Skip to content
WYA User Guides

Create an event

Use this guide when you represent a WYA school or teacher and want to publish a training, workshop, retreat, or other event.

Before you start

Section titled “Before you start”

You need:

  • a WYA account and an active signed-in session;
  • a school profile or teacher profile owned by that account; and
  • the event dates, price and currency, contact details, format, and event content.

The current editor shows A school or teacher profile is required before creating an event. when neither profile is available. Use School Registration or Teacher Registration on the current site, or the matching registration flow on production, before returning to the editor. A teacher organizer is valid; the current editor is not limited to schools.

New staging website

Section titled “New staging website”

Open Add event on staging, or sign in through Login and use your profile menu. The current menu exposes School Registration, Teacher Registration, Event Bookings, and Event payouts. From an owned event page, the owner action is Add event or Manage event depending on the screen.

The editor displays four numbered steps:

  1. Basic information
  2. Student programs
  3. Media
  4. Facilities

Complete each step with Next step. Use Previous step to go back. The page keeps your entered selections until you leave it.

1. Basic information

Section titled “1. Basic information”

Complete the fields shown in this step:

Visible label What to enter
Subject The event title participants will see.
Currency The currency used for the event price.
Price A non-negative amount with at most two decimal places.
Registration limit The maximum participant count, or 0 when the event is not capped.
Start date / Start time When the event begins.
End date / End time When the event ends. The end date cannot be before the start date. If both dates are the same, the end time must be later.
Description The main event description. The current editor requires non-empty text even if an editor contains HTML markup.
What to do in free time Optional participant information.
Status Choose Draft while preparing, or Publish when the event is ready for review.
Address The event address.
Region The region or state used with the address.
Email The event contact email.
Phone number The event contact phone number.

WYA starts a new event as inactive and waiting for approval. Selecting Publish does not bypass administrator approval; the current interface says Published events are visible publicly after approval.

2. Student programs

Section titled “2. Student programs”

Use the program controls when the event accepts these student programs:

  • Allow EYEP — enter the related Student limit when enabled.
  • Allow CE — enter the related Student limit and Discounted price when enabled.

If a program is enabled without its required limit or price, WYA asks you to complete those fields before saving. If you do not offer a program, leave its control disabled.

3. Media

Section titled “3. Media”

The media step contains these areas and labels:

  • Image size mode: choose Default (16:9), Custom aspect ratio, or Custom pixel size.
  • Aspect width and Aspect height when a custom aspect ratio is used.
  • Gallery images and the image description controls. The page states The primary gallery image is the event cover.
  • Registered instructor: choose Select instructor, then Add registered instructor.
  • Custom instructor: enter Custom instructor name and Custom instructor biography, then use Add custom instructor.
  • Social media and online presence: enter any applicable Facebook URL, Twitter URL, Instagram URL, YouTube URL, LinkedIn URL, and TikTok URL.

Use Upload photo for an instructor photo when that control is shown. Use only URLs and media that your organization is allowed to publish.

4. Facilities

Section titled “4. Facilities”

First choose an Event format:

  • Online — enter Meeting URL and the online training highlights.
  • Studio — enter the studio training highlights and applicable Studio facilities.
  • Accommodation — complete Accommodation details, Check-in time, Check-out time, and the applicable Accommodation facilities.

You can also use Notes, Highlight this facility, Training options, Custom options, Option name, Option description, and Add custom option when they apply.

Save and check the result

Section titled “Save and check the result”

On the last step select Save event. While the request is running the button reads Saving.... A successful create opens the saved event in the edit route so that you can review the dates, format, cover image, instructors, facilities, and program options. The Event details saved. message is used after a successful edit.

If a related section cannot be confirmed, the current editor keeps the draft and shows a message like Your draft was created, but we could not confirm that saving {stage} finished. Open the draft to review it and finish saving. Use Open saved draft to review; do not submit a second create request before checking the event. If the result is uncertain, use Check my events first. This protects against duplicate events.

Common current-interface messages include:

  • Please enter an event description.
  • The end date must be on or after the start date.
  • End time must be after start time when the dates are the same.
  • Wait for the event choices to load, or retry the failed section.
  • The event could not be saved.

Production website

Section titled “Production website”

Open Add Event on production after signing in. The legacy profile menu has School Registration, Teacher Registration, and Event Bookings. A school or teacher profile must be associated with the account before the owner flow can save an event.

The legacy page heading is Add Event, with these four steps:

  1. Basic Information
  2. Programs
  3. Media & Content
  4. Facilities

The labels confirmed on the live production first step are Subject*, Start Date & Time*, End Date & Time*, Currency, Price*, Description*, Address*, and Email*. Complete any other required fields that the page shows as you continue. On Programs, use the visible Allow EYEP and Allow CE controls; when either is selected, complete the related fields that appear on the page. The production page may present additional fields, so use only labels that are actually shown.

On the first tab choose Next. Later tabs provide Previous and Next; the final tab shows Save, which changes to Saving... while it runs. A successful save shows Successfully saved data and opens the event detail page. A partial detail failure shows Event saved but some details failed to save; review the event before trying the missing section again. A general failure shows Unsuccessfully saved data.

Saving an event does not guarantee immediate public visibility. Follow any approval or status message shown after saving.

Section titled “Production and staging links at a glance”

These links open the corresponding application pages. Sign-in, a school or teacher profile, and event approval are required before protected results appear.