Events

module overview the events module allows you to create and manage events at group docid 8gtqn7ofvnbnhzmpslsfb and zone docid 8gtqn7ofvnbnhzmpslsfb levels the published events are posted to the global feed on the affinities docid 8gtqn7ofvnbnhzmpslsfb homepage, in the calendar, and the events tab on the group page please note you may not see all the options listed for publishing or managing your event please contact us if there is an option listed here that you are interested in that isn't currently available to your organization the basics how to create an event to create an event click on the create event button and choose create event this will open a new event page new event form, part 1 new event form, part 2 event form fields event name enter event name erg create an event only in your group or group chapters collaborate across ergs and chapters choose erg(s) and chapters (if applicable) to collaborate with after event creation, select "request approval" from action button to send event approval to each group's leader(s) once all approvals are received, publish the event select chapters from channels or subgroups by default, everyone in all selected chapters and the selected channel and subgroup will receive a notification when publishing by email to only notify members of the selected chapter and subgroup, click the checkbox in the warning event date select event date start time select start time, am or pm, and choose time zone duration choose duration in hours and minutes multi day event if event spans multiple days, check the box for end date and time calendar block block participants' calendars once they confirm attendance default is on venue type choose venue type from drop down in person virtual in person & virtual other event venue for in person events, enter event location integrated with google maps for address information room or meeting point enter additional meeting area details address enter venue address; can be auto filled with google maps additional information enter further details about the venue (e g , dress code, parking information) to assist attendees web conference link for virtual events, enter meeting url from web conferencing software if conferencing integration is available, click associated software button to generate meeting url ensure your web conference link is entered into the web conference link area only if entered in other fields, attendance may not be correctly tabulated web conf details enter additional information for attendees to access the web conference, such as meeting ids or passwords participant limit toggle on to create a limited capacity event set maximum participation limit and waitlists here, with the option for unlimited capacity by default this is off for hybrid in person & online events, you can set participant limits by each attendance type if you do not have a limit for one attendance type, you can use the "mark as unlimited" option to allow for unlimited attendees in the following example, our in person participant limit is 100 with a 20 person waitlist; the online participant limit is unlimited therefore the mark as unlimited boxes are checked when a hybrid event is selected and participant limits are entered, invitees will be given a choice of how they would like to attend the event, whether in person or online as shown below enable check in toggle on to track attendance set to on by default virtual events attendance will be tracked automatically when a user clicks the meeting link from the calendar invitation in person events use the check in module from the action button to check attendees in, or present the associated qr code for self check in event contact contact information for the event defaults to the form completer's name can be changed event type select the most appropriate category for this event from a list defined in the admin panel description enter main invitation information here file attachment allows leads to attach up to 3 files with the event supported file formats for upload include pdf, xls, xlsx, ppt, pptx, doc, docx, png, jpeg, jpg public / private/private invite only event this controls who can see and rsvp to your event public available to all employees, regardless of erg membership viewable on global calendar, global feed, and group feed private available to be viewed and rsvped for only by those who have the event link not viewable on global calendar, global feed, or group feed private invite only available to be viewed and rsvped for only by those individuals who are specifically invited using the invite user feature click save draft to save and exit how to create an event series the create event button also gives an option to create an event series this opens the create event series window enter the name and description of the event series you can choose to allow users to join any number of events user can rsvp for any or all events in the series any number of non overlapping events, or user can rsvp for any events as long as they do not overlap eachother a single event only user can rsvp for only one event in the series you can choose to make the event private (no events are published to the calendar in private events) click the create button to create the event series once the event series is created, the event series window will open here you can create sub events within this event series the same way an event is created by clicking on the ‘add new event to series’ button how to publish a draft event edit this action allows you to edit the draft event clone this action creates a copy of the selected draft event email review this action allows the creator and other leaders to review the event via email before publishing clicking this opens an email review window where reviewers can be selected from a dropdown or their email addresses can be manually added a note for reviewers can also be included once submitted, the event is sent as an email only to the creator and selected users manage survey this action adds a pre or post event survey click create survey to add a survey in the example above, the post event survey has already been added once a survey is added, the create survey button will change to draft with view, edit, and activate options to activate the survey, click activate from the draft menu view approval status for events requiring approval, group leads can access real time approval status information from this menu option group leads will be able to see all of the event's information as well as a timeline of approval activity cancel approval request rescinds the approvasl request to allow for further editing publish this action brings up the publish event window to publish the event indicate where you would like the event to publish this platform only this will publish to the events tab email this will send emails as well as publishing to the platform indicate when you would like the event to publish now publishes the event immediately schedule for later allows user to select a future date and time for the event to be automatically published publish rsvp list this action item can be used to manage the visibility of the rsvp list for the event do not show any rsvp info at all hides all rsvp information from end users show only rsvp count displays only the number of rsvps received show rsvp count + rsvp avatars displays the number of rsvps received as well as the users' associated avatars show rsvp count + rsvp avatars + rsvp table displays the number of rsvps, the associated avatars, and the rsvp table with full rsvp information visible to all users manage event speakers add and manage event speakers new speakers will require admin approval manage volunteers this action allows volunteers to be added to an event the call for volunteers will be published along with the event invitation to manage volunteer requests click on the blue plus button to add volunteer types select volunteer types from the dropdown volunteer types can be defined in the admin panel enter in the number of volunteers needed enter a description of volunteers role and expectations enter in an optional cc email for a volunteer coordinator to manage event volunteers click blue plus button to add a volunteer manually search for the volunteer by typing in their name or email select the volunteer type click submit to add