---
title: Events and public registrations
description: Create an event, invite contacts, collect registrations on a public page, manage the waiting list and matching with your contacts, then record attendance and thank participants.
url: "http://illizeo.com/en/centre-aide/crm-events/"
updated: "2026-11-08"
category: CRM
---

# Events and public registrations

The CRM organises the events of your clubs and programmes: breakfasts, conferences, site visits. You create the event and invite contacts; participants register on a public page, without an account; you then follow the waiting list, the matching with your contacts and attendance. This article is intended for event organisers and CRM administrators.

## Before you start

- The CRM module must be enabled for your workspace and open to you (see [Enabling and administering the CRM module](https://illizeo.com/en/centre-aide/crm-enable-and-administer/)).
- Permissions in the role matrix, CRM menu: “Events — View” for the list, the record and the **Events** tab of accounts and contacts; “Events — Create” for **New event**; “Events — Edit” for everything else (publish, close, cancel, invite, match, record attendance, issue an attendance link, send payment calls, export); “Events — Delete”. The Access level is enough. By default, only the Administrator role has them.
- The scope follows the event’s **Manager**: with **Mine**, you see the events you manage. It is set in a role’s **CRM scopes** card, **Events** domain (see [CRM settings](https://illizeo.com/en/centre-aide/crm-settings/)).
- Matching a registration also requires “CRM contacts — View”, and “CRM contacts — Create” to create the contact. Choosing a club or inviting its members requires “Memberships and dues — View” (see [Memberships and dues](https://illizeo.com/en/centre-aide/crm-memberships-and-dues/)).

## The event list

Open **CRM › Events**. For each event within your scope, the table gives the **Event**, its **Start**, its **Club**, its **Status**, the number **Registered** out of the capacity (the waiting list follows, preceded by “+”) and the **Attendance** rate. Filter by **Status** or **Club**, or tick **Upcoming only**. A chosen club also shows its attendance rate over its past events.

![The CRM › Events list: three events with their start, club, status, registrations out of capacity and attendance rate.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-events-01.en_.png?resize=800%2C188&quality=80&ssl=1)
The event list: status, registrations out of capacity, waiting list and attendance rate.

## Creating an event

1. Click **New event**.
2. Enter the **Title** in at least one language and, if needed, the **Description**, in French, English, German or Italian. The public page shows the visitor’s language, otherwise French.
3. Enter the **Start** and the **End**, both required, then the **Venue** or the **Video link**.
4. Set the **Capacity (empty: no limit)** and, if needed, the **Registrations until** date. Without a deadline, registrations close when the event starts.
5. Choose the **Audience**: **Open to all** or **Club members**, which requires an **Organising club**.
6. For a paid event, enter the **Member price (empty: free)** and the **Non-member price (empty: free)**, then the **Currency**.
7. The **Manager** stays yourself if you leave **You**. They receive the event’s notices.
8. If needed, tick **Send a thank-you email to attendees after the event** (unticked by default).
9. Under **Form questions**, click **Add a question**: label, type **Free text** or **Choice from a list** (one choice per line), **Required** box. Twenty questions at most.
10. Click **Create the event**. It starts as a **Draft**.

**Edit**, on the record, reopens the same window. A changed price applies to the amounts due not yet called.

## An event’s statuses

| Status | The public page | Buttons on the record |
| --- | --- | --- |
| Draft | “Invalid link”. | **Publish**, **Cancel the event** |
| Published | Open until the deadline, otherwise until the start. | **Close registrations**, **Cancel the event** |
| Closed | “Registrations closed”. | **Publish** (reopens), **Cancel the event** |
| Cancelled | “Event cancelled”. | None: it is final. |

Each change asks for confirmation. Every morning, a published event whose deadline has passed becomes **Closed** on its own. **Cancel the event** sends a cancellation email, with the calendar file that removes the event, to registrants and the waiting list; amounts due with no payment are cancelled. **Delete** is only allowed for a draft or an event without registrations.

## An event’s record

The record shows the details entered, then five counters: **Registered**, **Waiting**, **To match**, **Present** and **Attendance rate** (present out of registered). The **Public registration form** block gives the address of the public page, to copy; only people who can edit the event see it.

