---
title: 🎉 2.1 Creating Events
slug: 21-creating-events
docTags: 
createdAt: 2025-10-16T04:21:49.886Z
---

*A complete guide to planning, creating, and publishing your events on Sweatpals.*

## Before You Begin

Before creating your first event, confirm the following:

 ✅ Your **community profile** is active and verified.
 ✅ Your **Stripe account** is connected.
 ✅ You have at least one **cover photo** ready (JPEG/PNG, 1920×1080 recommended).
 ✅ You’ve decided whether this will be a **one-time or recurring event**.

:::hint{type="info"}
💡 Tip: Make sure your community visibility is set to **Public** if you want your event to appear in discovery feeds.
:::

## Step-by-Step: Creating an Event

### Creating Experiences via Web

1. Visit [dashboard.sweatpals.com](https://dashboard.sweatpals.com)
2. Select the **Experiences **tab 
3. Click the **Create **button
4. Enter basic details: **Name, Description, Location, Date & Time**

   :::hint{type="info"}
   **Please note:** If you are creating an online experience, drop in the meeting URL in place of an address. 
   :::
5. Add a **Cover Photo** and optional gallery images (up to 10)
6. Add **Pricing & Capacity** (see: [💰 2.4 Event Tickets & Pricing](docId\:vD3_SmTltzgjFhndo65ru))
7. Toggle on additional settings as you wish
8. Review & click **Publish**

::Iframely{originalUrl="https://demos.sweatpals.com/demo/cmiqrztv50anql8211rjj6dbo?utm_source=link" embedUrl="https://demos.sweatpals.com/demo/cmiqrztv50anql8211rjj6dbo?utm_source=link" title="Create and Manage Community Events on Sweatpals Web" html="<div style=&#x22;left: 0; width: 100%; height: 0; position: relative; padding-bottom: 60.1562%;&#x22;><iframe src=&#x22;https://app.supademo.com/embed/cmiqrztv50anql8211rjj6dbo&#x22; style=&#x22;top: 0; left: 0; width: 100%; height: 100%; position: absolute; border: 0;&#x22; allowfullscreen scrolling=&#x22;no&#x22; allow=&#x22;clipboard-write *; fullscreen *;&#x22;></iframe></div>"}

### Creating Experiences via App

1. From hosting mode, click **Create** (see: [🔄 1.3 Switching Between Profiles](docId\:v_PBFwJkXwpTJ967hDpTh))
2. Select **Experience**
3. Select the experience you would like to create

## Additional Experience Settings&#x20;

You can use the following options when creating your experiences to meet your needs:

- **[+Waiver](https://help.sweatpals.com/87-safety-and-compliance#digital-waivers)** to add a waiver to your event.
- **[+Questionnaire](https://help.sweatpals.com/22-event-registration-and-attendees#custom-questionnaires)** to add custom questions for attendees to answer during registration.&#x20;
- **+Sponsors** to add sponsors to your event.&#x20;
- **+Chat** to open a group chat where all registered attendees can chat with one another.
- **[+Waitlist](https://help.sweatpals.com/21-creating-events#waitlist-management)** to allow attendees to join the waitlist and get notified when spots open.
- **+Start Sales Day** to allow the experience listing to go live, but open up sales at a future date.
- **+Pixel Analytics** to add your Meta Pixel or Google Tag ID to this specific experience instance.
- **+Hide RSVP list** to hide the list of attendees from the public event page.
- **+Instructor** to assign an instructor directly while creating or editing an experience.
- **+Add-ons** to include additional items attendees can purchase alongside their ticket.
- **[+Promo codes](https://help.sweatpals.com/62-pricing-tools-and-strategies#promo-codes)** to apply available promo codes or discounts to your event.
- **[+Refund & Cancellation policy](https://help.sweatpals.com/22-event-registration-and-attendees#refund-cancellation-policy)** to configure refund, cancellation, or no-show policies that apply to that specific experience.
- **+Platform Offer** to opt your experience into Sweatpals' platform offers.

