Events

the events tab, found in the content dropdown, allows group admin to create and manage events the process flow to create a draft event and then publish is similar to as explained in the announcements tab there are filters to view draft or published events; these also work exactly similar to announcements the initial view of events tab is shown in the following image creating events to create an event click on the ‘create event’ button and choose ‘create event ’ this will open a new event page which is shown in the following image event name – enter the event name in this field program if this is a collaborative event, choose the collaborating programs here event date – select the event date start time – select the start time, am or pm and also choose the correct time zone by clicking on the time zone link duration – choose the duration in hours and minutes multi day event if the event is set to take place over a number of days, check off the box to gain access to a box to input an end date calendar block – choose this option if you want to block the calendar of participants once they confirm attendance, this option is set to on by default venue type choose the venue type from the drop down, choose from in person, virtual, in person and virtual, and other venue/web conf link for in person events, enter the venue details and for virtual events enter web conf link address/web conference details for in person events enter address and for virtual event enter web conference details participant limit – toggle this to on in case you want to create a limited capacity event maximum participation limit for both in person events and virtual events can be set here, with the option for unlimited capacity by default this is set to off please see the image below for the participant limit enable check in toggle this to on in to automatically track attendance for a virtual event, please note that automatic check in will not work for in person events, leads can manually check in users from the event action button event contact – by default the event creator details that can be changed if required event type – select the event type for e g community events, recruiting events etc these event types can be changed and added by the platform admins description – enter the description of the event here file attachment this option allows leads to attach up to 3 files with the event, following file format are supported for upload only pdf, xls, xlsx, ppt, pptx, doc, docx, png, jpeg, jpg files are accepted private event if 'on', the event will be hidden from calendar and group feeds by default it is set to off other options this option provides users to add the company disclaimer to an event by checking this box custom reply to email to be used to set an email box for email replies to filter to once all the fields have been completed, click save draft and the event will be saved as a draft please note that similar to announcements the event is not published at this point and only saved as a draft creating event series the create event button also gives an option to create a folder to house events that are related this opens the create event series window as shown below enter the name and descriuption of the event series you can choose to restrict users to join either any number of events or a single event you can alson 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 see the following image to see the event series window publishing an event to publish the draft event select draft events from the filter, click on action menu against the event to be published and click publish from the ‘publish event’ window, select the checkbox to send email notification to intended recipients alternatively you can uncheck email to publish the event only on the platform once published the event will be shown in the published event list after 30 seconds managing published events once an event is published, select published events from the ‘filter by state’, this shows the list of all published events the action menu against each event gives several options as shown in the following image pin event – this action pins the event to the top on the affinities home as well as the event tab on the erg home edit – this action allows admin to edit a already published event and re publish it clone this action gives admin the convenience to create a draft of an already published event with one click, opens the create event window with all the detail already prefilled so that a draft can be created and published send a reminder – this action allows admin to send a reminder to the different categories of rsvp lists as shown in the following image a subject and a message can be included and an email reminder can be sent invite users – this action allows admin to send an invitation either by email (up to a 100 email addresses can be entered ) if the email option is selected, then the email invite for the event is sent only to the entered email addresses see the following image invitations can also be sent by erg and other ergs members can be invited to the event see the following image get shareable link – this action allows admin to get a link for the event that can be shared over email or chat for invitation purposes publish rsvp list – this action allows admin to publish the list of rsvps on the event once the list is published a link ‘view rsvps’ appears on the event that any member can view this gives a one click convenience to show all members who are attending the event and their avatars, only the number of members attending, or to not show any rsvp information at all the following image shows the ‘view rsvps’ link that appears at the bottom of the event once the list is published manage rsvp list this allows leads to view and updatd received rsvps download rsvp list – this allows admin to download the rsvp list with a single click it downloads a list of rsvps in a csv format check in opens the check in module for in person check in along with a qr code for attendees to check themselves in analytics opens a series of graphs showing event rsvp and attendance statistics email tracking allows leads to see open rates of emailed event invitations export creates a downloadable json file to allow the event to be imported into another mentorship program cancel cancels the event with the option to send notifications to those who have rsvped manage volunteers this allows admin to request volunteers for an event this feature gives an option to either choose certain users as volunteers or to add a ‘volunteer as’ link to the event for users to sign up as volunteers clicking on manage volunteers opens the following window add event volunteer to add certain users as volunteers, click on plus sign near ‘manage event volunteers’, this opens the following window type the name of the user in the ‘search volunteer user’ and select the user select the ‘event volunteer types’ from the drop down click submit to add the user as a volunteer for the event event volunteers types can be added to the dropdown by platform admins request volunteers to request volunteers for an event, click on the action button and click ‘manage volunteers’, this opens the following window click on ‘request volunteers’ button, this opens the manage volunteers requests window as shown below click on the plus sign near the ‘manage volunteer requests’ , this will open the ‘request volunteer ‘ window as shown below select the event volunteer types from the drop down, and enter the number of volunteers needed click submit to request volunteers the volunteer requests can be updated or deleted from the ‘manage volunteer requests’ window as shown below once a volunteer request has been added, it will appear below the event title as shown in the image below manage cultural observances manage cultural observances gives the option of creating an event on the calendar and is created for the whole day to add an observance, click on ‘manage cultural observances ’ click on the plus sign next to manage cultural observances this will bring up the new cultural observances window enter the observance title, date and description and click submit this will add the observance to the manage cultural observances list as shown below click on activate on the action button against the observance we want to create, and this will create the observance likewise from the action button the observance can be viewed, edited, deactivated, or deleted