As a Let's Do This partner organiser, you're able to create, edit and manage events yourself. Use this step by step guide to help you do so from start to finish, or use the subheadings on the right hand side to jump straight to a specific area of Event Setup you need help with.
Using Manage Event
Navigating to an event
This section explains how to navigate to the new event setup experience.
Head to the LDT dashboard and click on ‘Events’.
Next, click the 3 dots on the right hand, and select Manage Event if you want to edit an existing event. If you want to make an event that doesn't or hasn't existed on LDT before, click on Add Event in the top right hand corner.
Setup experience
This section explains the overall setup and navigation for Manage Event.
Events are managed in the following sections:
Event details: manage the overall event page details, as well as set the status of your event page.
Races: build your races that you plan to have at your event
Tickets: add, edit and control the tickets for each of those races
Booking forms: assign booking forms to tickets and create the details you need for each ticket entry
Booking form fields: create the form fields you need for your booking forms.
Limited capacity: Manage event/race/ticket level capacities
1: Event Details
Event details is where you manage the overall event details and event page status. In event details you can:
Edit the copy on your events page
Set the event date
Add images for your event
Set the status of your event page
Add tags to help your discovery on our site
Editing event page details
Find the information you want to edit.
Make the change within the field.
Once you’re happy, select Update (you can press this as much as you like).
Once you’re happy with all your updates, select Save.
Note: won’t be able to save your changes until you have filled out all of the mandatory fields marked with an asterisk.
💡 Once you click Save, your event page will be immediately updated.
Tips
Updating your event title will change the event page's URL links. This isn't an issue, but make sure you contact your Support Manager, who'll be able to send you updated links.
The address entered into the location field must be recognised by Google Maps - this is to ensure your participants are able to find you.
Images - the order you add images is the the order they will appear on the event page.
2 - Races
From here you can create the race(s) you plan to have at your event.
In the races tab you can:
Name your race
Add/Edit race details
Choose start times / discipline / distance / type
Delete races
Editing race details
On the Races tab, you'll see your races listed in a table.
From here, either use either edit to edit an existing race, or add race to create a new one. From here, race details will open beneath the table.
Once you’re happy, select Update. continue to edit any other races of yout want to make any other changes, then select Save.
Note: Once you have selected Save, this will update your races immediately.
💡 Tip: The order you add and save races is the order they will appear on the event/ticket selection pages.
3 - Tickets
How tickets appear to participants on LDT.
Tickets is where you manage the tickets for your races, including pricing and availabilty. From here you can:
Create and edit tickets
Set ticket price
Set ticket description
Set ticket fees
Add age restrictions
Set available to/from dates
Delete tickets
View the status of the form attached to the ticket.
Editing ticket details
From the tickets tab you will see your tickets and the races they sit under listed in a table.
Tickets home table
Either choose edit to edit an existing ticket, or use add ticket to create a new ticket. Your ticket details will open beneath the table.
Ticket details when creating/editing a ticket
Once done, select Update (you can press this as many times as you like), continue to edit any other tickets want to and once happy with your updates, select Save.
Continue to edit any other tickets
Once you’re happy with your updates, select ‘Save’
Note: Once you have selected Save, your tickets will be immediately updated.
4 - Booking forms
A booking form must be built for each ticket you create. From this tab, you can create/edit the booking form and assign it to your ticket of choice. This is also where you make a ticket enabled/disabled (i.e. whether it can be bought by a participant). From this tab you can:
In order for a participant to purchase a ticket it requires a booking form to be assigned to the ticket. You can only assign one ticket to one booking form.
For every ticket you create, you need to create a booking form. If your forms are the same or similar across tickets, you can save time by duplicating a form and assigning it to different tickets. Some information is required by LDT in order to create a booking (you won’t be able to edit these).
Assign a booking form to a ticket (required)
View mandatory fields (set by LDT)
Add additional fields for information you require
Enable/disable the ticket
Editing booking form details
In the booking form fields tab you will see your booking forms listed in a table
Either select edit to edit an existing booking form field, or select add booking form field to create a new one. Your booking form field details will then open beneath the table.
Once you’re happy select Update, continue to edit any other booking form fields and when finished hit Save.
Note: If you make a change to a field that is live on forms, you will need to make dummy updates to the forms by clicking ‘edit, update, save’ in order for the edit to pull through on the form.
The internal description is to remind you what that field is used for - it won’t be visible for participants
Once you have selected Save this will update your booking form.
5 - Booking form fields
Booking form fields are the components you need to create to add to your booking forms.
Booking form fields are not required in order for you to add a booking form.
LDT add mandatory form fields on all booking forms in order for us to create a booking.
You can add as many form fields as you like (but be careful, the more you create, the more complex it can become for users which can negatively impact the experience)
You only need to create a booking form field once - they can be re-used across booking forms - so make sure you give them a easy to remember and detailed description.
In the booking form fields tab you can:
Create and edit the form fields that go inside your booking form
Use form fields to ask questions, add options with values attached to them
Mark the questions you ask as ‘required’.
Editing booking form field details
From the booking form fields tab, you'll see your booking forms listed in a table.
Either select edit to edit an existing booking form field
Or select ‘add booking form field’ to create a new one
Your booking form field details will open beneath the table
Once you’re happy select Update
Continue to edit any other booking forms fields
Once you’re happy with your updates, select Save.
6 - Limited Capacities
From this tab you can set capacities at event, race and ticket level, edit capacities & quickly view how many places have been sold / are reserved.
Setting up Limited Capacities
From the Limited Capacity tab, you can view any pre-set capacities, along with the Count and Reserved Entries.
Either select edit to edit an existing limited capacity, or select add limited capacity to create a new one. Your limited capacity details will then open beneath the table.
You can add a capacity to the event, a race, or a ticket within a race.
Once you’re happy click update, continue to add/edit any other capacities. and once finished, click save. Any and all new capacities set will then appear in the table.