Creating and Working with Events

You can create many different types of events for your constituents and publish them so they display on calendars on your constituent-facing Web pages. You can create single instance events that occur on one day or over multiple days and recurring events that repeat on a specific schedule, as well as events with multiple parts. These event types are also associated with attendance options that allow open attendance or require RSVPs, ticket purchases, or registration in order to attend.

You can work with existing events to edit most settings; however, you cannot change the event type (Standard, Recurring, MultiDay, or MultiPart) or attendance option (Open, RSVP, Ticket, or Registration).

You can access Events (formerly called Calendar Events) from Content in the navigation area.

Note that Events opens in the Calendar view, which displays any events created for the current month. You can view all events that have been created in the Events List view that you can access by clicking the Event List tab. You can create new events and edit, manage, and copy existing events from either view. (Note that the actions available for each event depend on the status of the event.)

Click one of the following links to learn more about:

Viewing Events

When you open the Events application, the Events Calendar displays the events that are configured but not necessarily open for sign-ups on the constituent calendar. You can also access the Event List page that displays all of your configured events in list form sorted in date order by default.

To view information about an event from the Event Calendar, click the event name. A small pop-up displays with the event details, status, and actions you can perform (such as Edit or Manage). To view or work with the event settings, click the Edit action.

To view the event settings from the Event List page, click the Event List tab and click Edit from the Actions column of the event.

Note: All instances of a recurring event will appear in the list, just as they will in the calendar view. For example, if you had set up your Board Meeting to occur on the first Monday of the month for two years, you would see 24 Board Meetings listed -- one for each date.

Creating an Event

Creating your event involves selecting the event type (single instance, multiple day, recurring, or multiple part) and then selecting its attendance option (open, RSVP, ticket, or registration). Different configuration options display for each event type and attendance option combination.

Important Note: Although you can later edit some of the event settings, the event type/attendance option combination is locked in once you save the event. You cannot change this combination. If you select the wrong event type or attendance option, you must delete this event and create a new one.

Initially, you will also provide other details, such as the event name, date, start and end times. After saving the information, these details are spread out on several pages that you can edit to modify the information if necessary (except for the event type/attendance option).

All events involve providing some additional information to display on the constituent-facing pages and customizing the autoresponders sent to the event attendees. Some events have additional information that must be configured such as ticket information and prices or registration types and fees.

To prevent an event from displaying on a Web site calendar before it is complete, you can leave the event unpublished until you are completely finished configuring all parts of it (such as, additional questions, related links RSVPs, tickets, and registration forms).

Creating Specific Event Types

The individual steps for following the process flow in the Process Navigator are detailed in each of the following help topics. Note that they display in a separate browser window due to the length and detail included in each step.Creating an Event Step Overview

The following are the simple steps to creating an event.

To create an event:

  1. From the Calendar or Event List page, click Create a New Event. The Identify Event page displays.

    Note: If you are not on this page, click Content from the navigation bar and then click Events from the drop-down list displayed.
  2. Enter the information required on this page.

    Notes:
    (1) Different types of information display when you click your event type and attendance/registration options.
    (2) Remember that you can change most of this information but not the event type and attendance/registration option you select.
  3. Click Finish. The event is created and another Identify Event page flow displays so you can add more information to this event as well as publish it to make it available on the constituent calendars.
  4. Make any changes to this page and click Next. The Set Date page displays.
  5. Make any changes to this page and click Next. The Configure Addtional Information page displays.
  6. Enter the appropriate information on this page.

    Note: This page contains Related Actions that you can optionally perform, including configuring the Tell-A-Friend message, associating interests, and adding a section of related links to the details page. If you are creating an event that spans multiple days or has multiple child events, you can also use the Related Action that creates a background color to display behind the name of the event on calendars to identify the days over which the event spans.
  7. Click Next and complete the information on the page.
  8. Repeat the step above until you reach the Publish page.