the volunteer to send a message to event volunteers click the blue envelope icon next to manage event volunteers select volunteer(s) to email from the dropdown enter in a subject and message click send email to send add expense entry open an expense form for the event event information will auto populate into the expense form will be deducted from budget export creates a json file that can be imported to another group to facilitate easy sharing of events across groups delete this action permanently deletes the event from the platform how to manage a published event pin event this action places the selected event at the top of the communications posted to the events tab it will remain at the top until unpin event is selected from the action menu edit this action allows you to edit the published event clone this action creates a copy of the selected published event send a reminder this action enables the admin to send reminders to subsets of rsvp lists a subject, message, and reminder message can be included invite user by email this action sends an invitation via email (up to 1,000 email addresses can be entered) use this option to send invitations for a private event by erg invitations can also be sent by erg erg members will be invited to the event get shareable link this action displays a direct link to the annoucement that can be shared with other users click "copy" to copy the link to your clipboard and paste into the desired area manage survey this action adds a pre or post event survey click create survey to add a survey in the example above, the post event survey has already been added once a survey is added, the create survey button will change to draft with view, edit, and activate options to activate the survey, click activate from the draft menu once activated, you will see the ability to view, deactivate, get shareable link and download responses choose view to see a preview of the survey deactivate will close the survey to further responses get shareable link will give you the direct link to the survey that can then be shared with your meeting attendees via reminder, post event follow up, direct email, or other communication options download responses will provide a spreadsheet summary of all responses to the survey publish rsvp list this action item can be used to manage the visibility of the rsvp list for the event do not show any rsvp info at all hides all rsvp information from end users show only rsvp count displays only the number of rsvps received show rsvp count + rsvp avatars displays the number of rsvps received as well as the users' associated avatars show rsvp count + rsvp avatars + rsvp table displays the number of rsvps, the associated avatars, and the rsvp table with full rsvp information visible to all users manage rsvp list this action allows leaders to set an rsvp close time, manage waitlists if participation limits are turned on, and view and update individual rsvps to close rsvps click update next to rsvp close time indicate whether the rsvps should close now, or choose a future date and time to add an rsvp click the +add rsvp button search for the user select their rsvp type to update an rsvp use the search function to locate the user to update under the action column, choose the new rsvp type from the dropdown managing limited capacity events when a participant limit is set, the waitlist can be managed automatically through the platform or by manually updating a user's rsvp selection using the manage rsvp feature when automatically handled, the first user on a waitlist will be added to an event if a participant removes the event/changes their rsvp but turning automatic management off, group leads would then be able to go in and manage the waitlist manually by updating users' rsvps download rsvp list this allows the leader to download the rsvp list with a single click it downloads a list of rsvps in a csv format check in this action checks in users for an in person event by clicking the 'check in' button next to each user the check in page offers a qr code option for attendees to check themselves in please note check in opens 15 minutes before the event starts analytics this action enables leaders to view a graphical representation of event participation an interactive interface where participation can be seen using a pie chart, doughnut, bar, or a scatter diagram this page gives a drill down option on the charts, and the admin can dig deeper to view detailed analysis event analytics email tracking allows user to see how many emails were sent out, how many unique recipients opened the email, and how many people clicked any associated links within the annoucement manage event speakers add and manage event speakers new speakers will require admin approval manage volunteers this action allows volunteers to be added to an event the call for volunteers will be published along with the event invitation to manage volunteer requests click on the blue plus button to add volunteer types select volunteer types from the dropdown volunteer types can be defined in the admin panel enter in the number of volunteers needed enter a description of volunteers role and expectations enter in an optional cc email for a volunteer coordinator to manage event volunteers click blue plus button to add a volunteer manually search for the volunteer by typing in their name or email select the volunteer type click submit to add the volunteer to send a message to event volunteers click the blue envelope icon next to manage event volunteers select volunteer(s) to email from the dropdown enter in a subject and message click send email to send add expense entry open an expense form for the event event information will auto populate into the expense form will be deducted from budget post event follow up after an event is completed, the option to post a note to all event attendees will appear under the action button upon clicking on post event follow up, you will be presented with a text box and simple editing ribbon allowing you to post your follow up text, add links, and add photos click add to add the follow up to the event add event recording link after an event is completed, the option to add an event recording link will appear upon clicking on add event recording link, you'll be presented with a window prompting you to enter in a link that points to your event recording (you will have to already have it hosted on an external site ) add an optional recording note and click "add" to add the recording to the event once the link has been added, you will be able to copy a shareable link that the system will generate this link will allow you to download and view a report of all users who have viewed the link click download report to see the report of users who have viewed the recording export creates a json file that can be imported to another group to facilitate easy sharing of events across groups cancel cancels the event and sends emails to those who have rsvped alerting them of the cancellation configuration options enable/disable events module enable/disable event check in enable/disable event speakers enable/disable rsvp link enable/disable email tracking enable/disable url tracking enable/disable analytics enable/disable event budgets enable/disable calendar location filter enable/disable photo disclaimer enable/disable photo disclaimer default set photo disclaimer enable/disable teams integration enable/disable google meet integration enable/disable zoom integration enable/disable require email review before publishing enable/disable approval before publishing enable/disable show events in global feed enable/disable event volunteers enable/disable event comments enable/disable event likes enable/disable show events in home feed enable/disable media upload in comments enable/disable event surveys enable/disable my events/submissions enable/disable custom fields logic enable/disable partner organizations enable/disable attachments reporting navigate to the reprts tab and locate the events reports event rsvp report shows event information by individual event report shows event information by event event speaker report displays a list of all event speakers that have been entered into the platform event volunteer report displays a list of individuals who have volunteered for events within your group