Events help the group get together. Whether meeting virtually or in person, events on Heylo help everyone in the group gather to the same place at the same time.
Events on Heylo are organized and social. Members can find all the info they need to actually show up and reduce one-off questions. Visible RSVPs and event chat help members stay engaged, before and after each event.
Published group events are organized on the event tab. This tab serves as a centralized location where group leaders and members can access upcoming events, discover new events, or quickly refer to past events from the group. Events are automatically sorted chronologically for easy navigation. There are no limits on the number of events or the number of members who can sign up. Past events are automatically archived for easy retrieval.
Each event has dedicated tools to help bring people together:
- Collect RSVPs
- See who else is attending
- Chat with attendees via real-time event chat
- Add to personal calendars
- Navigate via location, integrated with Google Maps
- Include details in the description
- Share a video link
- Take attendance
- Sell tickets
- Make it repeating
- Add sign up questions to collect specific info
- Limit size with a waitlist
- Collaborate with other groups
Heylo has the tools leaders need to host meaningful events and bring members together.
Event chats on Heylo provide a dedicated space for real-time communications with attendees. Hosts and organizers can reach everyone with real-time communications, and members can ask and answer their own questions. Whether it’s planning logistics or sharing photos, event chat helps connect everyone before and after the event, without blowing up the full group communications.
When an event is created on Heylo, an event chat is automatically generated for that event. Hosts and attendees are automatically added to the chat.
Once the event concludes and there are no more messages for 24 hours, the event chat is automatically archived. This helps keep the group chats organized and focused on the specific event timeline. However, anyone can still access the chat history to revisit previous discussions and retrieve important information by going to that specific event and selecting the “chat” button.
Event chat empowers attendees to connect with each other, ask questions, share updates and photos, and engage in conversations related to the event. It helps create a sense of community among event attendees and facilitates effective communication before, during, and after the event.
By default, anyone in the group can create an event. Or, admins can restrict event creation to only other admins via permissions.
To create an event:
- Sign up or log in. If this is the first event, first create a group.
- Navigate to the group (you can navigate there from the top left drawer) and then select the appropriate group
- Navigate to the “events” tab in the navigation tray
- Select “+ Add event” on the top right
- Add the name of your event as well as the time and date. The rest is optional!
- Publish, and that’s it! All your members can join your event
Events on Heylo have hosts. Hosts organize the event and serve as the primary point of contact for attendees. Hosts possess specific event-related controls that set them apart from attendees. Hosts have admin privileges over the event - they can edit, cancel, delete or take attendance. Their profiles are prominently displayed on the event to recognize their role. Events can have as many hosts as you’d like, and events can also have zero hosts as well. Hosts can be, but do not need to be, group admins.
Members sign up for events. Everyone can see who else has signed up for the event. Visible RSVPs build camaraderie before the event, encourage sign-ups, reduce no-shows, and help members connect with each other.
In addition to “going”, members can sign up as “Interested” and “Not going”. “Interested” members are added to the event chat. “Not going” members are listed for admins only to see.
Members can change their sign-up to an event by selecting the arrow button at the bottom of an individual event. Unless it is a paid event, there are no penalties for adjusting.
Save events as drafts before publishing them. Saved drafts are editable by any admin in the group. Additionally, anyone designated as a host of that event can view and edit the event draft. Draft events are listed under “Pending” at the top of the events tab.
With draft events, admins and hosts have the flexibility to refine event details, seek feedback from leadership, and ensure everything is perfect before your event goes live.
Here's how draft events on Heylo can improve event planning:
- Start planning in advance. Take your time to curate the perfect event experience without the pressure of an immediate release.
- Co-host editing: Collaboration is the key to success, especially when it comes to event planning. With draft events, any event host or group admin can help get the event organized. They can fill out information like location or linking a bank account, and provide valuable feedback to enhance the event experience. This collaborative approach ensures that all perspectives are considered, resulting in well-rounded and engaging events.
- Collaborate with other groups: Event collab requests appear in pending events. An admin can accept or decline any collab request, right from Heylo.
Everyone on Heylo can quickly access their events from the “my events” button. It is on the top right of Heylo with a calendar icon.
All events signed up or checked-in appear under “my events”. They are sorted chronologically by upcoming and past events. Tapping on an event will open that event with all the details of the associated event, like checking-in and navigation.
