Events
The Events module allows you to create and manage events at Group and Zone levels. The published events are posted to the Global Feed on the Affinities 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.
To create an event click on the Create Event button and choose Create Event. This will open a New Event page.
- Event Name - Enter event name.
- ERG - 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.
- 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.
- 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.
- Private Event - If 'ON', the event will be hidden from Calendar and Group Feeds. By default it is OFF.
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
This action allows you to edit the draft event.
This action creates a copy of the selected draft event.
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.
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.
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.
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.
Add and manage event speakers. New speakers will require Admin approval.
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.
Volunteer request window.- 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.
Open an expense form for the event. Event information will auto populate into the expense form. Will be deducted from budget.
This action permanently deletes the event from the platform.
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.
This action allows you to edit the published event.
This action creates a copy of the selected published event.
This action enables the admin to send reminders to subsets of RSVP lists. A subject, message, and reminder message can be included.
- 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.
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.
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.
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.
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.
This allows the leader to download the RSVP list with a single click. It downloads a list of RSVPs in a CSV format.
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.
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.
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.
Add and manage event speakers. New speakers will require Admin approval.
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.
- Volunteer request window.
- 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.
Open an expense form for the event. Event information will auto populate into the expense form. Will be deducted from budget.
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.
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.
This action permanently deletes the event from the platform.
- 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
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.