    Notes:
    (1) Different pages display depending on the event type/attendance option you have selected.
    (2) Except for events with open attendance, you will configure additional information and may set prices (tickets and registration fees) as well as be able to customize the confirmation page that displays after the transaction is complete.
    (3) You may also be able to add questions to the page that is submitted (for the RSVP, ticket purchase, or registration).
    (4) For all events, you can configure the autoresponders.
  9. For Event Availability, to:
    • Publish the event now, click Available and then click Finish. The Event List page displays with your new event in the list and Active in the Status column.
    • Or, keep the event in the draft state, leave Not Available selected and then click Finish .The Event List page displays with your new event in the list and Inactive in the Status column.
  10. To view your event on the calendar, click the Event Calendar tab.

Copying an Event

You can copy most events to use their existing settings and make minor modifications to others. By default, a copied event is not active and you must make it active manually.

You can copy events directly from the calendar or from the Event List.

If you copy a recurring event, all instances of that event are copied. For example, if you have set up your Board Meeting to occur on the first Monday of each month for two years and you copy any instance of that meeting, you will get 24 copies (one for each date). Any changes you make to a copy, will affect only those instances of the event that occur after the one you are editing. Therefore, to make changes to an entire series of recurring events, be sure to make your changes to the first occurrence of the event.

Notes:
(a) The child events from a MultiPart event cannot be copied.
(b) If you are copying a ticketed or RSVP event, appropriate groups are created in the Groups application.

To copy an event from the Event List:

  1. From the Event List page, click Copy from the Actions column of the event. The Copy Event page displays.
  2. Enter the name for the event and then click Copy Event. The Event List page displays with your new event in the list.

To copy an event from the calendar::

  1. Click the event name and click Copy from the pop-up displayed. The Copy Event page displays.
  2. Enter the name for the event and then click Copy Event. The Event List page displays with your new event in the list.

Making an Event Available to Constituents

If an event is not visible on constituent calendars, you can publish it to make it visible. Note that all events are visible on the Administrator calendar.

To make an event available:

  1. From the:
    • Calendar, click the event and then click Edit from the Event Details pop-up displayed. The Identify Event page displays.
    • Or, Event List, click Edit from the Actions column of the event. The Identify Event page displays.
  2. In the Process Navigator, click the Publish step. The Publish page displays.
  3. Click Available and click Finish. The Event List page displays with your new event in the list.

Modifying Event Information

After an event has been created and saved, you can edit the event or its child events to add or change some of the event information, such as the location, instruction text, RSVP or ticket information, autoresponders, and so on.

You cannot change the attendance option (open, RSVP, or ticket) after you have created the event. Instead, you must create a new event (and delete the old one).

To modify an event:

  1. From the navigation bar, click Content and then click Events from the drop-down list displayed. The Events Calendar page displays.
  2. To edit the details:
    • Directly from the calendar, click the event name and then click Edit from the Event Information pop-up that displays. The Identify Event page displays
    • Or, from the Event List, click the Event List tab and then click Edit from the Actions column of the appropriate event. The Identify Event page displays
  3. Using the Process Navigator as your guide, locate the area containing the settings you want to change.

    Notes:
    (a) Be sure to click Next or Save to save each change you make.

    (b) For recurring events, be sure to select the option to change all events if appropriate.

Manually Closing an Event to RSVP Responses, Ticket Purchases, or Registrations

If you have set a limit to the number to RSVPs, tickets, or registrations that will be accepted for an event, the system automatically tracks this information and displays the Sold Out message when the limit is reached. If necessary, you can manually stop accepting more event attendees, ticket purchases, or registrations before the set limit has been reached or the event starts.

Manually Closing a Standard Event to RSVP Responses

You can manually close an event so no more RSVPs can be made to it before the event starts or the limit you have set has been reached.

To manually close a standard RSVP event:

  1. From the:
    • Calendar, click the event and then click Edit from the Event Details pop-up displayed. The Identify Event page displays.
    • Or, Event List, click Edit from the Actions column of the event. The Identify Event page displays.
  2. In the Process Navigator, click the Configure RSVP step. The Configure RSVP page displays.
  3. From the Related Actions, click Close Registration. The Close Registration page displays.
  4. Click Close Registration. The Successfully Closed message displays.
  5. Click Finish. The Configure RSVP page displays again.

