Events

this menu in the admin panel allows admins to manage various aspects associated with events there are following 5 sub menu items available under events event types custom event fields event speakers event volunteer types event list event types this menu in the admin panel allows admin to add/delete event types in the platform the added event types show up in the event types dropdown in the event creation form adding event types click on the plus icon near ‘manage event types’ this will open the ‘new event type’ window enter the desired event type to be added in the ‘event type’ field choose the zone from the ‘create in scope’ dropdown in which you want the new event type to be added click submit to add the new event type to the list edit/delete event types to edit an event type click the notepad with pen icon under action column against the event that needs to be edited this will make the event type editable edit the event type and click update button, this will edit the event type to delete an event type click on the bin icon under the action column against the event type that needs to be edited this will delete the event type custom event types this menu item in the admin panel allows admins to add custom fields in the event form the fields added here will show up in the event creation tool that is available to the group leads add custom event types to add a custom event field, click the plus icon, this will open the ‘add new custom field’ window check the ‘is required’ checkbox in case you want to make the response to the custom field mandatory on the event creation form select field type (dropdown, checkbox, open text field) for the type of response required from the user enter the statement in the ‘field name’ field and enter the responses in the ‘options’ field the ‘add option’ plus sign can be clicked to add multiple options additional notes about the custom field being added can be entered in the ‘note’ field use the ‘visible only if’ option in case you want to build logic and make a field visible if a particular option is selected for another custom event field already added to the platform, this is shown in the screenshot given below once all the data is entered click the ‘save data’ button to add the new custom field the new custom event field that was added is currently in deactivated state, in order for it to show up in the event creation form, click on the lock icon under the action column to activate the added custom event field custom event fields custom event fields allow additional information to be collected that is custom to your organization adding a field select custom event fields click on the blue plus button to add in a custom field enter in the text of the question in field name for multiple choice questions, enter in your answer options click "add option" to insert additional answers enter in optional notes to further clarify your question and answers if needed if the "required" box under requirement rule is checked, this event will not be published or sent for approval until the question is answered the following question types are supported dropdown multiple choice with only 1 answer permitted checkbox multiple choice with more than 1 answer permitted open text field (single line) allows a short amount of text open text field (multi line) allows for an extended amount of text to restrict visibility of this question so that it only shows if another question is answered in a specific fashion click the checkbox next to visible only if select the independent field from the if field dropdown select the answer that will trigger this question to be shown click on save data to save when returned to the manage custom event fields page, click the lock to the right of the custom event field to activate it editing a field deactivate the custom event field by clicking on the lock icon under the action column click on the notepad with a pen icon under the action column to edit the custom event field event speakers this menu item on the admin panel allows platform admins to manage the speakers in the platform the request for speaker approval that is entered by the group leads show up here for approval to approve a speaker request click on the ‘requested’ button under the action column to approve/deny a particular speaker request additional details like event, event date, speaker fee can be taken into consideration while approving the speaker request additional details pertaining to a speaker request can be viewed by clicking on the ‘view’ button under the detail column as shown in the screenshot below speaker approval configuration click on the speaker approval configuration button to add/edit the email address of the user who will be responsible for approving the speaker request when a new speaker request is submitted by the group leads, an email notification will be sent to the user whose email address is enetered in the speaker approval configuration click on update emails to make changes manage event speakers fields to edit the event speaker fields click on the ‘manage event speaker fields’ button this will open the manage event speaker fields window new event speaker field can be added to the list by clicking on the ‘+new event speaker fields’ button the existing speaker fields can be edited, activated, or deactivated by clicking on the appropriate buttons under the action column against each field label event approval this feature is optional, please contact your teleskope representative to get this feature enabled this feature allows platform admins to approve events before they are published up to 3 stages of approval can be configured and auto approval of events can be configured based on the options selected for the custom event fields in the event creation form to configure the approval stages click on the event approval configuration button available on top right this will open the following window adding an approver to add an approver click on the plus sign available for any of the stages once clicked will open the following screen search for the user who is to be added as an approver, add a role title in case desired click submit and the approver will be added likewise, an approver can be added for all 3 stages configuring auto approvals auto approval can be configured separately for each stage to add auto approval click on theconfigure auto approval button available on top right of a stage click the plus sign to add an auto approval configuration from the first dropdown, select the custom field you want to use for auto approval from the second dropdown, choose the choice that you want to select for auto approval once both options are selected, click the ‘add criterion’ button, this will add the auto approval for stage 1 in this particular example the event will be auto approved for stage 1 if the event creator chooses ‘yes’ for the ‘is the event speaker internal’ question on the event creation form event volunteer types this menu item on the admin panel allows platform admins to add new volunteer types or edit/delete existing volunteer types these volunteer types show up to the group leads while requesting volunteers for an event click on the plus sign to add new volunteer types click the notepad with pen icon under action column against a volunteer to edit a volunteer type click the bin icon under the action column against a volunteer to delete a volunteer type deleted volunteer types are shown highlighted with pink color with a circular icon under the action column that can be used to restore a deleted volunteer type event list this menu item on the admin panel shows all the published events as well as draft events that have been created across all groups on the platform all events can be managed from this screen sort by groups dropdown can be used to filter the events based on a particular group search field can be used to search for a particular event the action column provides the following action items for each event edit event notepad with pen icon when clicked will take the platform admins to the event page on the affinities platform, from here it can be edited or published delete bin icon when clicked will delete the event qr code icon the qr code icon can be clicked to generate the qr code for a particular event, the screenshot below shows the sample qr code for an event event locations event locations allows your users to choose from a predefined list of frequently used locations for events clicking on event locations in the left pane presents this page to add a new event location, click on the blue plus next to manage event locations and enter in the location name and address event preferred timezones event preferred timezones allows admins to set specific timezones that are applicable to events for their organization to add a new preferred timezone, click on the blue plus next to manage event preferred timezones and enter the label and timezone you would like to create