### Waitlist Management

**Manual Waitlist Management&#x20;**

By enabling the **+Waitlist&#x20;**&#x6F;ption, any prospective attendees who weren't able to sign up for the experience before it hit capacity will have the option to join the waitlist, where they enter their contact details.&#x20;

When someone joins the waitlist:

- You can see all waitlisted members from the **Waitlist&#x20;**&#x74;ab within your event dashboard.&#x20;
- You can manually reach out to waitlisted members when a spot opens up by using our **Email & SMS** tooling. &#x20;

See: [✉️ 7.1 Email & SMS Campaigns](docId\:cxS91L1pLWuoQgLu79StD)

:::hint{type="success"}
**Coming Soon:&#x20;**&#x57;e have a new waitlist feature that will allow you to set an automatic waitlist notification if preferred. Read below to learn more & to get early access, email [support@sweatpals.com](mailto\:support@sweatpals.com).
:::

**Enhanced Waitlist Settings & Management (Coming Soon)**

By enabling a waitlist, you can configure when and how prospective attendees move off the waitlist and into your RSVP list.&#x20;

To enable a waitlist, simply:

1. Select the **+Waitlist** toggle while creating/editing an experience, or open the Waitlist tab of your experience and click Enable waitlist
2. Choose between:
   1. **Auto-add**: the next person in line is enrolled automatically and their credit is deducted. If they don't have a credit or membership, they get 15 minutes to book
   2. **First to claim**: for each open spot, the next 5 people in line are invited. They have 15 minutes to book, and if nobody claims the spot, it rolls to the next 5. This is the default option and is marked Best for event&#x20;
   3. **Manual**: manage the waitlist yourself
3. For **Auto-add** and **First to claim**, you'll have the ability to specify when the **Automation stops** before the experience, in minutes, hours, or days. The default is 2 hours
4. Select **Save**

To view and manage your waitlist:

1. Open [dashboard.sweatpals.com](https://dashboard.sweatpals.com)
2. Select the experience you're seeking to manage the waitlist of
3. Go to the **Waitlist tab**
4. To move someone off the waitlist manually, you can click the **Book now** button -> it will prompt you to either **Charge now** or **Send invite to book**

:::Iframe{iframeHeight="0" code="<div style=&#x22;position: relative; box-sizing: content-box; max-height: 80vh; max-height: 80svh; width: 100%; aspect-ratio: 2.03; padding: 40px 0 40px 0;&#x22;>&#xA;  <iframe src=&#x22;https://demos.sweatpals.com/embed/cmua1iv201jomqm4xw7yfqj1h?embed_v=2&utm_source=embed&#x22; loading=&#x22;lazy&#x22; title=&#x22;Configure Waitlist Settings & Manage Waitlist&#x22; allow=&#x22;clipboard-write&#x22; frameborder=&#x22;0&#x22; webkitallowfullscreen=&#x22;true&#x22; mozallowfullscreen=&#x22;true&#x22; allowfullscreen style=&#x22;position: absolute; top: 0; left: 0; width: 100%; height: 100%;&#x22;></iframe>&#xA;</div>"}
****
:::

### Adding Sponsors&#x20;

You can showcase sponsor brands on any experience you host on Sweatpals. Sponsors appear on the event page so attendees can see who is supporting the experience.

To add a sponsor:

1. Create/edit an experience
2. Toggle on **+Sponsors**
3. Upload the sponsor's logo, name, website link, and a short description
4. Optional: toggle o&#x6E;**&#x20;Main Sponsor**
5. Sponsors will now appear on the experience listing in-app & via browser

::Iframely{originalUrl="https://app.supademo.com/demo/cmi9hnijd7rbib7b4cakymdu6" embedUrl="https://app.supademo.com/demo/cmi9hnijd7rbib7b4cakymdu6" title="Manage and Configure Sponsors on SweatPals Dashboard" html="<div style=&#x22;left: 0; width: 100%; height: 0; position: relative; padding-bottom: 60.1562%;&#x22;><iframe src=&#x22;https://app.supademo.com/embed/cmi9hnijd7rbib7b4cakymdu6&#x22; style=&#x22;top: 0; left: 0; width: 100%; height: 100%; position: absolute; border: 0;&#x22; allowfullscreen allow=&#x22;clipboard-write *; fullscreen *;&#x22;></iframe></div>"}

### Adding an Instructor

Hosts can now assign an instructor directly while creating or editing an experience.

