Managing events

This guide covers everything you need to know about event management in Medtribe.

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Quick Summary
Create an Event, then add Sessions with dates and times. Events hold your content and settings; Sessions are the actual bookable dates. Publish when ready.
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Detailed Guides Available
For in-depth coverage of specific topics, see:
  • Sessions - Complete guide to session management and multi-day events
  • Visibility Settings - Control who can see and discover your events
  • Tickets - Set up tickets, pricing, and capacity

Understanding events and sessions

In Medtribe, an Event is the container for your training content. An event can have multiple Sessions, which are specific dates and times when the event is delivered. This allows you to run the same event multiple times throughout the year.

For example:

Creating an Event

Required Fields

Field Description
Name Clear, descriptive event title
Summary Brief description (240 characters max)
Provider Your organization name

Optional Fields

Event Branding

Event Settings

Visibility

Visibility settings control who can see and access your event. For a detailed explanation of how these settings interact, see Visibility Settings.

Learn more about visibility settings →

Booking Features

Creating Sessions

Each session represents a specific delivery of your event. For comprehensive session management including multi-day events, timezone handling, and session-level overrides, see the Sessions guide.

Quick Session Setup

  1. Open your event
  2. Click Add Session
  3. Configure session details:
    • Start & End Times - When the training runs
    • Online or In-Person - Delivery method
    • Location/Venue - Physical location or meeting link
    • Capacity - Maximum attendees (1-5,000)
    • Booking Deadline - Last date to book
    • Cancellation Deadline - Last date attendees can request cancellation

Multi-Day Sessions

Sessions can span multiple days. Set the start date to the first day and end date to the last day. The system automatically tracks attendance for each day.

Learn more about session management →

Publishing and Unpublishing

You can publish/unpublish events and sessions independently.

Duplicating Events

Save time by duplicating existing events instead of creating them from scratch. This copies all event details, settings, and configurations.

How to Duplicate an Event

  1. Open the event you want to duplicate
  2. Click the menu (three dots) or Actions
  3. Select Duplicate Event
  4. The new event opens in edit mode with "(Copy)" appended to the name
  5. Update the name and any details that need changing
  6. Add new sessions with appropriate dates

What Gets Duplicated

What Does Not Get Duplicated

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Use Templates for Recurring Events
If you run the same event frequently, consider creating a template instead of duplicating each time. Templates provide a cleaner starting point.

Event Resources

Attach helpful resources to your events so attendees have easy access to materials before, during, and after the training.

Adding Resources

  1. Open your event and go to Resources
  2. Click Add Resource
  3. Enter a name and URL
  4. Click Save

Resource Types

Resources are links to external content. Common uses include:

Attendees can access resources from their booking confirmation and the event page.

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File Hosting
Resources are links, not file uploads. Use a file hosting service (Google Drive, Dropbox, OneDrive) to host documents, then link to them as resources.

Promoting Events

Make your events more discoverable by promoting them. Promoted events appear more prominently in listings and search results.

How to Promote an Event

  1. Open your event
  2. Go to Settings
  3. Enable Promoted
  4. Save your changes

Where Promoted Events Appear

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Strategic Promotion
Only promote a few key events at a time. If everything is promoted, nothing stands out. Reserve promotion for upcoming events you want to fill quickly.

Timezone Handling

Medtribe handles timezones automatically to prevent confusion for attendees in different locations.

How Timezones Work

Setting Your Timezone

  1. Go to your account settings
  2. Find the Timezone setting
  3. Select your timezone from the list
  4. Save changes

Your timezone affects how session times are interpreted when you create or edit events.

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Check Before Publishing
Always double-check session times before publishing, especially if you've recently changed your account timezone or are working with international attendees.

Event Visibility and Search

Control who can find and access your events with visibility settings.

Visibility Options

Setting Effect
Published Event is live and visible. Unpublished events are drafts only you can see.
Private Only people with the direct link can access. Event won't appear in listings or search.
Show in Embed Include this event when you embed your event listing on other websites.
Promoted Feature prominently in listings and search results.

When to Use Private Events

Private events are useful for:

Transferring Events

Move events between your personal workspace and organisations you belong to.

How to Transfer an Event

  1. Open the event you want to transfer
  2. Go to Settings
  3. Find the Transfer or Move to Organisation option
  4. Select the destination (personal workspace or an organisation)
  5. Confirm the transfer
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Transfer Requirements
You must be a member of the destination organisation to transfer events there. Existing bookings and attendee data move with the event.

Archiving Events

When an event is no longer needed:

  1. Navigate to the event
  2. Click Discard (soft delete)
  3. Confirm the action

Discarded events remain in your records but won't appear in active listings.

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Restore Events
You can restore discarded events at any time from your event management area.

Common Questions

Can I change an event after people have booked?

Yes, you can update event details at any time. However, be mindful that significant changes (like dates or location) may affect attendees. Consider sending a notification to inform them of important changes.

What happens to bookings if I archive an event?

Existing bookings remain in the system for record-keeping. Attendees can still access their booking confirmations and certificates (if issued). The event just won't appear in active listings.

Can I have sessions in different timezones?

Each session displays in the viewer's local timezone based on their account settings. You enter times in your own timezone, and the system converts automatically for each user.

How do I run the same event multiple times?

Add multiple sessions to your event, each with different dates. This is more efficient than creating separate events, as all sessions share the same description, tickets, and settings.

Can multiple people manage the same event?

Yes! Use the collaboration features to invite colleagues as event hosts. See the Collaboration guide for details.

Best Practices

Related Guides

For questions about event management, contact support@medtribe.com.