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Create and Promote School Events in Minga

How do I create, manage, and promote upcoming events for my school community?

Every event at your school can be added to Minga so that it is shared directly with every student, teacher, and parent through their personalized Minga Calendar. This guide will help you create event listings, promote them on the home feed, and invite specific guests to ensure your school activities like games, rallies, or assemblies, are well-attended and celebrated.

Permission Level Required: Owner | Manager | Teacher | Staff

In this article:

Creating an Event in Minga

You can add any school event to Minga—from "School Colors Day" to "Prom"—to ensure it appears on the Event Calendar for your Students and Staff.

Step-by-step Guide to Creating an Event

  1. Navigate to the Events tab in the main menu or click Add Post on the main feed and select Event.

  2. Click the Create event button.

  3. Enter your event details:
    a. Select a Banner Image: pick from the suggested images or upload your own.
    b. Enter the Event Title, Event Description, Hosted by, Location, and Category fields.
    c. Optional: Enter a points value under Points awarded to attendees to automatically assign a point to users when they check into the event.
    d. Enter the Start Date, End Date, and Times.

    e.Toggle This is a ticketed event to ON if this is an event that requires a ticket purchase. You can provide a link to an online ticketing system or mention where tickets can be purchased in person.

  4. Select the Date and Time of your Event. Use Add additional days for recurring events or events that span multiple days.

  5. Review your Event Settings to enable features like:
    • Track event engagement: This gives invitees the option to select Going, Maybe, or Can't Go on the event invite.
    • Enable self check in: This allows students to scan a QR code (available after the event is created) from their MyTools> Self-Check in to check into the event without needing to be scanned by a Teacher or Staff member.
    • Restrict check in to one per user: Only allows one check-in per user per even.

  6. Select Preview to ensure every detail looks perfect before publishing.

  7. Under Advanced Publish Settings select the date you would like the Event to be appear in the Main Feed. Events will automatically publish 7 days before the event is scheduled to start.

  8. Toggle Pin this post? to ON and select the number of days (maximum of 7) you want the Event to be "pinned" to the top of the Main Feed.

  9. Select Publish to create your Event.

Viewing and Filtering Events

The Events section helps you view all events and activities happening on campus in one place. You can choose between Calendar view for date-based browsing and List view for a chronological feed with more event details. You will also learn how to filter events by group and by RSVP status so you can focus on what matters to you. This feature is especially useful for students and staff who need a quick way to track upcoming activities, invitations, and attendance plans.

Step-by-step Guide on Viewing and Filtering Events

  1. Open Events from your main navigation.

  2. Select Calendar view or List view.

  3. Click the Settings gear icon to adjust view options.

  4. Use Show by Groups and quick filters to narrow the event list.

You can view and navigate events in Calendar view by selecting the calendar layout, moving between time periods with arrows beside the date, and using calendar settings and group filters to control what appears.

Step-by-step Guide to using Calendar view

  1. Open Events and select Calendar view.

  2. Review Event colors by category.

  3. Use the left and right arrows beside the date to change time periods.

  4. Click the Settings gear icon to open Calendar settings.

  5. Set your Calendar settings options
    • You can choose Week or Month to control the calendar layout.
    • You can turn Include weekends on or off to show or hide Saturdays and Sundays.

  6. Use Show by Groups to filter events by a specific group
    • You can open the Show by Groups dropdown and select a group to show only events associated with that group.

  7. Click Apply to save your Calendar view settings.
    • Your selected view and filters remain active after you apply them.

  8. Click Go to today to return to the current day.
    • The Go to today button jumps back to today’s date even if you are browsing past or future dates.
    ​

You can view and manage events in List view by browsing events in chronological order, reviewing event details like banners and tickets, and responding to events from the list.

Step-by-step Guide to using List view

  1. Open Events and select List view.
    • Events appear in chronological order instead of on a calendar grid.

  2. Review event details shown in the list.
    • Each event includes additional details such as the event banner, spirit points, and tickets (when those features are included on the event).

  3. Respond to an Event to indicate attendance.
    • You can respond in List view so the organizer can see whether you plan to attend.

  4. Use Quick filter to filter events by RSVP status.
    • You can open the Quick filter dropdown and select one status to narrow the list:
    a. My Events: You can view events you created or manage.
    b. nvited to: You can view events where you have an invitation.
    c. Maybe: You can view events you marked as tentative.
    d. Going: You can view events you plan to attend.
    e. Can’t go: You can view events you declined.

  5. Click the Settings gear icon to open Event list settings.
    • The gear icon is on the right side of the list view and opens list-specific filters.

