User Guide

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Complete User Workflows Guide

👥 User Roles Overview

1. Attendee (Free)

– Browse and discover events

– RSVP to events

– Receive QR code tickets

– Check-in at events

– Cost: Free

2. Event Host (Paid Plans)

a. Pay As You Go – $29.99/month

– Create and manage 1 event

– Send email campaigns

– Track RSVPs and attendees

– Export attendee data

– View analytics

b. Event Planner – $119.99/month

– Create and manage up to 5 events

– All Pay As You Go features

– Perfect for frequent event organizers

c. Verbiage (Custom)

– Contact Us for custom pricing

– Unlimited events

– Premium support

3. Vendor

– Create and manage advertisements

– Display ads on the platform

– Track ad performance (clicks & impressions)

– Cost: Custom pricing

4. Administrator

– Full system access

– Approve/manage all events

– Approve/manage all ads

– View all analytics

– Manage user accounts

🚀 Getting Started

Registration Process

For Free Attendee Account:

1. Visit the signup page: `/signup/`

2. Fill out the registration form:

– Full Name

– Email Address

– Username

– Password

3. Select “Attendee (Free)” plan

4. Click “Create Free Account”

5. Done! You’re redirected to browse events

For Paid Event Host Plans

1. Visit the pricing page: `/pricing/`

2. Choose your plan:

– Pay As You Go ($29.99/mo)

– Event Planner ($119.99/mo)

– Verbiage (Contact Us)

3. Click “Start Hosting” or “Get Started”

4. Fill out registration form

5. Click “Create Account & Proceed to Payment”

6. Complete Stripe payment

7. Automatic redirect back to confirmation page

8. Account upgraded automatically

9. Access your Host Dashboard

Payment Success vs. Cancellation

If Payment Succeeds:

✅ Account upgraded to Event Host

✅ Access to Host Dashboard

✅ Can create events immediately

✅ Confirmation email sent

If Payment Cancelled:

✅ Free attendee account still created

✅ Can browse and RSVP to events

✅ Can upgrade later from pricing page

✅ No charge until payment completed

Login

1. Visit `/login/`

2. Enter username/email and password

3. Click “Log In”

4. Redirected to your dashboard based on role

🎪 Event Host Workflows

Workflow 1: Creating Your First Event

Step 1: Access Event Creation

1. Log in to your Event Host account

2. Visit Host Dashboard at `/host-dashboard/`

3. Click “Create New Event” button

4. You’re taken to `/event-create/`

Step 2: Fill in the Event Details & Complete the event creation form:

Basic Information:

– Event Title (e.g., “Summer Networking Mixer”)

– Event Description (what attendees can expect)

– Event Category (optional)

Date & Time:

– Event Date (when it happens)

– Event End Date (if multi-day)

– Event Time (start time)

Location:

– Venue Name

– Venue Address (full street address)

– City, State, ZIP

Capacity:

– Max Attendees (e.g., 100)

– RSVP Deadline (optional)

Event Image:

– Upload featured image (recommended: 1200x600px)

Visibility:

– Public (anyone can find and RSVP)

– Private (only via direct link)

Step 3: Publish Event

1. Review all details

2. Click “Publish” or “Create Event”

3. Automatic redirect to Email Campaign creation

Step 4: Create Email Campaign (Auto-prompted)

After creating your event, the email campaign modal automatically opens:

1. Campaign auto-populated with your event

2. Choose email template:

– Default HTML Template

– Modern Invitation

– Simple & Clean

– Colorful & Fun

– Professional Event

– Image Banner Template (with custom image)

3. Customize email subject

4. Preview the template

5. Save campaign (add recipients later)

Workflow 2: Managing Event RSVPs

View Attendees

1. Go to Host Dashboard

2. Find your event card

3. Click “View Attendees” or click the event card

4. See complete attendee list with:

– Name

– Email

– Phone

– RSVP Status (Going, Maybe, Not Going)