30 minutes before the event, all attendees are asked to check-in. A check-in confirms they are indeed attending or present at the event. Admins and hosts can also take attendance and add or edit any member’s check-in. Attendance is pre-populated with attendees and check-ins, and it is synced real time so multiple hosts can take attendance at once.
Heylo ensures all members have access to the key information to join events. When hosts create a new event or edit an existing one, they can save it silently or announce it to the group.
Canceled events are communicated across all channels. Deleted events are reserved for mistakes and are quietly removed.
When an event is created or updated, members can see through several methodologies to ensure no one misses critical info:
- Event badges: When new events are published within your group, Heylo uses event badges to draw attention to them. On the events tab, new events are marked with a "new" badge, indicating that they are recently added. Once a member has viewed the event, the "new" badge is removed. The events tab also provides a count of new events, making it easy to stay updated on the latest additions to your group's event calendar.
- Notification center: Every person on Heylo has a personal notification center located at the top of the app or desktop interface. This centralized hub serves as a summary of new activities within the group. When there is recent activity, such as new or updated events, the notification center receives a badge notification. This feature ensures that people can quickly access the latest information about events without having to navigate through various sections of the app.
- Email: Everyone who signed up for the group AND members invited by email but has not signed up yet will receive an email notification about a new event at the discretion of the host.
- Push notification: If the member has signed up and installed the mobile app with push notifications enabled, they will receive a push notification when a new event is created.
Host and admin reminders
Members with the mobile app installed can receive push notification reminders. 24 hours before the event, and then 30 minutes before the event, attendees receive a push notification reminding them of the event.
Every Sunday, all events in the group are aggregated into an automatically generated email newsletter. It is distributed automatically on Sunday afternoon to all signed-up group members as well as invited members by email. Members can control email settings or unsubscribe anytime, and admins can turn off the newsletter via the admin settings.
Admins can receive a draft of the email newsletter in the admin settings by selecting “newsletter” and then “preview.”
The email newsletter contains key information about upcoming events to entice members to sign up, including:
- Preview of attendees
- Action button to sign-up
Selecting the sign-up button will bring the member to the event page, where they can sign-up in one tap (or create an account and sign-up in two taps).
Every event has a dynamic event page. It can be indexed on Google and search engines as well. When indexed by Google, it is listed in the special Google Events Search and brings new prospective members to the group.
To index group events in Google search, set the Visibility under the Permissions settings to Public.
Alternatively, if the event is Members Only, it is not shown on the group page, not indexed by Google or search engines, and remains private to all members in the group. No one can join the event without being explicitly invited or existing members of the group.
For larger events that extend beyond existing members, use a Heylo event to bring everyone together. Members and non-members alike can sign up in the same place.
If Sign Up Access is set to “Event only”, anyone with the link can sign up for your event without needing to sign up for the group. If the group has a waiver, they are also asked to complete the waiver. Non-members can access the full event details and join the event chat as well. They are listed as Guests on the attendee list.
Events are the most popular way to grow a group! Every event has a dedicated invite link, personalized by the sender. The invite link can be copied, or shared via the same methodologies as a group invite.
When a recipient opens the link, they see not only the event basics but the profile of who invited them as well. Personalization increases conversion and drives more attendance and engagement around the event.
On Heylo, there are two ways to help attendees find an event location.
Add a location for navigation
First, a map location can be added to an event. It is a specific latitude/longitude location that is integrated with mapping services for easy directions and navigation. When creating an event, search for the specific location from the location search box.
Some events require even more specificity. Navigating to "Central Park" can be misleading! To select a more specific location on Google Maps, copy the "Plus Code", and paste the Plus Code into the location input in the Heylo event.
- To get a Plus Code, open the Google Maps app or https://plus.codes/map
- Select the desired location
- Copy the Plus Code at the bottom of the screen
- Paste the Plus Code in the Heylo location input
Add a location detail
Additionally, hosts can also add a note on location. The extra context can help a member navigate to the event. For example, when a group meets in a restaurant, the host can designate the “table upstairs to the left”. The label is appended to the front of the event address for everyone to see.
Using both location fields cuts down on duplicative questions for hosts about where to actually meet.
Every event on Heylo can have a video link. The link is only visible to attendees 30 minutes before the event starts, and is not accessible to attendees after the event ends. Hiding the link helps keep it secure for future use and reduces spammers. Furthermore, if a host needs to change a link before an event, they can do so without attendee confusion on which link is correct.