  6. Select Past or Upcoming entries in Event list settings.
    • You can filter the list to show only past events or only upcoming events.

  7. Use Show by Groups to filter the list by a specific group
    • You can select a group from the Show by Groups dropdown to view only events tied to that group.

  8. Click Apply to save your List view settings
    • Your list filters remain active after you apply them.

Good to know: Quick filter changes what you see based on RSVP status, while Show by Groups changes what you see based on group association, so using both at the same time can narrow results significantly.

How do you decide between Calendar view and List view in Events?

You can decide between Calendar view and List view by using Calendar view for date-based planning and using List view when you want more details and faster RSVP filtering.

View

Best for

What You Can Do

Available to

Calendar view

Planning by date and category

You can browse by time period, adjust Calendar settings, filter with Show by Groups, and jump with Go to today.

Everyone

List view

Reviewing details and RSVPs

You can see event details, respond to events, filter by RSVP using Quick filter, and filter by Past or Upcoming.

Everyone

Editing or Canceling Events

Editing an event

  • Click on the event listing from the Home Feed or Events Page.

  • Click the three-dot menu and select Edit to make any changes to the event details.

Deleting an event

  • From the same three-dot menu, select Delete to remove the event from your system.

Important: Deleted events cannot be recovered, so make sure this is the action you want to take.

Promoting Events on the Main Feed

You can boost event attendance by creating promotional posts that appear on the Minga home feed before the event begins.

Step-by-step Guide to Promoting Your Event

  1. Understand the timeline: Your event listing is automatically posted to the main feed 7 days before the event occurs.

  2. Create additional reminders: Click Add Post to create manual reminders for ticket sales or general awareness.

  3. Schedule in advance: Use the Advanced Publish Settings to set a specific Publish time so your promotion goes live exactly when you want it.

  4. Increase visibility: Toggle Pin this post? to lock the promotion to the top of the home feed for a set number of days.

  5. Set permissions: Choose which roles (e.g., Students, Teachers, Parents) are allowed to comment on your promotional post.

For an in-depth walkthrough on posting to your Main Feed, check out our guide here:

Inviting Students and Groups

Inviting guests sends a direct notification to selected members of your Minga community so they know about an upcoming campus event. You’ll learn how to find the invite tools, select guests using search and filters, and confirm that invites were sent. This feature is especially useful when you want to drive participation and monitor RSVP activity in one place.

Step-by-step Guide to Inviting Guests

  1. Open the event in Events.

  2. In the Event Management console, click Invited to open the People Selector menu.

  3. Add guests by using the following methods:

    • Add guests by typing their Name, ID number, or email address in the search field.

    • Upload a CSV file (containing the guests user ID or email address) to bulk upload guests.

    • Filter results by Group, User List, Grade, or Role.

  4. After selecting all intended guests, click Invite to send them a direct notification.

  5. Confirm invites and track responses in Responded

    • Confirm that the invite send action completed (the console indicates invites were sent).

    • Stay in the same section to view the list labeled Responded, which shows invited guests and their responses.

    • Use the Responded list as your real-time headcount.

When an invited Student logs into Minga, they will get a notification that they have been invited to an event and can then mark their intent to attend:

Managing Ticketed Events

Managing school events requires coordination, especially when tracking paid tickets and outside guests

Setting up a Ticketed Event

You can make any Minga event a ticketed event to track paid entry and provide purchasing links to your students.

Step-by-step Guide to Creating a Ticketed Event

  1. Navigate to the Events section.

  2. Create a new event by clicking Create Event, or edit an existing one by right-clicking the event and selecting Edit.

  3. Locate the toggle labeled This is a ticketed event and switch it to ON.

  4. Enter the Ticket price.

  5. Choose your purchase methods:

    • In-person purchase: Toggle this to ON and provide instructions on how/ where to purchase tickets.

    • Online purchase: Toggle this to ON if guests will purchase their tickets online (and provide a Ticket purchase URL) or through our partners at Omella.

  6. Click Preview or Save to update the event.

Managing the Advanced Ticket List

You can tell Minga who has purchased tickets by uploading an Advanced Ticket List spreadsheet before the event starts.

Step-by-step Guide to Uploading an Advanced Ticket List

  1. Download or create an Excel file containing your ticket holders.

  2. Ensure your spreadsheet follows these formatting rules:

    • Student ID Number or Email Address is required to identify the student.

    • If a student has a non-student guest, place the guest's name in a separate Guest column.

    • Use one column per guest (e.g., Guest 1, Guest 2); do not put multiple names in one cell.

  3. From the Event Management console, click the Tickets icon (labeled Have Tickets).

  4. Click Upload Advanced Ticket List and select your Excel file.

  5. Map your spreadsheet columns to Minga headers:

    • Select Student Number or Email for the identification columns.