The **Registrations** section lists registrants, then the waiting list, then cancellations, with their **Status**, **Contact**, **Attendance** and **Amount due**. Under each name come the email, organisation, position and answers to the questions. Two lists filter by status and by matching.

![A published conference’s record: details, registration and waiting-list counters, public form link and registrations table with their amount due.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-events-02.en_.png?resize=800%2C720&quality=80&ssl=1)
An event’s record: its counters, its public link and its registrations.

## Inviting contacts

The **Invite** button appears on a draft or published event. Publish the event first: a draft’s link answers “Invalid link”.

1. Click **Invite**.
2. Under **Chosen contacts**, add contacts one by one.
3. If needed, add the **Members of a club** (and a **Category**), the **Accounts with a tag** or the **Contacts of an account**. These criteria add up: a contact must meet all of them.
4. Click **Send the invitations**.

Each guest receives an email in their language, with the registration link. The summary counts, without naming them, the contacts left out: outside your scope, objecting, not to be emailed, without an email address, already invited. A contact who objects is never invited, even when chosen individually.

A club’s members are the member, the contact person and the contacts attached to the member account, for active memberships. The **Accounts with a tag** list actually picks the contacts that carry the tag. If your workspace submits invitations to approval (**Settings › CRM › Validations**), they are sent once approved.

![The Invite to the event window: contacts chosen one by one, then members of a club, accounts with a tag or contacts of an account.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-events-03.en_.png?resize=672%2C444&quality=80&ssl=1)
Inviting: chosen contacts, or all those of a club, a tag or an account.

## The public registration page

The page shows the title, the organising club, the date, the venue, the prices and the description. The form asks for the **First name**, **Last name** and **Email**, all required, then the **Organisation**, the **Position** and your questions. An information notice, the **Privacy policy** link and a required consent box come before the **Register** button.

The answer is **Registration received**, **You are on the waiting list** or **Registrations closed**. A full event says so in a banner before submission.

- The page never shows other registrants and never says whether the email is known. A second registration with the same email creates nothing and gets the same answer.
- An invisible field traps bots, and the number of submissions per minute from the same connection is limited.
- The following emails are sent in the language of the form filled in.

![The public registration page of a full conference: event details, waiting-list banner, form fields and consent box.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-events-04.en_.png?resize=512%2C766&quality=80&ssl=1)
The public registration page, no account needed: here, the event is full.

![Diagram: a registration through the public page is refused if registrations are closed; otherwise it becomes Registered, with a confirmation email, or joins the waiting list when the event is full. When a registrant cancels, the first person waiting gets the place. Registrants receive the reminder the day before, then attendance is recorded and attendees receive the thank-you email if it is switched on.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-events-flux-01.en_.png?resize=800%2C959&quality=80&ssl=1)
From the public page to attendance: confirmation or waiting list, freed place, reminder and thank-you.

## Confirmation, waiting list and cancellation

- **Registered**: the “Registration confirmed” email is sent straight away, with the calendar file (.ics) and the **Cancel my registration** button.
- **Waiting list**: beyond the capacity, the person receives a waiting-list email, with the same button.
- **Cancellation**: with that button, or from the record with the row’s cross. The place goes to the first person on the waiting list, in order of registration: they become Registered and receive the “A place is available” email, with the calendar file.

A registration on the waiting list owes nothing. A cancelled registration loses its amount due if no payment was received; an amount paid, even in part, stays, and any refund is handled outside Illizeo.

## Matching a registration

For each registration, the CRM looks for the contacts with that email. If it finds exactly one, the registration is attached to it. Otherwise, none or several, it stays **To match** and the manager is told. The form never creates a record.

1. On the registration’s row, click **Match**.
2. Choose **Match to an existing contact**, or **Create the contact from what the registrant entered**, with an **Account (optional)** if needed.
3. Click **Match** or **Create and match**.

The **Contact** column then shows **View the contact**, or “Record not visible” outside your scope.