– Check-in Status

Export Attendee List

1. Open your event in Host Dashboard

2. Click “Export Attendees to CSV”

3. Download includes:

– Full name

– Email address

– Phone number

– RSVP status

– Check-in status

– RSVP date

Check Event Capacity

Event cards show real-time stats:

– Total RSVPs: 45/100

– Checked In: 28

– Spots Remaining: 55

Close RSVP When Full

When event reaches capacity:

– System automatically stops accepting RSVPs

– “Event Full” badge appears

– Late registrants added to waitlist (if enabled)

Workflow 3: Sending Email Campaigns

1. Create New Campaign

1. Go to `/email-campaigns/`

2. Click “Create New Campaign”

3. Fill out campaign form:

Campaign Details:

– Campaign Name (internal reference)

– Subject Line (email subject)

– Select Event (dropdown of your events)

Email Template:

– Choose from available templates

– If using Image Banner Template:

– Upload or enter custom image URL

– Preview image shows below

Preview:

– Click “Preview Template” to see how it looks

– Shows event details filled in

Click “Create Campaign”

1. Add Recipients

After creating campaign:

1. Three options to add recipients:

Option A: Import from Event

– Select your event

– All confirmed RSVPs added automatically

– Shows count (e.g., “45 attendees added”)

Option B: Manual Entry

– Click “Add Recipient”

– Enter name and email

– Repeat for each recipient

Option C: CSV Upload

– Prepare CSV file (name, email columns)

– Click “Import CSV”

– Upload file

– Review and confirm import

2. Send Campaign

1. Review recipient list

2. Send test email to yourself:

– Click “Send Test Email”

– Enter your email

– Check inbox and spam folder

3. Schedule or send:

– Send Now: Delivers immediately

– Schedule: Choose date/time for future send

4. Click “Send Campaign”

5. Track delivery status in campaign dashboard

2. Manage Existing Campaigns

1. View all campaigns at `/email-campaigns/`

2. Campaign statuses:

– Draft (not sent)

– Scheduled (waiting to send)

– Sending (in progress)

– Sent (completed)

3. Click “Edit” on any campaign to:

– Recipients Tab:

Add/remove recipients

– Settings Tab:

– Change subject line

– Change template

– Update custom image

– Modify campaign name

– Preview Tab:

– View rendered email

– Click “Refresh Preview” after changes

– Stats Tab:

– Opens: How many opened

– Clicks: Event link clicks

– Unsubscribes

Email Template Placeholders

`{{event_name}}` Your event title
`{{event_date}}` Event date (formatted)
`{{event_time}}` Event time
`{{event_location}}` Venue address
`{{event_description}}` Event description
`{{host_name}}` Your name (event host)
`{{recipient_name}}` Each recipient’s name
`{{tracking_url}}` Trackable event link
`{{custom_image}}` Custom image (Image Banner Template only)

Workflow 4: Tracking Event Analytics

Dashboard Overview

Your Host Dashboard shows:

Quick Stats:

– Total Events Created

– Total RSVPs

– Active Events

– Upcoming Events

Per-Event Stats:

Each event card displays:

– RSVP Count

– Check-in Count

– Capacity Percentage

– Days Until Event

Email Campaign Analytics:

1. Go to `/email-campaigns/`

2. Click any sent campaign

3. View performance metrics:

– Sent: Total emails delivered

– Opened: How many recipients opened

– Open Rate: Percentage opened

– Clicked: Event link clicks

– Click Rate: Percentage clicked

– Unsubscribed: Opt-outs

Best Performing Events

Dashboard highlights:

– Most popular events (highest RSVPs)

– Best attendance rate (check-ins vs RSVPs)

– Events filling fastest

Workflow 5: QR Code Check-In System

How It Works

When someone RSVPs:

1. System generates unique QR code

2. QR code emailed automatically (configurable timing)

3. Attendee receives QR code ticket

4. Staff scans at event entrance

Email QR Code Schedule

Configure when QR codes are sent:

