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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 see only the events they are assigned to.

Routes: https://ui-admin.fly.dev/admin/events (list), https://ui-admin.fly.dev/admin/events/[id] (event detail), https://ui-admin.fly.dev/admin/events/[id]/edit (edit event), 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 from WordPress).

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.

Importing events from WordPress ​

If your organization uses the WordPress import:

  1. Go to Events and look for Import from WordPress (or go to https://ui-admin.fly.dev/admin/events/import).
  2. Follow the on-screen steps: connect or select the source (WordPress), choose which events to import, and run the import.
  3. After import, events appear in the Admin list. Review them and edit any details (instances, capacity) as needed.

Use this when moving events from the old WordPress site into UIEngine or when syncing event data from WordPress. If you do not see the import option, it may not be enabled for your site; ask Andrew.

Need help? Contact Andrew.

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