Heylo supports all time zones across the world. When creating an event, hosts can designate the time zone when they set the time. Time zones are personalized by attendees depending on the time of their local device. So, if an event is set in the Eastern time zone, and a member is traveling on the west coast, that member will see the event in west coast time with the correct time and date. Time zones on Heylo ensure everyone, no matter where they are, can show up to the right place at the right time.
When a member signs up for an event, they can choose to add the event to their personal calendar. The name, day, time, and duration are passed to their personal calendar, with a link back to Heylo to check more details. Add to calendar is only available on the mobile app, and the operating system must have calendar permissions.
After an event is added to the calendar, it does not stay automatically synced.
If your group has many events, search can help filter the list. Search runs across the name of the event. If you are looking for the Sunday BBQ, you can search “BBQ” and all the events with that name, including the Sunday BBQ, will appear.
Calendar view navigates to events on a specific day. With calendar view, you can easily scroll back or forward in time.
At the top of the events tab, there’s a view for navigating events. Toggle to the calendar icon, and a scroll navigation will appear to filter only events on that specific day.
For membership groups, priority access can be granted to provide certain group members special access to certain events. When enabled, the members in the membership tiers set with priority access can interact with the event before the remaining members.
Priority access can be used to provide benefits to a membership including:
- Early sign-up: If an event is popular and has a size limit and waitlist, priority access members can sign-up and secure their spot before it becomes available to the broader members.
- Exclusive events: Priority access can also create exclusive events for priority access members only. This could be reserved for VIPs, special guests, or members of specific organizations or communities. The event remains visible to all members, but only priority access members can sign-up.
Events with priority access enabled can still be viewed by all members; however, the action button to sign up for the event is locked. To unlock it, they can sign up for the appropriate priority access membership.
Certain events may need a maximum number of participants. Events at a venue with limited seating or a sports game with a certain number of players, need a limit on the event size.
With a Heylo event, an admin or host can set a participation limit to the event. Attendees can sign up on a first come first serve basis, and everyone in the “going” count is added toward the size limit. The size limit does not include hosts.
Once the size limit is reached, anyone over the limit is added to a waitlist and the event chat. If someone in the “going” list can no longer attend and changes their sign-up status, the next member is added to the “going” list and automatically notified by push notification in the mobile app and email as well. The waitlist is visible to everyone so popular events remain transparent and fair.
Waitlist size caps can be edited anytime after an event is published (but before the event starts). Waitlists are automatically updated. For example, if there is an event with a 20-person cap and 10 on the waitlist, and the cap moves to 25, the first 5 attendees can move up.
Any host or admin can adjust the waitlist order by selecting the attendee's name and adjusting the order. No one is notified of changes to the waitlist order.
Events on a regular cadence can be automatically scheduled on Heylo with recurring events. Recurring events have the same event information such as name and photo, but the date automatically updates per the recommended frequency.
On Heylo, recurring events do not populate more than two events out. For example, if there is a weekly recurring event, a member only sees the upcoming week’s event and next week’s event. Listing events in perpetuity reduces the need to collect sign-ups and engage with other members around the event.
To set a recurring event, toggle the recurring button when creating a new event and select the frequency. Current frequencies include:
- Biweekly (every other week)
To make local edits to only one event, edit the most recent upcoming event. To make edits to all future recurring events, edit the furthest out event. That event will be used as the base event to replicate in the future.
For events with a longer cadence, like monthly or annually, duplicate a past event. Duplicating events keeps all the event information pre-populated, and the date and time can be updated as needed.
Heylo creates unique content for every event to share on social media and help promote the event. Heylo automatically creates event content with the correct date and time, and it can be accessed by anyone in the group, whether it’s members, hosts, or admins. Everyone gets high-quality content and can share it with their followers.
To get event content, tap the “Stories” button on your next event, and Heylo will automatically generate a photo or video with the upcoming event details. Content includes the event date, time, photo as well as the group name and logo. Choose between square and vertical formats so the content looks good on Reels, Stories, or any other platform. Event content can be shared directly to your Instagram (you can still make edits before posting), or it can be downloaded to the local camera roll.
24 hours before the event, event hosts will receive a reminder to post-event promos on their stories to get the word out about the upcoming event.
When members sign up for an event, the host can set a question or multiple questions to collect information about the attendee. The question is prompted right after signing up, and anyone can edit their response. Responses are saved in the event attendee list for all to see. Admins can export them to a spreadsheet as well.