To assign an instructor:

1. Create/edit an experience
2. Toggle on **+Instructor**
3. Select or add an instructor

:::hint{type="danger"}
**Please note:&#x20;**&#x49;f you are having trouble adding someone as an instructor, be sure to check if they are assigned as an Owner, Leader, or Service Provider. Otherwise, you will not see them in the drop-down for instructor selection.
:::

If the instructor is not already part of your team:

1. Click **+Add**
2. Select **Manual** or **From Members**
3. If you select **Manual**, invite the instructor by email or phone
4. Choose their role and service type
5. Send the invitation
6. Click **Save** or **Publish**

### Add-ons

**Creating add-ons**

If you'd like to offer additional items during your event (e.g. water bottles, merchandise, etc) or extra services, you can include them as **Add-ons** while editing your event.&#x20;

To include add-on options for purchase:

1. Create/edit an experience
2. Click + Add-ons, then + Create new (or tick an add-on you already created)
3. Choose between **Product** or **Service**
   - **Product&#x20;**&#x69;s ideal for consumables or merch offered on-site during the experience.
   - **Service** is best for optional experiences offered on top of your main event.
4. Type in the name, price, and optional quantity
   - For Services, you can also set a Duration in minutes and choose the Service providers who can deliver it.
5. Select **Save**

Now, when someone selects a tier for your experience, any applicable add-ons will appear as an option for them before their checkout is complete.

:::hint{type="info"}
**Please note:&#x20;**&#x54;hese add-ons will appear for every tier option. We do not yet support tier-specific add-ons. For the full guide, see [2.5 Experience Add-ons](https://help.sweatpals.com/25-experience-add-ons).
:::

**Editing add-ons**

To edit previously created add-ons:

1. Select the **Point of Sale&#x20;**&#x74;ab (See: [💰 6.5 Point of Sale (POS) on Desktop](docId:8hZdb3j2q9ldBVZpJn0aj))
2. Search for the add-on item
3. Select the pencil icon next to the item's name

### Activities Schedule

**Adding a Schedule**

To add a schedule of activities within your experience that attendees can sign up for after purchase:

1. Create/edit an experience
2. Toggle on **+Schedule**&#x20;
3. Specify your **Signup windows** - The start/end day and time that attendees can enroll in activities. You can also specify signup windows per tier.
4. Toggle on/off t&#x6F;**&#x20;Limit activities per attendee** - Controls the maximum activities that attendees can enroll in at a given time.
5. Select **+Add activity** to begin adding to the schedule, where you can add in:
   - **Activity name**
   - **Start and end day/time**
   - **Room or location area**
   - **Speaker**
   - **Description**
   - **Signups setting** - Choose between **No limits** (anyone with a ticket can join), **Limited spots** (set how many people can join), and **No signups&#x20;**(no signup needed).
6. Select **Save** & continue adding activities as-needed.
7. Select **Save schedule**.&#x20;

:::Iframe{iframeHeight="0" code="<div style=&#x22;position: relative; box-sizing: content-box; max-height: 80vh; max-height: 80svh; width: 100%; aspect-ratio: 1.94; padding: 40px 0 40px 0;&#x22;>&#xA;  <iframe src=&#x22;https://demos.sweatpals.com/embed/cmtrdg20f2qjyqm30b79cjn8w?embed_v=2&utm_source=embed&#x22; loading=&#x22;lazy&#x22; title=&#x22;Adding a Schedule within an Experience on Sweatpals&#x22; allow=&#x22;clipboard-write&#x22; frameborder=&#x22;0&#x22; webkitallowfullscreen=&#x22;true&#x22; mozallowfullscreen=&#x22;true&#x22; allowfullscreen style=&#x22;position: absolute; top: 0; left: 0; width: 100%; height: 100%;&#x22;></iframe>&#xA;</div>"}

:::

For more on the activity booking experience, see: [Schedule: Signing Up for Activities](https://help.sweatpals.com/41-checkin-and-qr-codes#schedule-signing-up-for-activities)

**Check-In for Activities**

If you want to check signups into the activities they signed up for, you can do so by:

1. Go to the **Experiences&#x20;**&#x74;ab
2. Find & select the experience you've set up the schedule for
3. Toggle to the **Activities check-in** tab

You will be able to check in signups, add signups manually, and remove/edit signups.