1. Edit your event

2. Find “QR Code Email Schedule” field

3. Set days before event (e.g., 7 days)

4. QR codes auto-send at scheduled time

Check-In at Event

1. Event Staff goes to `/check-in/`

2. Two check-in methods:

Method A: QR Scanner

– Click “Scan QR Code”

– Allow camera access

– Point at attendee’s QR code

– Automatic check-in

Method B: Manual Search

– Type attendee name

– Select from results

– Click “Check In”

Check-in confirmation shows:

– Success message

– Attendee name

– RSVP details

– Check-in timestamp

View Check-In Status

From Host Dashboard:

– See checked-in count: 28/45

– Filter attendees by check-in status

– Export includes check-in timestamps

Workflow 6: Managing Multiple Events (Event Planner Plan)

Event Organization

With Event Planner plan (5 events):

1. Dashboard tabs:

– Upcoming Events

– Past Events

– All Events

2. Each event card shows:

– Event status (Active/Past/Draft)

– Days until event

– Quick actions menu

Event Limit Tracking

Dashboard displays:

– “3 of 5 Events Active”

– Progress bar showing usage

– Upgrade prompt when limit approached

Upgrade Prompts

When at limit:

– “Create Event” button shows upgrade modal

– Explains Verbiage plan benefits

– Link to contact for custom pricing

📢 Vendor Workflows

Workflow 1: Creating an Advertisement

Access Ad Creation

1. Log in to Vendor account

2. Go to `/ads-manager/` (Vendor Dashboard)

3. Click “Create New Ad”

Fill Ad Details

Ad Information:

– Ad Title: Internal name (e.g., “Summer Sale Banner”)

– Click URL: Where ad links to (your website)

Ad Image:

– Upload ad image

– Recommended sizes:

– Homepage: 1200x400px

– Sidebar: 300x250px

– Events page: 728x90px

– Drag-and-drop or click to upload

– Preview shows before upload

Ad Placement:

– Select Location:

– Homepage Slot 1, 2, or 3

– Sidebar Slot 1, 2, 3, or 4

– Events Page Slot 1, 2, 3, or 4

Schedule:

– Start Date: When ad begins showing

– End Date: When ad stops

– Date validation (end ≥ start)

Submit for Approval

1. Review all details

2. Click “Create Ad”

3. Status: Pending Approval

4. Notification: Admin receives approval request

5. Wait for admin to approve

Ad Approval Process

Your ad goes through these states:

1. Pending – Submitted, awaiting review

2. Approved – Admin approved, ready to activate

3. Active – Live and showing to users

4. Rejected – Admin rejected (reason provided)

Workflow 2: Managing Your Ads

Vendor Dashboard Overview

Dashboard shows three sections:

Active Ads:

– Currently running ads

– Shows impressions and clicks

– Real-time performance

Upcoming Ads:

– Approved ads not yet started

– Scheduled start dates

– Edit before going live

Expired/Inactive Ads:

– Past campaign ads

– Paused ads

– Rejected ads

Edit an Ad

1. Find ad in dashboard

2. Click “Edit” button

3. Redirected to `/ad-create/?ad_id=123`

4. Form pre-filled with current data

5. Modify any field:

– Change image

– Update dates

– Change location

– Update click URL

6. Submit for re-approval (if needed)

View Ad Performance

Each ad card shows:

– Impressions: Times ad was viewed

– Clicks: Times ad was clicked

– CTR (Click-Through Rate): Clicks ÷ Impressions × 100%

– Status badges:

🟢 Active

🟡 Upcoming

🔴 Expired

⏸️ Paused

Preview Your Ad

1. Click “Preview” on any ad

2. Modal shows exactly how ad appears to users

3. Preview features:

– “PREVIEW” label overlay

– Actual frontend styling

– Click tracking disabled (for testing)

Workflow 3: Optimizing Ad Performance

Understanding Analytics

Impressions:

– Counted each time ad loads on page

– Indicates visibility/reach

– Higher = more exposure

Clicks:

– Counted when user clicks ad

– Indicates engagement

– Higher = more interest

CTR (Click-Through Rate):

– Formula: (Clicks ÷ Impressions) × 100%

– Industry average: 0.5-2%

– 2%+ is excellent

– <0.5% needs improvement

Performance Tips

High Impressions, Low Clicks:

– Consider changing ad image

– Make call-to-action clearer

– Update click URL destination

– Test different ad copy

Low Impressions:

– Choose better-performing location

– Extend campaign dates

– Request featured placement

Best Performing Locations:

Check admin analytics to see:

– Which locations get most traffic

– Which locations have best CTR

– Optimal slots for your audience

A/B Testing Ads

1. Create two versions of same ad

2. Assign to same location

3. Set same date range

4. Compare CTR after campaign

5. Keep winning version for next campaign

Workflow 4: Ad Display & Locations

Where Your Ads Appear

Homepage Slots (3 available):

– High visibility

– Best for brand awareness

– Large ad sizes supported

– Most expensive placement

Sidebar Slots (4 available):

– Consistent visibility

– Appears on multiple pages

– Medium ad size

– Good for ongoing campaigns

Events Page Slots (4 available):

– Targeted to event browsers

– Best for event-related services

– Multiple placements available

– Great for venues, catering, etc.

Multiple Ads in Same Location

When multiple ads assigned to one location:

– Displayed: Stacked vertically

– Spacing: 20-40px gap between ads

– Order: Random rotation or all shown

– Admin controls: Can show all or rotate randomly

Changing Ad Location

After approval, you can:

1. Contact admin to change location

2. Admin uses dropdown to reassign

3. Ad updates immediately

4. No re-approval needed

Or:

1. Edit ad and change location

2. May require re-approval

👨‍💼 Administrator Workflows

Workflow 1: Managing Events

Event Approval Dashboard

1. Go to WordPress Admin → Events

2. View all events:

– Published

– Draft

– Scheduled

– Past

Event Moderation

Review events for:

– Inappropriate content

– Spam or fraud

– Incomplete information

– Duplicate listings

Actions available:

– Approve (publish)

– Reject (trash)

– Edit event details

– Change event host

– Adjust capacity

Event Analytics

Overall Statistics:

– Total events created

– Active events

– Total RSVPs across platform

– Average capacity utilization

Top Events:

– Most RSVPs

– Fastest filling

– Best attendance rates

– Most email opens

Workflow 2: Managing Vendor Ads

Access Ad Management

1. Go to `/ads-management/`

2. Admin dashboard shows all ads system-wide

Approve Pending Ads

Pending Approval Tab:

1. View all pending ads in card layout

2. Each card shows:

– Ad image preview

– Vendor name and email

– Ad details (title, dates, location)

– Click URL

– Requested location

3. Click “Preview” to see full ad rendering

4. Review checklist:

– Image is appropriate

– Click URL is valid

– Dates are reasonable

– Not duplicate content

– Meets quality standards

5. Take action:

– Approve – Ad becomes available to activate

– Reject – Ad marked rejected, vendor notified

Activate/Deactivate Ads

All Ads Table:

1. Find approved ad

2. Actions column:

– Activate – Makes ad live immediately

– Pause – Temporarily stops ad (can resume)

– Deactivate – Turns off ad

3. Status badges update in real-time

4. Vendor sees changes in their dashboard

Change Ad Location

Quick location change:

1. Find ad in table

2. Location column has dropdown

3. Select new location:

– home_1, home_2, home_3

– sidebar_1, sidebar_2, sidebar_3, sidebar_4

– events_1, events_2, events_3, events_4

4. Page auto-reloads to update placements

Result:

– Ad moved instantly

– No re-approval needed

– Vendor notified (optional)

Delete Ads

Permanent removal:

1. Click trash icon

2. Confirm deletion

3. Ad removed from database

4. Cannot be recovered

Use for:

– Spam ads

– Inappropriate content

– Vendor request

– Expired campaigns cleanup

Workflow 3: Ad Placements & Shortcodes

View Current Placements

Ad Placements Tab:

1. See all 11 ad locations

2. Each location shows:

– Location name and description

– Active ads assigned

– Shortcode to copy

– Live preview

– Usage instructions

Example:

“`

Homepage Slot 1

├─ Ad: Summer Sale Banner (Vendor: ABC Corp)

├─ Ad: New Product Launch (Vendor: XYZ Inc)

├─ Shortcode:

└─ Status: 2 active ads

“`

Add Ads to Website

Method 1: Shortcode in Pages

1. Edit any WordPress page

2. Add Shortcode block

3. Paste: “

4. Publish page

Method 2: Shortcode in Elementor

1. Edit page with Elementor

2. Add Shortcode widget

3. Paste shortcode

4. Update page

Method 3: PHP in Theme Files

1. Edit theme file (header.php, sidebar.php, etc.)

2. Add:

“`php

<?php echo do_shortcode(”); ?>

“`

3. Save file

Method 4: Show All Ads

Display all active ads in a location:

“`

[{vendor_ad location=”home_1″ show_all=”true”}]

“`

Method 5: Specific Ad by ID

“`

Preview Ads

From Ad Management:

1. Click “Preview” button

2. Modal shows ad as it appears on frontend

3. No tracking (impressions/clicks not counted)

4. Test before activating

Workflow 4: Performance Analytics

Access Analytics

Performance Analytics Tab:

1. Overview metrics:

– Total Impressions (all ads)

– Total Clicks (all ads)

– Overall CTR

– Active Ads count

2. Top Performing Ads:

– Ranked by clicks

– Shows CTR for each

– Vendor name

– Location

3. Performance by Location:

– Each of 11 locations

– Impressions per location

– Clicks per location

– Average CTR per location

Insights for Optimization

Best Locations:

– Homepage slots: Highest impressions

– Sidebar slots: Consistent visibility

– Events page: Best CTR (targeted audience)

Vendor Performance:

– Track which vendors have best CTR

– Offer premium placements to top performers

– Coach vendors with low performance

Pricing Strategy:

– Charge more for high-traffic locations

– Offer discounts for low-traffic slots

– Bundle packages (multiple locations)

Workflow 5: Stripe Payment Management

Configure Stripe Settings

1. Go to Settings → Stripe Payments

2. Enter Stripe payment link URLs:

– Pay As You Go ($29.99/mo)

– Event Planner ($119.99/mo)

– Verbiage (custom pricing)

3. Create payment links in Stripe Dashboard:

– Set product and pricing

– Recurring subscription

– Success URL: Auto-configured

– Cancel URL: Auto-configured

Monitor Subscriptions

User Meta Fields:

– `event_rsvp_plan` – Current plan

– `event_rsvp_subscription_status` – active/inactive

– `event_rsvp_payment_date` – Last payment

Payment Tokens Table:

“`sql

wp_event_rsvp_payment_tokens

├─ user_id

├─ token (hashed)

├─ plan_slug

├─ status (pending/completed)

└─ created_at

“`

Handle Payment Issues

Failed Payment:

1. User remains as subscriber (free)

2. Can upgrade from pricing page

3. Token remains pending

4. Can retry payment

Successful Payment:

1. Token verified automatically

2. Role upgraded

3. Subscription status = active

4. Confirmation email sent

Workflow 6: User Management

View All Users by Role

WordPress Admin → Users:

Filter by role:

– Subscriber (Attendee)

– Event Host

– Vendor

– Pro

– Administrator

Upgrade/Downgrade Users

Manual role change:

1. Edit user

2. Change role dropdown

3. Update user meta:

– `event_rsvp_plan`

– `event_rsvp_subscription_status`

4. Save

Grant trial access:

– Set role to Event Host

– Set custom expiration date

– Downgrade automatically after trial

Monitor Event Limits

Check user’s event count:

“`php

// Pay As You Go: Max 1 event

// Event Planner: Max 5 events

// Verbiage: Unlimited

“`

When limit reached:

– User sees upgrade prompt

– Cannot create more events

– Can edit existing events

👤 Attendee Experience

Workflow 1: Discovering Events

Browse Events Page

1. Visit `/browse-events/`

2. View all public upcoming events

3. Each event shows:

– Event image

– Title and description

– Date, time, location

– Available spots

– Host name

– “RSVP” button

Search & Filter

Filter events by:

– Category (networking, conference, social, etc.)

