Happenee has two key concepts you need to understand right away: workspace and event. The workspace is your organization's central space — one account where all your events and contacts live. An event is a specific occasion you run inside the workspace — its own agenda, its own registration, its own communication. Understanding what belongs at the workspace level and what belongs at the event level will save you work across all your future events.
Be clear that all your events — past and upcoming — run under a single workspace.
Decide what makes sense to set once at the workspace level (GDPR, E-mail footer, Custom contact fields) and what belongs in an individual event's settings (registration, agenda, content).
Only then create your first event.
The workspace is the admin account that runs all your work in Happenee. Typically one organization owns one workspace — a company, an agency, a department. A workspace currently has one administrator (one login e-mail).
The following are shared across the workspace:
Contacts database — every person you have ever imported into Happenee lives as a contact in the workspace. They are not attached to a specific event. When you create a new event, you simply assign them to it.
Groups — groups (VIP, speakers, client segments) live at the workspace level and you can use them across events.
Custom contact fields — extensions of the standard contact details. A field you set up once carries over into every event.
Default GDPR and consent settings — the personal data processing template, plus consents beyond legitimate interest (marketing, photo publication, third parties) apply across every event.
Files — central document storage you can reference from any event.
Invoices — an overview of every invoice issued for the workspace, if you use Tickets.
E-mail and microsite footer — default text that carries over into every event.
An event is the individual event you organize — a conference, a company meeting, a workshop, a gala. It belongs to a workspace and inherits the shared elements above. At the same time, it has its own settings that apply only to it:
Basic information — name, date, time, time zone, type (In-Person, Virtual, Hybrid), primary language.
Registration form and Additional questions — these are stored with the event. A question you add to the form for the March conference does not affect the form for the September workshop.
Agenda, Speakers, Venue, Sponsors, Exhibitors — all content is specific to the event.
Microsite and attendee app — every event has its own microsite and its own data in the app.
Communication — Invitation and Confirmation e-mails, E-mail campaigns, Notifications.
Assigned attendees — contacts from the workspace are assigned to the event, but the contacts themselves remain in the workspace.
The clearest way to picture the relationship: the workspace is your company directory and rules, an event is a specific project.
A practical example:
In January you run a conference. You import 2,000 contacts into the workspace and assign 600 of them to the conference.
In May you run a client workshop. The contacts are already there — you just pick 120 of them and assign them to the workshop.
In September you have a company meeting. You assign maybe 80 people who attended the January conference.
You did not have to import any of these attendees three times. And their data — filled in during conference registration — stays in the workspace, enriching the contact's profile across every event.
Some things you set up once at the workspace level so you do not revisit them for every event:
GDPR template
Consents beyond legitimate interest (marketing, photos, third parties)
E-mail footer
Custom contact fields
Importing your standard contacts database and groups
Other things you set up inside the event:
Registration form and Additional questions (each event is different)
Content (Agenda, Speakers, Sponsors)
Communication and campaigns
Import contacts once into the workspace and then assign them to individual events. Happenee is designed for this way of working.
Custom contact fields belong to the workspace. They work across every event — that is their purpose. Information specific to a single event belongs in the Additional questions of the Registration form, not in Custom contact fields.
You set up GDPR once at the workspace level. For individual events, you only verify that it carries over correctly.
