Skip to main content

Create A New Event Using Your Organization's Subscription

Learn how Organization Administrators create new events covered by their organization's subscription plan, and how to invite someone else to create one.

Your organization's subscription plan covers every event your organization runs. Organization Administrators create new events directly from the organization's Billing tab.

Before You Start

  • You must be an Organization Administrator of the organization the event belongs to.

  • Your organization must be on an organization subscription plan.

  • Your plan must have an event available. See Check Your Event Capacity below.

NOTES: Organizations on an organization subscription plan have a Billing tab in the Manage Organizations screen. If you see a Licenses tab instead, your organization still uses individual event licenses. Please note that as of 2026-08-24, events are currently being migrated to our new Organization-based billing model over the following 1-week period.

Open Your Organization's Billing Tab

  1. Go to app.clearevent.com and sign in to ClearEvent.

  2. Click the dropdown menu (top right) and click Manage Organizations.

  3. Click your organization in the list to open it.

  4. Click the Billing tab.

Manage Organization > Billing tab

Check Your Event Capacity

On the Billing tab, the Events row shows how many events you are using and how many your plan includes, for example "2 of 5 event(s) used". Plans with no event limit show "no limit on your plan".

Only current events count toward your plan. Archived and deleted events do not.

Create A New Event

  1. On the Billing tab, click Create New Event.

  2. Fill in your event details: Event Name, start and end dates, time zone, and currency.

  3. Optionally, pick an existing event in the Copy From list to use it as a template for the new event.

  4. Click the NEXT button, review the event summary, then click CREATE EVENT.

Your event is created against your organization's subscription, so there is no plan to choose and no payment step. You become the Event Owner of the new event, and the Event Manager App opens on your new Event Dashboard.

📝NOTES:

  • The Copy From list appears when your plan includes more than one event, and shows events that you are an Event Owner or Event Administrator of.

  • If your new event uses a different currency than the event you copy from, check that your connected Stripe account can accept the new currency, otherwise Stripe may charge exchange rate fees.

Invite Someone Else To Create The Event

Use an invite when the person who will run the event should own it. They create the event themselves, and it is still covered by your organization's subscription.

  1. On the Billing tab, click Create New Event by Invite.

  2. Enter the person's email address and click Send Invite.

  3. They receive an email with a link that takes them straight to the event details form.

Good to know about invites:

  • An invite is good for one event and expires after 14 days.

  • The link only works for the email address you sent it to. If the invitee is new to ClearEvent, they create their ClearEvent Account first.

  • The invitee becomes the Event Owner of the event they create. They do not become an Organization Administrator and cannot create any further events.

  • The event counts toward your plan's event capacity as soon as it is created.

Manage Pending Invites

Invites that have not been used yet are listed under Pending Invites on the Billing tab, with the email address and expiry date for each one.

Action

What it does

Copy Link

Copies the invite link to your clipboard so you can send it yourself, for example in a chat message.

Resend

Emails the invite again. The link stays the same and the expiry restarts, which is the quickest fix for an invite that has expired.

Revoke

Stops the invite working immediately. Use this if you sent it to the wrong person. You can always send a new invite afterwards.

When You Reach Your Event Limit

If your organization is already using every event your plan includes, both Create New Event and Create New Event by Invite show an Event Limit Reached message instead of continuing. You have three options:

  1. Roll over an event you have finished to run it again, which does not use another event from your plan. See Rollover: Running Your Event Again.

  2. Delete an event you no longer need. Deleted events stop counting toward your plan. Need to remove an event from your plan permanently? Chat with us and we'll take care of it for you.

  3. Upgrade your plan to include more events. Click Manage Organization Billing on the Billing tab to open the secure billing portal.

💡TIPS: Running the same event again each year? The Rollover feature is almost always what you want. It keeps your event's setup and history and does not use up another event from your plan.

Questions about creating events for your organization? Chat with us!

Related Articles
Did this answer your question?