– Date range (this week, this month, custom)

– Location (city, venue)

– Availability (spots remaining)

Search:

– Type keywords

– Search by event name or description

– Search by host name

– Search by venue

View Event Details

Click any event card:

1. Full event page opens

2. See complete details:

– Full description

– Date and time

– Venue with map

– Host information

– Capacity (e.g., 45/100 spots)

– RSVP form

Workflow 2: RSVPing to Events

RSVP Process

1. Find event you want to attend

2. Click “RSVP Now” button

3. Fill out RSVP form:

– Your Name

– Email Address

– Phone Number (optional)

– RSVP Status:

– Going ✓

– Maybe ?

– Can’t Go ✗

– Additional guests (if allowed)

– Dietary restrictions (if applicable)

4. Submit RSVP

Confirmation

Immediately after RSVP:

– Success message on screen

– Confirmation email sent

– QR code ticket (if event uses QR codes)

Email includes:

– Event details confirmation

– Your RSVP status

– Add to calendar link

– Event location with map

– Host contact info

– QR code (sent before event)

Change or Cancel RSVP

Update your RSVP:

1. Click link in confirmation email

2. Or log in and go to My Account

3. Find event in “My RSVPs”

4. Click “Edit RSVP”

5. Change status or details

6. Save changes

Cancel RSVP:

1. Edit your RSVP

2. Change status to “Not Going”

3. Confirm cancellation

4. Spot released for others

Workflow 3: Receiving QR Code

QR Code Email Schedule

Timing:

– Sent automatically X days before event

– Set by event host (e.g., 7 days before)

– Check confirmation email for schedule

Email contents:

– Your unique QR code ticket

– Event reminder

– Important instructions

– Check-in details

– What to bring

Save Your QR Code

Three ways to save:

1. Print Email

– Open email

– Print QR code page

– Bring to event

2. Save to Phone

– Screenshot QR code

– Save to photos

– Show at event entrance

3. View Online

– Click “View QR Code” link in email

– Brings you to `/qr-view/`

– Bookmark for easy access

Workflow 4: Event Check-In

At the Event Entrance

Staff check-in process:

1. Approach check-in desk

2. Show your QR code:

– On phone screen

– Printed email

– Or provide your name

3. Staff scans your code

4. Instant verification:

– Name confirmed

– RSVP verified

– You’re checked in!

If QR code doesn’t work:

– Provide your name

– Staff can search manually

– Backup check-in available

After Check-In

What happens:

– You’re marked as attended

– Host sees check-in in dashboard

– Counts toward attendance stats

– May receive post-event survey

Workflow 5: Managing Your Account

My Account Page

Access: `/my-account/`

View and Manage:

My RSVPs:

– All events you’ve RSVP’d to

– Upcoming and past events

– RSVP status for each

– Quick actions (view, edit, cancel)

My QR Codes:

– All your event tickets

– Download or view QR codes

– Print friendly version

Account Settings:

– Update name and email

– Change password

– Notification preferences

– Email frequency settings

Subscription:

– Current plan (Attendee/Host/Vendor)

– Upgrade options

– Billing history

– Payment methods

Upgrade to Event Host

From My Account:

1. Click “Upgrade Plan”

2. Choose pricing tier

3. Complete Stripe payment

4. Instant upgrade

5. Access Host Dashboard

For further guidline and help

Please go to FAQs or Get in Touch with us info@celebweave.com