Event FAQs

Read time: < 1 minute | Your one-stop shop for help with running events in Gecko.

Jonny Richardson avatar
Written by Jonny Richardson
Updated over a week ago

This page is a handy one to bookmark for running brilliant events in Gecko every single time!

Initial setup

Here are some helpful things to know if you're new to Gecko or want to get to grips with some core functionality like making new users, managing integrations, or sending messages from Gecko.

πŸ”Ž Topic

πŸ”— Link

Events training (Admin)

Adding users

Contact fields





Day-to-day management

The topics below are helpful on a more day-to-day basis for running successful events!

πŸ”Ž Topic

πŸ”— Link

Speedy Visit training (Users)

Visit app (Full training)

Sharing your events

Event types


Importing into Gecko




Some common issues people run into when running events. Need help finding the answer to your question? Reach out to us for support. Have a question in mind that isn't listed? Drop us a line here!

πŸ”Ž Q: How can I pull session-specific info (title, start time, etc.) into my emails and texts?

Communicating with students who have registered for multiple sessions can be tricky. The good news is that Gecko makes it easy to send session-specific information to students.

In the example below, we'll cover how to pull the session title into your email/text message and how to trigger a new email for each session the student joins.

Step 1: Create your email/SMS template

Navigate to Settings > Email & SMS Templates and create your template.

Use the table below to find the right tag for you based on how information you're looking to include in your message. A full list of additional Gecko's template tags can be found here.

Template tag




Pulls the overall event title, session title, session start date/time, and end time.

Gecko University Visit Day: Tuition & Financial Aid: 13 Jun 2023 11:00 AM - 12:00 PM


Pulls the session title only.

Tuition & Financial Aid


Pulls the session start date/time only.

13 Jun 2023 11:00 AM


Pulls the details on all of the student's booked sessions within the event.

Gecko University Visit Day:

International Student Orientation
13 Jun 2023 9:00 AM - 10:00 AM - Registered
- United Kingdom

Tuition & Financial Aid: 13 Jun 2023 11:00 AM - 12:00 PM

Step 2: Setting up your workflow

With your template built, navigate to your event. Head to Workflows and add a new workflow. In the Conditions section, click the name of your event. Switch Equals with Is in. This subtle change will tell Gecko that the tags in your email should reference the session-specific information instead of the top-level event information!

In the Actions section, set up an action to send your email/text template (need a hand with this? Check out our guide!). Finally, save your changes.

And that's it! Your workflow should now send a personalized email to the student including the details on the session(s) they've registered for.

πŸ”Ž Q: How do I restore deleted events?

Accidentally deleted events can be restored by going to Events > Deleted Events. Find the event you want to restore, click the cog Action icon, and select Restore Event.

When an event is restored, all entities associated with the event at the time of deletion (sessions, session times workflows, attendees) will be restored.

Restored workflows will follow the behaviors below:

  • Scheduled and has passed time > the workflow will not trigger again.

  • Scheduled and not passed time > These workflows will trigger when the scheduled time is met.

  • Immediate workflows will not be re-run for any restored attendees.

  • Immediate workflows will continue to work as expected for new attendees.

  • Relative Workflow and has passed time > the workflow will not trigger again.

  • Relative and not passed time > the workflows will trigger when the scheduled time is met.

Any questions? Start a live chat with a support team member, or feel free to explore the rest of our academy. Spotted an error or want to suggest a future article for the academy? Let us know here.

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