Steps from start to finish

Here's an overview of the lifecyle and steps of an event on Fourwaves.

1. Create and access your event

First, create your event. If a colleague already created the event, ask to be added as an organizer so you can both access and work on the same event.

Sign in to your account and go to My events. Your event will be listed in the Draft section. Until it is unlocked and published, the event will only be visible to its organizers.

2. Configure your event

Customize your event based on your specific needs. There are dedicated sections on each aspect to help you. From the organizer panel you can:

3. Unlock, publish and promote!

Once your event website is ready to be published, unlock it with your licence code. Then, click Publish to make the website accessible to the public.

Promote your event website through your different channels. Use your custom website address chosen in Configuration -> General.

When the event is published, it will be listed in your events under the Organizing filter.

4. Manage

Registrations and submissions will start at the chosen dates. You will view all registered participants, all submitted abstracts and each transaction through the Data section of the organizer panel.

You will be able to perform tasks easily like sending emails, generating name badges, selecting abstracts and creating the abstract booklet. You will find more information in each section below:

What happens after my event?

When your event is over, you can still access and edit it. It will be archived on the platform. You can clone it to setup the next edition easily if it's a recurring event, for example.

Creating an event

You can create and configure your event easily based on your needs for free. You will be able to test every feature of the platform. You can contact us if you need help at any point.

Once your event site is ready, unlock it using your licence code and click Publish to make it accessible to your participants.

If you have a Fourwaves account already, sign in before following the steps below.

  1. Click Create my event
  2. Enter the event name
  3. Enter the start date
  4. Choose the presentation types for abstract submission (optional). This can be changed later.
  5. If you do not have a Fourwaves account, enter your name and email address. You will receive an email link to activate your account.

You will arrive in the organizer pannel of your event where you can start configuring and testing your event.

Overview of the organizer panel

The organizer panel is where you can edit your event website, forms and access its data. It has 2 menus described below.

The top menu

From the top menu you can see different information and links.

The event status

  • Draft: the event is not published and only organizers can see it.
  • Published: the event is publicly accessible.
  • Archived: the event date has passed.

Unlock/Publish/Delete

A link to unlock your event using your licence code is displayed. Once unlocked, you will see a button to publish your event website. When the event is still locked, you can choose to delete it.

Switch language version

If your event website is set to be bilingual, you can toggle to the different language versions of the site.

Clone

You can click to clone your event. Everything is copied to the new event, except the link to the bank account and all the forms data (participants, abstracts, accounting)

View event

At any time you can click View event to see your event website. Click Organizer on your event website menu to go back to the organizer panel.

My events

Click to see the list of all events that you organize.

The side menu

The side menu has 3 sections.

  • Configuration: edit general parameters of the event.
  • Website Pages: edit each page of your event website including forms.
  • Data: access your data (participants, abstracts, payments) and perform tasks like send emails, generate name tags or the abstract booklet.

Overview of your event website

The event website consists of a top menu, a banner that shows on all pages and a content area.

The menu

The menu has a link to Sign in or to access to user profile links (if the visitor is signed in). It has a link to the organizer panel if the visitor is a signed in organizer.

If the language is set to Bilingual, a button to switch language will appear.

Home page

Every event website has a Home page. This Home page has a content section which can be edited with text, hyperlinks, images and files. It has a side bar with the event dates, location and map, registration and submission deadlines as well as the contact information. If shared files are added through the Home section of the organizer panel, a dedicated section will appear on the side bar.

The Home page will have a section at the bottom with sponsor logos if any were added.

Other pages

All other pages of your website will appear on the menu.

Test your event

While your event is in draft mode, you have the freedom to test all of features of your event website.

Set up your registration or abstract submission form, then switch back to your event web site and test your forms. See how the data gets organized and how you can filter them, send emails, create name badges, etc.

All test data will be deleted when you publish

All data (registrations, abstracts, transactions) created while in draft mode will be deleted when the event is published.

Checklist before publishing your event

Most of the parameters below can be modified once the event is published, but it is best for your participants and for organizers to have everything ready from the start.

General

  • Make sure the event dates are correct. This must be verified before unlocking your event.
  • Verify the location of the event.
  • Make sure you have a banner.

Payments

  • Connect your bank account to activate online payments.
  • Verify the selected currency (if you connected a bank account)

Registration form

  • Make sure every question is added to the form and that required fields are marked as such.
  • Verify the registration period dates (Registration -> Options).
  • Double check the costs (regular and late) for every item in the form.
  • Add limits to items with limited quantity.
  • Set the maximum number of participants if you have a room with limited capacity (Registration -> Options).

Submission form

  • Make sure every question is added to the form.
  • Make sure there is at least one presentation type.
  • Verify the submission period dates for every presentation type.
  • Check the abstract body size limit in words and/or characters (Submission -> Options)

Unlock and publish your event website

You need to publish your event website to make it accessible to the public. Before it can be published, the event needs to be unlocked.

Before you follow the steps below to unlock, make sure the event dates are set as they cannot be modified once the event is unlocked.

  • From the top menu of the organizer panel, click Unlock.
  • Enter your licence code.
  • Enter your billing information. Based on the country and province selected, different taxes will apply to the Fourwaves transaction fees.
  • Pay your licence by credit card. Note: some licence paid through another method might not require you to pay.

Once your event is unlocked, the publish button appears on the top menu. Once you confirm to publish, all test data will be purged and you will start fresh. The event website will be accessible with your website address.

What event website address can I can share to participants?

In Configuration -> General you will see the suffix given for your event that must be added to fourwav.es in the browser's address bar.

In the example above, the address of your event website will be https://fourwav.es/ICHS. This address will only work when the event is published. Before that, only organizers logged in to their account will be able to access the website with this link.

Redirect to specific pages

You can redirect to the registration or submission page directly using the links:

  • Registration: fourwav.es/ICHS/registration/
  • Submission: fourwav.es/ICHS/submission/

Redirect to a specific language

If you're sending invitations in french and in english, you can force the website to display in one language or the other (regardless of your visitor's browser language) using /fr or /en.

  • French: fourwav.es/ICHS/fr/
  • English: fourwav.es/ICHS/en/
  • Registration page in french: fourwav.es/ICHS/registration/fr/
  • Submission page in english: fourwav.es/ICHS/submission/en/