Event hosts are asking questions that help them plan and engage their members:
- “Do you have any dietary restrictions?”
- “What’s your height”?
- “What’s your dog’s name?”
- “What’s your 1-mile pace?”
- “What’s your team name?”
With a question on your sign-up, Heylo helps get the responses.
Event collabs on Heylo empower groups to collaborate on an event together. Collabs allows groups to come together, pool their resources and efforts, and host big events that make a huge impact.
Groups who collab on an event in Heylo share the event across the groups. That means everyone gets one set of event details, one list of attendees, and one event chat to communicate. Hosts can rest assured that there is one surface to update and a centralized way to reach all attendees across all groups. Attendees can immediately meet other members of the group and use the same communication channel to connect with each other. There is no limit to the number of collab groups.
Here are a few examples of successful collabs on Heylo:
- Women on Wheels and Brothers on Bikes collab on regular social rides
- Midnight Runners, a global running group, hosted a collab event across all their groups and brought members from SF and Mexico to Los Angeles for a big anniversary
- Running groups across San Francisco organized one big run to celebrate global running day
To create a collab:
- Start by creating an event
- Toggle “collab” when creating an event and select a group to invite. If the group isn’t visible, send the group an invite.
- Publish the event, and the admins of the invited group will receive an email notification
- One of the admins can approve the collab request by responding to the email
- The event is automatically added to the group that accepted the collab
- That’s it! All members of both groups can sign up to one event, meet other attendees, and share logistics and photos after in one event chat.
Group admins can export event attendees of any event into a CSV file. The CSV file can be opened in Google Sheets, Microsoft Excel, or any other spreadsheet software.
The export includes export fields as well as any sign-up question they responded to.
To export a list of attendees, admins can select “export” from the edit menu option in the top right of any group event.
Like all aspects of the group, admins can control who can create and edit events in the permissions settings.
Collect money in advance with paid event tickets on Heylo.
Leaders have used paid events on Heylo to organize volleyball tournaments, running challenges, brunches, parties, and family picnics. Not only do the extra resources enhance the event experience, but payment in advance also reduces no-shows. Paid events hold everyone accountable and help members show up.
Furthermore, all events on Heylo, paid events are social. Members can see who is hosting and attending, and the event chat builds momentum before the event starts. Making group events social on Heylo typically increases payment volumes beyond leader expectations, especially when paid events are utilized in an active group.
On Heylo, leaders collect money anytime before the event. Members sign up with payment info, and then their payment info is billed at the designated event collection time. The timing can be controlled by setting a cancellation period as described below.
Payments are paid out automatically when money is received via the linked bank account. There is no waiting for a manual payout or after the event ends. Hosts often need the money in advance of the event, anyways!
Creating a paid event
To create a paid event, start by creating an event and toggle on the ticket price. Ticket prices show hosts both before and after platform and processing fees. Fees are not passed on to the member to maintain professionalism for the event.
A bank account must be linked in order for the paid event to be published.
Cancellation period and refunds
The host of the event can determine the cancellation period for the event. The cancellation period sets when the payment is collected. For example, if an event is at 6:00 pm with a 12-hour cancellation period, payments from signed-up attendees will be collected at 6:00 am that same day. To collect payment immediately, set a payment cancellation period greater than the time to sign up for the event.
A member can change their event sign-up any time before the cancellation period without charge. After the cancellation period, sign-ups cannot be changed and the event becomes non-refundable. Anyone who signs up after the cancellation period is charged immediately. If there is an issue with refunds during this period, get in touch with the Heylo team.
By default, events have a 12-hour cancellation policy prior to the start of the event.
Early bird tickets and changing event price
Event hosts can change the price of the event over time. Members are charged for the price at the moment in which they sign up which gives the host ultimate control over event pricing.
For example, if a host wants to encourage early sign-ups, they can use an early bird pricing structure. The event can start at $10 per ticket, and then increase to $20 at the host's discretion. Anyone who signs up at $10 is charged $10 no matter the cancellation policy.
Once an attendee signs up for a paid event, an admin can adjust the price for that specific person on an individual basis until the cancellation period expires.
Signing up for a paid event
When a member signs up for a paid event, they must have valid payment info for their account. A preauthorization charge confirms their payment amount. Thereafter, their card is charged in accordance with the payment terms of the event.
Paid events are the ultimate way to ensure attendance and deliver a great experience for members.