You can update your event details at any stage. However, be aware that you cannot edit the time zone or join code once you have invited participants to your event.
This article will walk you through the Details tab of the admin panel. It's the place where you can change your event details at any stage, with a couple of exceptions.
- Event details: Main and Optional details
- Guidelines before editing event details
💡If you enter the admin panel the first time to update your event details, see the instructions for editing event details here.
❗Need to change event details after your event has gone live for your audience?
You'll need to consider a few points before making any changes.
👉To create a new event, and receive admin rights, reach out to your dedicated CSM or the Support Team.
Event Details: Main Details, Networking and Optional
To update your event details, we recommend reading the definitions and their effects carefully.
- Go to manager.brella.io and log in with your Brella account.
- You will see the side menu on the left. Click on My Event, and you'll see your event name listed.
- When you click on your event name on the admin panel, you'll land on the platform where you can start adding event-specific information. Click on Details and start editing your event details.
The event details form is self-explanatory. If some terms are unfamiliar to you, read the definitions below. For information on how to change the event details, please go here.
Main details definitions
- Event name: your event name will appear on all relevant areas on the platform as an event name.
- Event type: is the event format you are hosting. After updating the event details for the first time, you can check whether the event type selected is correct.
☝️For more information on what event format fits your event, visit this article.
Your event settings will change based on the event type you selected. Some of the elements affected are Attendee Meetings (see how meetings work for Virtual & In-person) and Groups (see more info here).
- Display attendance tags: this button is toggled off by default once your event is created. Ready to be enabled after creating Groups and distributing participants to their specific groups to display their attendance type on the People tab.
☝️If you don't enable it, the attendance tags will not be displayed on the attendee's profiles.
- Invite-only: this button is toggled off by default once your event is created. Invite only is an attendee join process option that allows you to create unique join codes for each attendee to join your event. You can enable it if you want to use unique join codes. Read more details on this feature here.
☝️If you don't enable it, your event will work with an open join code meaning all participants can join with one open public join code. Read more information here.
- Join code: it's the code that your attendees will use to join your event in Brella if you use an open join code. Even though you aren't using the open join code method, you need to input a join code.
Once you choose a join code, a join URL will be generated by default, and you can find it in the Home tab. You can also edit the join code at any point ONLY until the event goes live!
☝️ If the join code you typed is already in use, the system won't allow you to save the join code. Please try to input another join code!
🚨 Warning: Once you have sent your join code to the attendees, please don't change it! Otherwise, new attendees will not be able to join the event, and you will need to inform your attendees about the updated join code.
- Date: it's the date when your event starts. You can either choose it from the drop-down calendar or type it (the format is yyyy-mm-dd).
- Duration: refers to how many days your event lasts. The maximum time of an event in Brella is currently 14 days.
- Time zone: it is imperative to choose your event's correct time zone since it will define when the attendees receive notifications from Brella. It also determines the current status of your event schedule, meetings scheduled by attendees, notifications, and emails.
- For example, if your time zone is (GMT +2:00) --> Don't choose (GMT +2:00) Etc/GMT-2, choose ➡️ (GMT +2:00) Europe/Helsinki.
- ☝️Chosing a city time zone such as Helsinki instead of (GMT +2:00) will automatically adjust to Daylight Saving Time or Standard Time.
- Enable meeting slots: Enable meetings for attendees, sponsors, speakers, others to schedule meetings within the networking timeframe you have appointed in the Admin Panel.
☝️If disabled, attendees will be able to network through meetings, but the meetings can happen at any time, and attendees have to arrange the meeting details themselves.
- Enable open chat: Enable the possibility for your participants to chat.
💡Note: Both of these selections are automatically enabled when your event is set up, so toggle the feature off if you want participants to book 1:1 meetings.
Optional details definitions
- City: the city where your event takes place. This won't be visible to attendees; this is only for your reference.
- Country: the country where your event takes place. This won't be visible to attendees; this is only for your reference.
- Region: the region where your event takes place. This won't be visible to attendees; this is only for your reference.
- Industry: the industry your event caters to. This won't be visible to attendees; this is only for your reference.
Guidelines before editing your event's details
Editing the EVENT TYPE of the event:
- 🚨Only Organization Admins can change the Event Type. For more information, please contact Customer Support.
- Your event settings will change based on the event type you selected. Some of the elements affected are Attendee Meetings (see how meetings work for Virtual & In-person) and Groups (see more info here).
Enabling/disabling the INVITE-ONLY feature of the event:
- When enabling this feature, it means that your event will work with an open join code. All participants can join with one join code. Read more information here.
- ☝️If you don't enable it, your event will work with an open join code meaning all participants can join with one open public join code. Read more information here.
- If you decide to change the join code before attendees join your event, all is good. Go ahead! - but be sure to share the new join code with your colleagues and all the participants who have already joined the event.
⚠️ WARNING! If you have already shared the join code with your attendees, then.
DO NOT CHANGE THE JOIN CODE. Current attendees will not be able to join the event.
Editing the TIME ZONE of the event:
- To change the event time zone, you can do it by going to Details > clicking on the drop-down button, and choosing the new time zone. It's recommended to choose a specific time zone instead of a general one.
- Point in case, if your time zone is (GMT +2:00) --> Don't choose (GMT +2:00) Etc/GMT-2, choose ➡️ (GMT +2:00) Europe/Helsinki. ✔️
- If you decide to change your event's start date and you have already added a schedule and networking time slots without meetings accepted or pending, you can change your event dates.
- To do that follow the steps below:
- Go to Schedule and export the current agenda (just in case).
- Then, go to Details and change the dates as wished.
- The days that contain data such as networking and content slots should be moved to the new dates. See the example below.
- 💡Case in point: You will only be prompted to choose where to move if the day contains content or networking slots. So, all the existing content on date 20.05.2022 will be moved to 23.5.2022. Once you've done the right changes, click 'Confirm changes.'
- ❗In case of having the old dates are still visible on the web app after changing the dates, please contact us.
Editing the START DATE or TIME ZONE with accepted and pending meetings:
- If you decide to change your event's start date or time zone and you see on the 'Home tab' that there are accepted and pending meetings, beware that these meetings will be deleted.
- If you want to change the timezone, you'll not be able to change it yourself. Brella will block you from changing the time zone because by doing so, all accepted and pending meetings will be deleted. If you want to proceed with this change, contact us. We'll help you further.
- If you are planning to change the time zone, you'll need to share the following with all participants:
- All accepted and pending meetings will be removed by a change in the schedule. To get this list of the attendees with accepted and pending meetings, you can export the 'Meetings' CSV file from the People's tab.
- Let them know that all the notifications (push notifications) and reminder emails scheduled will be sent out with the previous time zone.
- Let them know that the event will happen with the time zone selected first.
🔍 Note! When changing the start date of your event, the accepted or pending meetings will be deleted. Only participants with accepted meetings will receive a message on their chat.
Last updated in December 2021.
Written by Stephanie Campano Valenzuela.
If you didn't find an answer to your questions, please contact the Support Team here.