Events

36 min

Module Overview

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.

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 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.

The Manage Survey window

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.

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.

Add volunteer window.

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.