Events

The Events feature in Beekeeper makes it easy to plan, share, and track company events—whether it's a training session, an all-hands meeting, or a team celebration. Global Admins can create and manage events, while employees can view and respond to invitations. This feature is available on both Web and Mobile for seamless access.

Creating an Event

1. Navigate to the Events section in the Toolbox.
2. Click on + Add Event.
3. Enter the event details:
   • Event Name
   • Start and End Date/Time
   • Event Venue (optional)
4. Click Save And Continue to proceed. Note: The event will not be visible immediately. Admins must first invite attendees before it appears to users.

Editing an Event

Admins can edit event details at any time. Keep in mind the following requirements:

• Title: Maximum 255 characters.
• Venue: Maximum 255 characters.
• Description: Supports the subset available in the controls at the top.
• Photo Upload: Follows the same requirements as Adding Streams. For details, see our Adding Streams article.

Inviting Attendees

After creating an event, you can invite specific users or groups:

1. Click on Edit Audience.
2. Choose Everyone, specific locations, groups or individuals.
3. Confirm your selection.

Newly added people will automatically receive an Instant Invite via chat with the event title and link.

Viewing Event Attendance

Admins can track RSVP responses in real time:

1. Open the event.
2. Click on Responses to see confirmed and declined attendees.

Permissions

Global Admins can:

• Edit event details at any time.
• Copy the event link to share via other channels.
• Track responses (Confirmed, Declined) from invitees.

Users invited to an event can:

• View event details on Web and Mobile.
• RSVP as attending or not attending.

Notifications & Reminders

Beekeeper ensures attendees stay informed through automated push notifications:

• Event Reminders (for confirmed attendees):
  • 24 hours before the event starts
• RSVP Reminders (for those who haven't responded):
  • 2 weeks before the event starts

Automations

With the Workflows feature, Admins can automate actions based on event responses. The event-based triggers "Event Accepted" and "Event Rejected" allow you to create automated flows. For example:

• Sending a follow-up form to attendees who accepted, to collect dietary restrictions or preferences.
• Notifying the HR team when an employee declines a mandatory training session.
• Sending a survey after the event to gather feedback and improve future events.
• Notifying managers when their direct reports RSVP to a mandatory company event.

This automation helps streamline event management and ensures all necessary actions are taken proactively.

Timezones

Events in Beekeeper respect timezones, but please note:

• If a user creates an event in Timezone A and another user in a Timezone B edits the event title or venue, the new timezone B is saved and will be used in the invites.
• This can result in unexpected timezone shifts for attendees. To avoid this, ensure that timezone consistency is maintained when editing events.

FAQs

Who can create events? Only Global Admins can create and manage events.

Can employees create their own events? No, but they can view and RSVP to events they are invited to.

Where can I see my RSVP status? Check the Events section in your Beekeeper app.

Why don't I see certain features? Some features may not be available on your current plan. If you're missing functionality, please reach out to your account manager for more details on upgrading.