# Run an event

Create an event, put your team on it, and RareMachine files the leads they capture under it while it is live.

Updated 27 Oct 2026 · Admin

## What you'll need

- An owner or admin account.
- The teammates who will capture leads at the event.

  1. **Open Events and choose Create event**
   In **Events**, choose **Create event** at the top right.

       [Image: The Events list with the Create event button highlighted at the top right]

  2. **Fill in the event**
   Enter a **Name**, choose **Starts** and **Ends**, and add a **Location**. Every event has a tag, so either pick an **Existing event tag** or type a **New event tag**. The box **Send WhatsApp connection message to new leads** is ticked by default. Then choose **Create event**.

       **Note:** A tag name can use letters, numbers, spaces and these characters: &, apostrophe, colon, parentheses and %. A hyphen is not allowed.

  3. **Add your team**
   Open the event, then choose **Add teammates**, tick the people who will capture leads and choose **Add to event**.

       [Image: An event page with the Add teammates button highlighted above the team table]

       **Tip:** An event with nobody on its team attaches no leads. The event page says so until you add someone.

  4. **Check the status**
   The status reads **Scheduled** until the start time, then **Live**. To begin early, choose **Start now** in the Events list.

       [Image: The Events list with the Start now button highlighted on the scheduled event]

  5. **Capture leads as usual**
   Your team scans cards and sends notes the way they always do. While the event is live, each lead they capture is filed under it.

  6. **Follow the numbers**
   The event page shows **Leads**, **In CRM**, **Sync failed** and **Team**. Select **Leads** or **Sync failed** to open those captures.

       [Image: An event page with the row of Leads, In CRM, Sync failed and Team figures highlighted]

  7. **End the event**
   Choose **End event**, or let it end at its end time. In the Events list, a dialog asks you to confirm. New captures are no longer filed under it. To keep the leads, choose **Export CSV**.

       [Image: An event page with Export CSV and End event highlighted at the top right]

Result: the event shows as **Ended**, with every lead your team captured while it was live.

## Frequently asked questions

### Why did a lead not attach to my event?

A lead attaches when the teammate who captured it is on the event's team and the event is live at that moment. If nobody is on the team, the event page says so.

### Can teammates join an event themselves?

Only if the setting at the bottom of Events says Teammates can join events themselves. An admin can change it with Make it admin-only or Let teammates join.

### What does the WhatsApp connection message do?

When it is on, and a lead captured at the event has a valid phone number and the teammate who met them has a live card, RareMachine sends that person a WhatsApp message with the teammate's name, a link to save their contact and a link to RareMachine. An admin can switch it on or off on the event page, and the Team table shows how many each teammate has sent.

### Can I change an event after it starts?

No. The edit form says details lock once the event starts. You can still add teammates, export the leads and end the event.