Eventbrite How-Tos

In 2027, Learning Partners will have expanded access in Eventbrite and will be expected to take attendance directly in the platform. 

You'll be able to:

  • View registration lists from the get-go and answer participant questions directly, reducing back-and-forth with HR-OD.
  • Record attendance promptly after each course to support post-course survey reminder emails, which will now be sent through Eventbrite. 
  • Optionally schedule additional or customized participant emails. HR-OD will continue entering pre-scheduled regularly planned communications (1-week, 2-days, 2-hours, 10-minutes prior-to-course reminders, and a post-course thank you + eval link email), but any custom messages will be your responsibility to craft and send. 

 

Getting Started in Eventbrite:

First, accept the email invitation from Eventbrite to join the City of Madison – Human Resources (most likely in your City of Madison email inbox). 

  1. Click “Get Started" to gain access to the permissions listed above in Eventbrite for when you start hosting courses.  
    1. Note: If you do not have an Eventbrite account yet, you'll need to create one ASAP with your City of Madison email address. Please notify us in OD that you recently did this, we'll send over a fresh invite!   
  2. Once you're logged into Eventbrite, hover your mouse over your email address in the upper right-hand corner of the Eventbrite welcome page 
    1. Select “Manage My Events" – a welcome notification box may pop up, feel free to close out of that 
    2. Note: In Eventbrite, Courses are considered Events – consider these the same throughout this webpage!  
    3. This will take you to a page that will display any course that you've been assigned to.
      1. If you are hosting more than one course, you'll likely have more than one course listed here. 
      2. Click on the course you want to access  
      3. This will take you to that course's “Dashboard". Here, you'll be able to view the list of attendees, check attendees in, send out emails to the attendees, manage the waitlist, and resend confirmation emails. 

Not seeing your course listed? That's likely a miss on OD's part! Simply contact us via OrganizationalDevelopment@cityofmadison.com.

 

Eventbrite How-Tos below:

Below are How-Tos for essential functions within Eventbrite. Listed in order of typical process/use. 

Find Your Course in Eventbrite
  • Log into Eventbrite
  • My Events > Find your Course Title in the Event list (Courses are "Events"). 

View List of Registrants
  • Locate your Course/"Event"
  • Find the correct Date/"Instance" of your course
  • Select the timeslot
  • On the Left-hand side menu: Select “Manage Attendees" > “Check-in"
  • This is where you can find all registrants, and, where you'll take attendance on the day of your session. 

Check for Access Needs Requests
  • Locate your Course/"Event"
  • Find the correct Date/"Instance" of your course
  • Select the timeslot
  • Under "Quick actions", select "Order form responses"
    • Option 1: Export to Excel - open the downloaded file, scroll all the way to the right till you see the "Please share how we can meet your access needs" column. If empty, then no access needs have been shared/requested. 
    • Option 2: Scroll down and use the bar scroller - hold and drag till you see the "Please Share How We Can Meet Your Access Needs" field. If empty, then no access needs have been shared/requested. 
  • If any of the fields have information, adjust your content/coordinate with the participant/plan time to meet the access need(s). 
    • If you receive any requests that you are unsure how to meet, loop HR-OD in and we can support! 

Take Attendance
  • Locate your Course/"Event"
  • Find the correct Date/"Instance" of your course
  • Select the timeslot
  • On the Left-hand side menu: Select “Manage Attendees" > “Check-in"
  • Sort by Attendee Name and use this to check in attendees of your course.

 

Additional How-Tos - Non-Essential Functions:

Below are additional How-Tos for non-essential functions within Eventbrite.

Download List to Email Registrants from Outlook

Craft your email in Outlook

Then, in Eventbrite...

  • Locate your Course/"Event"
  • Find the correct Date/"Instance" of your course
  • Select the timeslot
  • Under "Quick actions", select "Order form responses"
    • Export to Excel - open the downloaded file, find the "Email" column (typically G)
      • Select the emails (from G2 - bottom of the column)
      • Copy (Ctrl+C or Right Click > Copy)

In Outlook, Paste (Ctrl+V or Right Click > Paste) the list into the To or Bcc fields (depending on if you want folks to see who you're emailing). 

  • Use To field if you are okay with everyone seeing who you're emailing. 
  • Use Bcc field if you want to keep registrant list not visible. 

Send! 

Email Registrants through Eventbrite

Eventbrite has emailing capabilities within the platform. You can pre-schedule emails to go out at a certain time prior to- or post- course. 

HR-OD schedules the following for every course: Reminders 1-week prior, 2-days prior, 2-hours prior, 10-minutes prior, and a follow-up with a copy of the Feedback Evaluation for folks to take if they missed doing so during the class. 

If you want to add or adjust/customize (please do not delete any), here is how you can do so within Eventbrite:

  • Locate your Course/"Event"
  • Find the correct Date/"Instance" of your course
  • Select the timeslot
  • On the Left-hand side menu: Select “Manage Attendees" > “Emails to Attendees"
  • Adding new:
    • Select "New attendee email"
  • Adjusting existing:
    • Select the three dots on the right-hand side of an existing email
    • Click edit
      • On the first tab "Email settings":
        • Adjust: To, From, Delivery Time
        • Remember to click the acknowledgement box 
        • Click save
      • On the second tab "Content and style":
        • Adjust: Subject, Message, Info included in the email
        • Keep background color as default
        • Keep tone as Light
        • Remember to click the acknowledgement box 
        • Click save

Manage the Waitlist

Every course on the Team City Course Calendar defaults to having a waitlist with 10 spots. If your course is at capacity and you would like to admit folks on the waitlist, follow the steps below in Eventbrite:

  • Locate your Course/"Event"
  • Find the correct Date/"Instance" of your course
  • Select the timeslot
  • On the Left-hand side menu: Select “Order Options" > “Manage Waitlist"
    • Select the checkmark next to the name of the individual(s) you want to add to the roster
    • Select release tickets

It's helpful to send a quick email message in outlook to the folks you released tickets too, as they'll have 24 hours to accept the ticket. 

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