Organize an event

Sign in to the main Hackways app and choose Create event. Add your host profile if you have not set one up. Use a name guests will recognize and an email address you control.

You can host a personal event or associate it with a Space you own. Event creation happens in the main app; the organizer workspace is where you manage events you have already created.

• Give it a specific name and a useful description: audience, programme, preparation and participation requirements.
• Set the start, end and event time zone. Check any field marked UTC carefully; the public page presents the schedule in the event time zone.
• Choose in person, online or hybrid. In-person and hybrid gatherings need a venue; online and hybrid gatherings need a secure joining link.
• Add a street address where it helps people arrive. Include accessibility, travel or arrival information in the description or FAQs.
• Add a contact page, FAQs and rewards information when relevant. State eligibility and conditions clearly.

You can personalize the cover, colour, style, font and light or dark theme. Use images you have permission to publish. A cover upload is complete only after the application confirms it; keep the form open and follow any recovery message if saving fails.

Direct registration

A place can be confirmed when the guest submits a valid form and capacity is available. You can allow guest registration without an account.

Approval

Guests sign in to apply. Their application waits for your review; submitting it does not reserve a place. Review applications in your guest list.

Capacity

Set a limit or leave it empty for no limit. Places already reserved cannot simply be removed by lowering the capacity.

Waiting list

For direct registration, you can enable a waiting list when the event fills up. Guests need an account to join. An offer is time limited and must be accepted before it expires.

Registration window

Optionally set when registration opens and closes. Joining also depends on the event's publication state, start time and available places.

Ask only for information you need. Registration questions support short and long answers, a single choice, checkbox, number, website and phone number fields. Mark genuinely necessary questions as required. Changing a question does not rewrite a guest's historical answer.

Save a draft while you are preparing, then publish when the details are ready. Public events can appear in Discover and their Space's public event list. Private events are shared by link and are left out of public discovery.

A private link is not an invitation-only access list. Anyone who has the link may be able to view the page and register under its settings. Avoid placing confidential information on an event page.

Open View event after saving and check the guest-facing title, schedule, venue and description. Share that event link with attendees.

Open an event in the organizer workspace to search guests, filter by registration or arrival status, and inspect individual details. A guest record includes their registration information and the answers they submitted.

Review pending applications and use the available status actions. Where status editing is offered, choose the new status, decide whether to notify the guest, and optionally add a message. Confirmed, checked-in or otherwise protected records may have different available actions.

Notifications are queued after a successful operation. A queued message is not proof that an email reached the recipient. Use the saved guest status as the source of truth and address any delivery problem separately.

Guest details and answers are private. Use them to administer the event and keep any copies you make secure.

Before the event, confirm the latest venue and joining arrangements with your team. Use the check-in tools in the event workspace to validate eligible tickets and record arrival.

A ticket can be checked in only once. If a manual check-in is needed, the organizer must provide the required reason. A pending application or waiting-list entry is not a confirmed ticket.

Plan a fallback for guests who cannot find their registration and for venue connectivity problems. Offline scanning is not part of the current check-in workflow.

Use the event editor to save supported changes. For schedule or location changes to a published event, use the notification option when appropriate. Review the save result before leaving the page; a failure keeps recoverable entries available for retry.

Pausing registration and cancelling an event have different consequences. A pause stops new registration without cancelling existing bookings. Cancelling an event closes registration, invalidates tickets and queues attendee notifications; review the confirmation carefully.

If another edit was saved in the meantime, follow the conflict message and reload the current version before trying again. Do not assume an unsaved preview is what guests see.

For an account or platform problem, visit Contact. For registration questions, the hosting FAQs provide more guidance.