> For the complete documentation index, see [llms.txt](https://docs.greytrix.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.greytrix.com/sage-crm-add-ons/crm-event-manager/user-guide/using-event-manager.md).
# Using Event Manager
This section describes how to create and manage an event, add attendees, confirm attendance, configure pricing and sponsorships, and manage sub-events using CRM Event Manager.
#### 1 Initial Steps – Creating an Event
To begin, log in to Sage CRM using an account that has been enabled for Event Manager. By default, the Administrator account has full access. Other users must be enabled and granted the appropriate permissions under **Administration → Users → Users**.
To create an event:
1. Right-click **New** from the left-hand menu.
2. Select **Event**.
3. Enter the required event details.
4. Specify the **Event Manager.** The selected user must be enabled for Event Manager.
5. Enter the **Attendance Fee,** if applicable. This represents the cost per attendee.
6. Click **Save**.
The **Income Amount** is calculated automatically when attendees are marked as **Confirmed**. As Event Manager is fully integrated with Sage CRM, the available fields can be customized to suit your business requirements.
#### 2 Adding Attendees to the Event
After saving the event, attendees can be added from the **Attendance** tab.
To add an attendee:
1. Open the **Attendance** tab.
2. Click **Add Attendee**.
3. Select a person using the **Person Lookup**.
4. Choose the required **Attendance Status** (for example, **Pending**).
5. Click **Save**.
Once attendance is confirmed, update the attendee's status to **Confirmed**. This automatically updates the **No. of Attendees** field displayed in the Event Summary. The attendee is also added to the Attendance list.
**Membership Only Events**
If the **Membership Only** option is enabled for an event, only people with an **Active** membership are available in the Person Lookup. All other person records are excluded from the attendee selection.
If **Membership Only** is not selected, all person records in Sage CRM can be added as attendees.
**Import Attendees from a Group**
CRM Event Manager allows attendees to be imported directly from an existing CRM Group.
To import attendees:
1. Click **Import Attendees from Group**.
2. Select the required group.
3. Click **Import Group**.
All persons in the selected group are added to the Attendance list. However, the **No. of Attendees** count is updated only when each attendee's status is changed to **Confirmed**.
If **Membership Only** is enabled, only members with an **Active** membership are imported.
**Create Group from Attendees**
A CRM Group can also be created from the current Attendance list.
To create a group:
1. Click **Create Group from Attendees**.
2. Select the required attendee status to filter the list.
Click **Create Group**.
The new group can then be used with standard Sage CRM Group functionality, including Group Email for sending event updates.
#### 3 Confirming Attendance Numbers
To confirm an attendee:
1. Open the **Attendance** tab.
2. Select the attendee.
3. Change the **Attendance Status** to **Confirmed**.
4. Save the record.
When an attendee is confirmed:
* The system checks that the **Maximum Number of Attendees** has not been exceeded.
* The **Income Amount** is automatically updated based on the Attendance Fee.
If the maximum attendance limit has been reached, additional attendees cannot be confirmed.
Only attendees with a **Confirmed** status are counted towards the event attendance limit. Therefore, the total number of attendees may exceed the maximum value provided the number of **Confirmed** attendees does not exceed the specified limit.
#### 4 Pricing and Sponsorships
CRM Event Manager supports **Pricing**, **Sponsorships**, and **Attendance Profiles**.
When **Use Attendance Profiles** is enabled for an event, the **Profiles and Sponsors** tab becomes available.
This functionality allows you to:
* Define different attendance pricing for different attendee categories.
* Record sponsorship amounts received from companies.
* Control the maximum number of attendees for each pricing category.
Companies can be configured as sponsors by creating a Sponsorship profile. The total sponsorship amount is automatically displayed in the **Sponsorship Fees** field on the Event Summary.
Attendance Profiles can be created for different attendee categories, such as:
* Standard
* Young Members
* Public Access
* Corporate Tickets
Each profile includes its own Attendance Fee and Maximum Number of Attendees.
When Attendance Profiles are used, the **Maximum Number of Attendees** on the Event Summary is automatically calculated from the total maximum attendees defined across all Payment profiles.
#### 5 Sub Events
CRM Event Manager allows a parent event to contain multiple sub-events.
For example, a multi-day conference may consist of several sessions or streams, each with different attendance limits and pricing.
To create a sub-event:
1. Open the **Sub Event** tab.
2. Click **Link** to associate an existing event as a sub-event, or click **New** to create a new sub-event.
3. Save the changes.
When sub-events are associated with a parent event, the Event Summary displays additional calculated fields, including:
* Sub Events Income
* Sub Events Sponsorship Fees
* Sub Events Expenditure
* Sub Events No. of Attendees
* Sub Events Total Max Attendees
These values are automatically calculated from the associated sub-events.
