |
| Venue | Location block on Design and public pages |
| From / From name | Outbound email sender fields |
| Beta Apps | Dashboard area (Settings → Beta Apps, open) where this app opens |
Need more help?
- Confirm you opened Settings → Beta Apps → Events for the correct brand (or go to app.swai.ai/setting/beta-apps).
- Confirm From / From name if you expect emails to send.
- Note the event title, status, and any exact error.
- Contact your SWAI admin or support with those details.
Related Help: Beta Apps, Webinar, Email System, CRM, Calendar.