    • Select Guest for any columns containing guest names.

    • Select (Ignore) for any data Minga does not need.

  6. Click the Arrow to finish the import.

Updating Your List and Deleting Attendees

You may need to periodically update your attendee list as more guests purchase tickets or can no longer attend the event. Re-uploading your Advanced Ticket List will update your attendee list with any additional ticket holders.

Step-by-step Guide to Updating your Attendee List

  1. Navigate to the event in Events from the main menu.

  2. Select the Tickets icon in the Event Manager Console.

  3. Click on the ellipses (three dots) in the top right corner.

  4. Select Upload Advanced Ticket List.

  5. Upload your updated file to add any ticket holders who were not on the original list.

Note: Any attendees you have removed from your ticket list spreadsheet WILL NOT be automatically removed.

Step-by-step Guide to Deleting an Attendee

  1. Navigate to the event in Events from the main menu.

  2. Select the Tickets icon in the Event Manager Console.

  3. Click on the ellipses (three dots) next to the attendees name.

  4. Select Delete Person.

Minga Best Practice: We recommend uploading your master list right before your event.

Adding a Ticket Holder

You can add individual or multiple ticket holders by searching by name or filtering your audience, similar to how you would send invites to Students.

Step-by-step Guide to Adding a Ticket Holder

  1. Navigate to the event in Events from the main menu.

  2. Select the Tickets icon in the Event Manager Console.

  3. Click Add Ticket Holder (if you have already uploaded an Advanced Ticket List, then you will need to scroll to the bottom of the ticket list).

  4. Add the ticket holder(s) through the following methods:
    • Add guests by typing their Name, ID number, or email address in the search field.

    • Upload a CSV file (containing the guests user ID or email address) to bulk upload guests.

    • Filter results by Group, User List, Grade, or Role.

  5. Select the users(s) and click Add.

Good to Know: This method will not allow you to add outside guests to the event, that can only be done by uploading a CSV or xlxs file with Upload Advanced Ticket List.

Downloading your Ticket List

Downloading a copy of your master list can be handy for reporting, sharing with other event organizers, or volunteers who may not have access to Minga.

Step-by-step Guide to Downloading the Ticket List

  1. Navigate to the event in Events from the main menu.

  2. Select the Tickets icon in the Event Manager Console.

  3. Click the ellipses (three dots) in the top right corner.

  4. Select Download Ticket List.

  5. The file will automatically download to your device.

Checking in Attendees

Note: The Check in tools for Events are only available to customers who have the Check in solution in their subscription.

You can check in your guests using a mobile device, a barcode scanner connected to a computer, or by allowing students to self-check-in.

Step-by- step Guide to Checking Attendees into an Event.

Mobile App Check-In

  1. Open the Minga App, go to Events, and select your event.

  2. Tap Check in on the Event Management console.

  3. Tap the Scan with camera icon.

  4. Scan the student's Digital ID barcode from their phone.

  5. If the student has guests, their names will appear; check the boxes for the guests present and click Confirm Check In.

Using a Barcode Scanner

  1. Connect your scanner to your computer and open the event in Minga.

  2. Click the Barcode scanner icon.

  3. Scan the physical or digital Student ID Card.

  4. The system will automatically confirm if the guest has a ticket.

Self Check-In

  • Students can check themselves in by navigating to My Tools > Self Check In and scanning a QR code you provide for the Event.

FAQs

How do I handle a student who arrives without a ticket?

You can manage students without tickets by scanning their ID; if the system shows NO TICKET, you can click Add Ticket & Check In if they pay at the door, or click Cancel to deny entry.

Can I delete an attendee from the ticket list?

You can delete an attendee by clicking the Tickets (Have Tickets) icon, clicking the three-dot menu next to the person's name, and selecting Delete Person.

What happens if a student's guest is not arriving at the same time?

You can check in the student separately by unchecking the box next to the guest's name during the initial scan; the guest can then be checked in manually later by providing the student's name.

How do I access the QR code for Students to scan for Self Check In?

Once you have published the event, the QR code will be visible in the event settings.

• Navigate to the event and click on the three dots next to the event creators name.
• Select Edit and scroll to the heading Event Settings.
• Expand the Event Settings Menu and under Enable Self Check in click View QR Code.
• Print the QR code and post it at the entrances of the event for easy student access
​

Resources

Related Articles
How to Launch Minga Successfully at Your School
Manage Event Ticketing and Attendee Lists
Set Up Your Minga Community
How to Export Event Attendance Lists in Minga
Event Check Ins in Minga
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