Event visibility and registration controls reference

This page describes the two independent controls that govern who can see an event and whether they can register. Both are on the Overview tab of each event.

To change either setting, go to the how-to: Publish an event.

Visibility

Visibility controls who can see the event on calendar and event list pages.

Visibility value	Who can see the event
Admin only	Only organization admins. Members and the public cannot see the event anywhere. This is the default for new events.
Restricted	Members only. The audience rules (see below) decide who can register and whether members who don’t match can still see the event. The event never appears on the public calendar. A restricted event with no rules is visible only to admins.
Public	Everyone, including people who are not members. The event appears on the public calendar.

Setting visibility to Admin only does not cancel the event or affect existing registrations — it only removes the event from member and public views.

Audience rules (Restricted events)

When Visibility is Restricted, an Audience section appears under it. Its rules decide which members can see the event and register.

Setting	What it does
Who sees this event	All members see it; only matching members can register — every member sees the event, and members who don’t match see it with a badge instead of a Register button (“Renew to register” if their membership has lapsed). Only matching members see it — hidden from everyone else — members who don’t match can’t see the event at all, and its link shows “Event not found”. This setting applies to every rule on the event.
Rule	Either Any active member, or a Level filter and Tag filter. A member matches a rule when their membership is active and they hold one of the selected levels and, if tags are selected, one of the selected tags. Each rule needs Any active member or at least one level or tag.
Add rule	Adds another rule. A member who matches any rule qualifies. Up to 10 rules per event.
Use a preset	Members only — all members see the event and any active member can register. Board or private group — only members with the tag you pick, and an active membership, can see the event; pair it with the Board category for a board calendar. Choosing a preset replaces the current rules.
Save audience	Saves the rules, together with a switch to Restricted (choosing Restricted isn’t saved until you select this). On a published event, a confirmation asks first, because members who don’t match lose access right away. Rules apply only while Visibility is Restricted; if you change Visibility, they’re kept but have no effect.

If you see “All audience rules must use the same ‘Who sees this event’ setting”, the saved rules were created outside this screen with mixed settings. Reload the page and save the rules again.

Allow registration

The Allow registration switch controls whether the registration flow is open. It is independent of visibility.

Allow registration	Effect
On	Members or the public (per visibility setting) can register for the event.
Off	The event is visible (per visibility) but registration is closed. The event page shows “Registration not open.”

Inconsistent-configuration warnings

MapleGather shows a warning banner on the Overview tab when the two settings are in a state that is unlikely to be intentional. Select the suggested action in the banner to resolve each case.

Configuration	Warning shown	Suggested action
Visibility is Public and Allow registration is off	“Public event with registration closed”	Open registration
Visibility is Public, Allow registration is on, and there are no ticket types	“No ticket types — registration cannot proceed”	Add ticket type
Visibility is Admin only and Allow registration is on	“Registration is open but the event is admin-only”	Make public
Visibility is Restricted and Allow registration is off	“Restricted event with registration closed”	Open registration

A Restricted event with no audience rules shows a separate warning in the Audience section: “Only admins can see this event. Restricted events need at least one audience rule before members can see them.” Select Add an audience rule to fix it.

Registration capacity

Separate from visibility and the Allow registration switch, you can set an overall Capacity on the Overview tab. When set:

pending_payment registrations count toward the capacity (they hold a spot during the payment window).
availableCapacity shown to members is the total capacity minus the current count including pending holds.
When capacity is reached, new registrations return a “Sold out” state. The Allow registration switch remains on but no new spots are available.