:::Iframe{iframeHeight="0" code="<div style=&#x22;position: relative; box-sizing: content-box; max-height: 80vh; max-height: 80svh; width: 100%; aspect-ratio: 2.06; padding: 40px 0 40px 0;&#x22;>&#xA;  <iframe src=&#x22;https://demos.sweatpals.com/embed/cmtxa7hma00t2qme9iki13cel?embed_v=2&utm_source=embed&#x22; loading=&#x22;lazy&#x22; title=&#x22;Managing Activity Signups&#x22; allow=&#x22;clipboard-write&#x22; frameborder=&#x22;0&#x22; webkitallowfullscreen=&#x22;true&#x22; mozallowfullscreen=&#x22;true&#x22; allowfullscreen style=&#x22;position: absolute; top: 0; left: 0; width: 100%; height: 100%;&#x22;></iframe>&#xA;</div>"}

:::

**Prior to activities being live and open for signups,** attendees will see a countdown to be able to view and enroll in activities. They will see a page like this:

::Image[]{src="https://api.archbee.com/api/optimize/-solDijdt4SsjqcUeW3dx/AzUV0xpz-yA8oz1LyQHhe_screenshot-2026-09-11-at-114540-am.png" size="60" isUploading="false" position="center" width="1958" height="1718" darkWidth="1958" darkHeight="1718" showCaption="false"}

**Once activities are live and open for signups,&#x20;**&#x61;ttendees will be able to view and enroll in activities. They will see a page like this:

::Image[]{src="https://api.archbee.com/api/optimize/-solDijdt4SsjqcUeW3dx/6jMNyVbs-h6tkU0eFbKTT_screenshot-2026-09-07-at-115421-am.png" size="60" isUploading="false" position="center" width="1508" height="1472" darkWidth="1508" darkHeight="1472" showCaption="false"}

**If someone shares the activity signup link with others**, they will be prompted to log in before they can view and enroll in activities. They will see a page like this:

::Image[]{src="https://api.archbee.com/api/optimize/-solDijdt4SsjqcUeW3dx/fekf5IU70ooOfU3gnBk04_screenshot-2026-09-11-at-11355-pm.png" size="60" isUploading="false" position="center" width="1680" height="1738" darkWidth="1680" darkHeight="1738" showCaption="false"}

**Email Notifications to Schedule Signups**

| Timing & Trigger                                                                 | Message                                          |
| -------------------------------------------------------------------------------- | ------------------------------------------------ |
| 5 Days Prior to Signup Window                                                    | "Activity signups open in 5 days"                |
| 1 Day Prior to Signup Window                                                     | "Activity signups open tomorrow"                 |
| At Signup Window                                                                 | "Activity signups are open"                      |
| 1 Day Prior to Signup Window Closing; Attendee Hasn't Signed Up for Anything Yet | "Signups close tomorrow. You haven't picked yet" |
| Attendee Bought Ticket During Signup Window                                      | "Activity signups are open"                      |
| Attendee Saved Their Schedule                                                    | "You're on the schedule"                         |
| Filled Activity Opens Spot                                                       | "A spot opened in &#x7B;activity}"               |
| Activity w/ Signups Was Deleted                                                  | "&#x7B;activity} has been cancelled"             |
| Attendee Added/Removed to Activity                                               | You've been added to &#x7B;activity}             |

For more on the activity booking experience, see: [Schedule: Signing Up for Activities](https://help.sweatpals.com/41-checkin-and-qr-codes#schedule-signing-up-for-activities)

:::hint{type="info"}
**Please note:** This feature is currently in Beta and available to select communities. To request this feature, please email [support@sweatpals.com](mailto\:support@sweatpals.com).
:::

### Request to Join

For experiences where you want to curate who's on the RSVP list, this feature allows members to request to join an experience, gives you 72 hours to review their questionnaire responses, and either accept or decline their request.&#x20;

When someone requests to join a ticketed experience, their payment will be collected and held until their request has been approved. Otherwise if declined, their payment will return back to them.&#x20;

![](https://api.archbee.com/api/optimize/-solDijdt4SsjqcUeW3dx/IoEQhEhpmEv2IYQxiF5Wp_screenshot-10-06-07-52-52-am.jpg)

**Reviewing Requests&#x20;**

1. As each request comes in, you will receive an email with the subject line "New request to join &#x7B;event\_name}" to notify you of the request.
2. From your [dashboard](https://dashboard.sweatpals.com), select the experience that has request to join enabled
3. Within the **Requests&#x20;**&#x74;ab, review all, pending, expired, or declined requests
4. For each, choose to either accept or decline their request
5. To only see confirmed requests, go to the **RSVPs** tab instead