![Diagram: a registration is attached to the contact automatically when exactly one contact has its email. Otherwise it stays to match and the manager is told; a user attaches it to an existing contact or creates the contact. Once matched, it takes the member price if the contact is a club member, otherwise the non-member price.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-events-flux-02.en_.png?resize=800%2C1208&quality=80&ssl=1)
The form never creates a record: without a single matching contact, a user matches the registration.

## Reminder the day before and thank-you

Every morning at 9 am, Swiss time, the CRM closes events past their deadline, then:

- sends the reminder to the registrants of events starting the next day, once, with the calendar file; the waiting list does not receive it;
- if the box is ticked, sends the thank-you email to registrants marked **Present**, once, at the first run after the end and no later than seven days after.

So record attendance before the morning after the event: the thank-you email is sent only once, to those already marked present.

## Recording attendance

On the record, the **Attendance** column of registrants offers **Present**, **Absent** or **Excused**; **Not recorded** clears the choice. To take attendance on site, without an account, use the **Attendance link for the host**:

1. Click **Issue a link**. The link and a six-digit code are shown only once: note them and pass them to the host.
2. The host opens the link, enters the code, then clicks **Open the sheet**.
3. For each registrant, shown by name and organisation, the host taps **Present**, **Absent** or **Excused**, then **Save the sheet**.

The link is valid until 24 hours after the end. Five wrong codes lock it. A new link revokes the previous one; **Revoke the links** closes them all.

![The registrations of a past event, with each registrant’s attendance: present, excused or absent.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/crm-events-05.en_.png?resize=800%2C264&quality=80&ssl=1)
Attendance is recorded row by row, or on site with the attendance link.

## A paid event

The member price applies when the matched contact has an active membership of the organising club, in person or through an account they are attached to. Otherwise, the non-member price applies, including for a registration not yet matched.

The amount due is created when the registrant has a place, and it is tracked like membership dues: the **Amount due** column gives its amount, number and status, and the **Due** button opens its card (discount, call, PDF, payments). **Send the calls** emails each amount still to be called, with its number and PDF. Reminders follow the club’s settings; without a club, payment is due within 30 days and two reminders at most are sent, 15 days after the due date and then 15 days later. See [Memberships and dues](https://illizeo.com/en/centre-aide/crm-memberships-and-dues/). There is no online payment.

## The Events tab and the export

- A contact’s **Events** tab lists the events they were **Invited** to or registered for, with their attendance. An account’s tab does the same for its attached contacts that you can read. Only events within your scope appear.
- **Export participants** downloads a CSV of all registrations (status, details entered, date, attendance, amount due, payment), without the answers to the questions.

## Notices, emails and workflows

- The manager receives in their notifications “CRM: new registrations” (at most once an hour), “CRM: event full” and “CRM: registration to match”, without any registrant’s name. Everyone can turn them off in **Personal Settings › Notifications**, row “CRM — events: new registrations, event full, registrations to match”.
- Each email (invitation, confirmation, waiting list, place available, reminder, cancellation, thank-you, payment) has its template, editable in four languages in **Settings › Manage Illizeo › Email**.
- The “Event registration received” trigger starts your workflows (**Settings › Manage Employees › Workflows**).
- Custom reports have three sources: “CRM — events”, “CRM — event registrations” and “CRM — event attendance”. The CRM log keeps every action, never the answers to the form.

## Good to know

- A **Club members** event turns nobody away on the public page: a person who is not recognised stays to match. Check these registrations.
- To reopen a closed event, first move the **Registrations until** date later, then click **Publish**. Otherwise, the page stays closed and the event goes back to Closed the next morning.
- Registrations never matched follow the “Event registrant, never matched” period in **Settings › CRM › Data protection**; with no period, they are kept. An erased contact leaves anonymous registrations (“Contact erased”) (see [Protecting contact data (GDPR)](https://illizeo.com/en/centre-aide/crm-contact-data-protection/)).

## FAQ

### Why is a registration “To match” when the person is in the CRM?

No contact has the email entered, or several do. Use **Match**.

### The reminder the day before was not sent.

It is sent the day before at 9 am. An event published after that run for the next day gets none, and the waiting list never does.

### *Similaire*