Manually Closing a Child Event to RSVP Responses

You can manually close a child event so no more RSVPs can be made to it before the event starts or the limit you have set has been reached.

To manually close a child event: to RSVP responses:

  1. From the:
    • Calendar, click the event and then click Edit from the Event Details pop-up displayed. The Identify Event page displays.
    • Or, Event List, click Edit from the Actions column of the event. The Identify Event page displays.
  2. In the Process Navigator, click the Include Child Events step. The Child Events list page displays.
  3. Click Edit from the Actions column of the event. The Identify Child Event page displays.
  4. In the Process Navigator, click the Configure RSVP step. The Configure RSVP page displays.
  5. From the Related Actions, click Close Registration. The Close Registration page displays.
  6. Click Close Registration. The Successfully Closed message displays.
  7. Click Finish. The Configure RSVP page displays again.

Manually Closing a Standard Event to Ticket Purchases

You can manually close an event so no more ticket purchases can be made to it before the event starts or the limit you have set has been reached.

To manually close a standard event to ticket purchases:

  1. From the:
    • Calendar, click the event and then click Edit from the Event Details pop-up displayed. The Identify Event page displays.
    • Or, Event List, click Edit from the Actions column of the event. The Identify Event page displays.
  2. In the Process Navigator, click the Configure Ticket Types step. The Ticket Types list page displays.
  3. Click Edit from the Actions column of the appropriate ticket type. The Edit Ticket Information page displays.
  4. From the Related Actions, click Close Registration. The Close Registration page displays.
  5. Click Close Registration. The Successfully Closed message displays.
  6. Click Finish. The Edit Ticket Information page displays again.

Manually Closing a Child Event to Ticket Purchases

You can manually close a child event so no more tickets can be purchased before the event starts or the limit you have set has been reached.

To manually close a child event to ticket purchases:

  1. From the:
    • Calendar, click the event and then click Edit from the Event Details pop-up displayed. The Identify Event page displays.
    • Or, Event List, click Edit from the Actions column of the event. The Identify Event page displays.
  2. In the Process Navigator, click the Include Child Events step. The Child Events list page displays.
  3. Click Edit from the Actions column of the event. The Identify Child Event page displays.
  4. In the Process Navigator, click the Configure Ticket Types step. The Ticket Types list page displays.
  5. Click Edit from the Actions column of the appropriate ticket type. The Edit Ticket Information page displays.
  6. From the Related Actions, click Close Registration. The Close Registration page displays.
  7. Click Close Registration. The Successfully Closed message displays.
  8. Click Finish. The Edit Ticket Information page displays again.

Manually Closing a Child Event to Ticket Purchases

You can manually close a child event so no more tickets can be purchased before the event starts or the limit you have set has been reached.

To manually close a child event to ticket purchases:

  1. From the:
    • Calendar, click the event and then click Edit from the Event Details pop-up displayed. The Identify Event page displays.
    • Or, Event List, click Edit from the Actions column of the event. The Identify Event page displays.
  2. In the Process Navigator, click the Include Child Events step. The Child Events list page displays.
  3. Click Edit from the Actions column of the event. The Identify Child Event page displays.
  4. In the Process Navigator, click the Configure Ticket Types step. The Ticket Types list page displays.
  5. Click Edit from the Actions column of the appropriate ticket type. The Edit Ticket Information page displays.
  6. From the Related Actions, click Close Registration. The Close Registration page displays.
  7. Click Close Registration. The Successfully Closed message displays.
  8. Click Finish. The Edit Ticket Information page displays again.

Deleting an Event

You can delete an inactive event that is closed or if no ticket purchases, online RSVPs, or online registrations have been taken for the event. If an event has unlimited RSVPs, tickets, or registrations, you must manually close that part of the event.

Note:The Delete action is only available if it meets the conditions mentioned above.

To delete an event:

  1. From the Event List, click Delete from the Actions column of the event. The Delete Event page displays.
  2. Click Delete. The Event List page displays without your event in the list.