::Image[]{src="https://api.archbee.com/api/optimize/-solDijdt4SsjqcUeW3dx/1AyDl44K59TOaEzhDiQtK_screenshot-2026-10-06-at-74105-am.png" size="50" isUploading="false" position="center" width="1440" height="1730" darkWidth="1440" darkHeight="1730" showCaption="false"}

:::hint{type="info"}
**Please note:** This feature is currently in Beta and available to select communities. To request this feature, please email [support@sweatpals.com](mailto\:support@sweatpals.com).
:::

## Tips & Tricks

### Recurring vs. Duplicating Experiences

| **Method**             | **Best For**                                     | **Notes**                                             |
| ---------------------- | ------------------------------------------------ | ----------------------------------------------------- |
| **Recurring Events**   | Same time, place, and format (e.g., weekly runs) | One setup, multiple sessions auto-generated           |
| **Duplicating Events** | Similar but not identical events                 | Copy an existing event, then edit date or description |

:::hint{type="info"}
⚙️ Recurring events publish automatically for each selected date. Duplicated events remain independent drafts.
:::

### Recommended Image Specs

| **Image Type**       | **Ratio** | **Size**     | **Notes** |
| -------------------- | --------- | ------------ | --------- |
| **Cover Photo**      | 16:9      | 1920×1080 px | Required  |
| **Logo / Thumbnail** | 1:1       | 800×800 px   | Optional  |
| **Gallery Image**    | Any       | \< 5 MB      | Optional  |

### Setting Up Multi-Day Events

When creating events that span multiple days like leagues or camps, you have some options to explore for better management.&#x20;

- **If you want one point of enrollment only:&#x20;**&#x57;e suggest creating one experience listing that covers the entire duration of the experience.&#x20;
  - Using leagues as an example, you can set the `Start Date` as the first day of the league, and the `End Date` as the last day. The event's pricing should then be configured to account for the entire season.&#x20;
- **If you want attendees to confirm attendance for each day:** We suggest creating individual experience listings & creating a plan that covers &#x7B;X} number of experiences.&#x20;
  - Using skill clinics as an example, you can create individual clinic days as their own listings and set a prepaid clinic plan that covers &#x7B;X} number of skill clinics.&#x20;
  - For more, see: [⚙️ 5.2 Creating & Configuring Memberships](docId:3ORDR7zXRJvxCX6EhteFd)&#x20;

### Visibility Options

- **Public:** Visible across discovery feeds, search, and recommendations.&#x20;
- **Unlisted:** Accessible only via direct invite or link.&#x20;
- **Only Members:** Accessible only to those who have joined your community.&#x20;

:::hint{type="info"}
⚠️ You can change visibility anytime after publishing; the event link will remain active.
:::

### Why can I still see my unlisted event?

If you're logged in as the host or as an admin of the community, you'll still see unlisted events on your community page. This is expected. It lets you check and manage your event before sharing it.

Everyone else, including members and anyone who isn't logged in, won't see the event. They can only reach it through the direct link you share with them.

To double check how your event looks to others:

1. Log out of Sweatpals, or open your community page in a private/incognito window
2. Look for the event on your community page
3. If it doesn't show up, everything is working as intended. Only people with the link can find it

### Corporate Bookings

Sweatpals makes it easy to manage corporate wellness programs, team-building sessions, and group bookings with built-in invoicing and waiver collection.

1. **Create an Unlisted Event** — This keeps your corporate session private from public view while remaining accessible via direct link.
2. **Choose Your Pricing Structure:**&#x20;
   - **Option A: Lump Sum** — Create a single ticket type for the total corporate rate&#x20;
     - Example: "Corporate Wellness Package - $500" (covers 20 employees)
   - **Option B: Per-Person Pricing** — Set individual pricing with bulk purchase capability&#x20;
     - Example: "Team Building Session - $25/person" (purchaser buys for entire group)
3. **Managing Attendees (Per-Person Option):**&#x20;
   - The corporate purchaser can buy tickets on behalf of all participants
   - Transfer tickets to individual employees to ensure:&#x20;
     - Each person signs their own waiver
     - Everyone completes required health/safety questions
     - Attendance tracking is accurate
4. **Send the Unlisted Event Link to the Purchaser** – They will be able to complete the transaction from there and obtain their receipt.