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Events and Registrations ​

Events are one-time or recurring offerings (e.g. a workshop, a conversation club). Each event can have instances (specific dates and times). You create events, set capacity and waitlists, view who is registered, and at the door you can check people in or mark them as no-show. Used by: Admin and Super Admin. (Instructors use https://ui-admin.fly.dev/instructor for their assigned classes; event setup and the registration lists in this guide are for Admin staff.)

Routes: https://ui-admin.fly.dev/admin/events (list), https://ui-admin.fly.dev/admin/events/[id] (event hub: instances, roster shortcuts, links to edit), https://ui-admin.fly.dev/admin/events/[id]/edit (full editor: recurrence, instances, media, visibility), https://ui-admin.fly.dev/admin/registrations (registrations list), https://ui-admin.fly.dev/admin/registrations/[id] (registration detail), https://ui-admin.fly.dev/admin/events/import (import conversation clubs from CSV — preview and create).

What events are (including conversation clubs) ​

Events are activities that people register for: workshops, socials, or conversation clubs (e.g. weekly language practice). An event can have one or more instances — specific dates and times when it happens. Each instance can have its own capacity. Registrations are tied to an event (and often to a specific instance). Conversation clubs are simply a type of event; you create and manage them the same way as other events.

Creating an event and setting instances ​

  1. Go to Events in the sidebar (or https://ui-admin.fly.dev/admin/events).
  2. Click New event or Create event (or similar).
  3. Enter the event name and any description.
  4. Add instances: for each date and time the event occurs, add an instance (e.g. “March 20, 2026, 6:00 PM” and “March 27, 2026, 6:00 PM”). The exact fields depend on your setup (single date vs recurring).
  5. Set capacity — the maximum number of registrations per instance or for the whole event, as your system is configured.
  6. If your organization uses waitlists, ensure the event is set to use a waitlist when full.
  7. Save. The event appears in the list and (when open for registration) on the member-facing site.

Setting capacity and managing waitlists ​

  • Capacity is set when creating or editing the event (or per instance if your system supports it). Once registrations reach that number, the event is full.
  • Waitlist — If enabled, when the event is full, new registrants can join a waitlist. You can see waitlisted people in the Registrations list (filter or column for “waitlist”). If a spot opens (e.g. someone cancels), you or the system may promote someone from the waitlist depending on how your site is set up.
  • To change capacity later, edit the event and update the Capacity field, then save.

Viewing registrations for an event ​

  1. Go to Registrations in the sidebar (or https://ui-admin.fly.dev/admin/registrations). You can filter by event, status (confirmed, waitlist, cancelled, attended), or date.
  2. Or open the event detail page (https://ui-admin.fly.dev/admin/events/[id]) and look for a Registrations section or link.
  3. The list shows who is registered, their status (e.g. confirmed, waitlisted, cancelled, attended), and often the instance they signed up for. Click a registration to open its detail page (https://ui-admin.fly.dev/admin/registrations/[id]).

Checking in an attendee or marking no-show ​

From the registration detail page (or from a list action):

  • Check in — Mark the person as attended (e.g. they showed up at the door). Find Check in or Mark attended and click it. Confirm if prompted.
  • No-show — Mark that they did not attend. Find No-show or Mark no-show and click it. Confirm if prompted.

Check-in and no-show actions are permanent. Double-check the person’s name and the event/instance before confirming so you do not mark the wrong registration.

Cancelling a registration ​

If someone should no longer attend (duplicate sign-up, refund, or error):

  1. Open the registration detail page (https://ui-admin.fly.dev/admin/registrations/[id]).
  2. Find Cancel or Cancel registration (or similar).
  3. Click it and confirm. The registration status becomes Cancelled and the spot may open for someone else or for the waitlist, depending on your setup.
  4. If a refund is owed, handle it separately in Payments or Stripe — cancelling a registration does not automatically refund.

Importing conversation clubs from CSV ​

To bulk-create conversation club events from a spreadsheet:

  1. Go to Events in the sidebar and open Import (or go to https://ui-admin.fly.dev/admin/events/import).
  2. Upload your CSV file and use the preview step to check rows before creating.
  3. Confirm create. New event products appear in the Admin list; open each to adjust instances, capacity, or visibility if needed.

This path is for CSV import, not for pulling data directly from WordPress.

Bringing events in from WordPress (migration) ​

If you need to preview or import events from the WordPress site into UIEngine (usually during migration or a one-time sync):

  1. Go to https://ui-admin.fly.dev/admin/sync/wordpress-events (WordPress events import under Sync), or use https://ui-admin.fly.dev/admin/system/wordpress (System → WordPress migration center) for related migration tools.
  2. Follow the on-screen steps to preview and import.
  3. After import, review events under Events and edit details as needed.

If you do not see these pages, ask Andrew whether WordPress migration is enabled for your environment.

Need help? Contact Andrew.

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