*General Event Setup

Video Event Setup General Page

Overview: Information on creating events.

How to View Event List - On the navigation bar at the top, click on Events.  This will bring up an event listing.  Use the category drop-down list to choose a type of event or the Search field.  Below this section are the event Status options.  The event list is just below the Status section.  To the right of an event title, you will find the date of the event, how many registrants are confirmed for the event, and the status of the remaining options.  The "Code" is the optional Event Code which can be included if enabled under Application > Account > Defaults. To manage an event, click on an event title.

• You can sort events by clicking on Title, Code, Location, Date, or Time in the headers above each column just below the Event Status radio buttons.
• To use the Search feature, type in a keyword(s) or date (xx/xx/xx).

Event Status - Make sure the Status of your event is correct.  This is adjusted in the event, under Event Setup > General.  While developing an event it should be listed under "Not Posted/Inactive."  When the event is fully created and ready to take registrations, change the Status to "Posted/Active."  Once the event start and end dates are in the past, you will find these events under the status of Past Events.  The last Status option is “Archived”.

How to Archive an Event

1. Archive an individual event by going into the event, then Event Setup > General, and clicking on the radio button next to "Archived."  The event will then move to the event listing under the "Archived" status.
2. Archive multiple events by going to Application > Advanced > Event Maintenance
   Select the filter criteria that you wish to apply, then click View Selected Events and Verify Change.  A list of events will display.  If you selected Manually Select New Status, make the desired change in Status.  Click Change Status for Events to complete the changes or Cancel.

Archived events appear by year. Click on the row to access events that started within that year. To return to the list of years, click 'Clear All'.

To copy an event, click on the icon to the left of the event you want to copy. You have the option of creating from one to fifty copies of the event

How to Copy Events

The quickest way to copy an event is from the Events screen, which is the first page you see when you log in.

1) Just to the left of the event you want to copy, click on the double-page icon.

2) On the next screen, choose if you want just one or multiple copies of the original. Click "Continue".

3)  If choosing multiple copies, you'll next see a screen where you enter the number of copies you want. Enter the number of copies and click "Continue".

4) Then fill in the required fields (red) and any optional fields that you choose on this screen:

5) To make one copy, complete the required fields (red) on this screen:

Most all information, except for registrations, will copy to the new event. Notable exceptions are dated custom notifications and deadlines for registration form changes by registrants.

For information on how to copy events for any date range, go to Event Maintenance under Application > Advanced.

NOTE:  It is more efficient to Copy a Template event or existing event than to Create a New Event.  Most settings will copy forward into the new event copy.

How to Create a New Event from Scratch

Click on the "Create New Event" button at the top of the event list page.  Fill out the basic form and click on "Create Event" when finished.

• New Event Title - Give the event a title.
• Page Theme - System themes and those you create are housed in Interface > Page Themes.
• Event Code - If your organization identifies specific courses by a code, you may enter that code here. The event code can appear as part of an event's title on the web page listing, the internal event listing, and custom sign-in sheets, and can be a search criteria for registrants. It will also appear on the Event Summary Report and other custom exports in Reports. To see the Event Code on the administrative view of events, go to Application > Account > Defaults. You can create a dropdown list of event codes in Application > Basic Setup > Event Codes. A code from the list can be chosen once the event has been created.
• Maximum Participants - If there is a limit on how many participants can sign up for an event, enter the maximum number here. If there is no maximum, put in a number much higher than necessary.
• Dates/Times - In the remaining fields, enter the registration start and end dates, and the event start date. You must also enter times to start and end registration. You can select a specific time zone once the event is created by going to Event Setup > Advanced.

General Event Settings

Click on Event Setup to continue to the general event setup.  You have already filled in your basic and required information and can now add some additional information.

• Status - Make sure the status of your event is correct.  While developing an event it should be listed under "Not Posted/Inactive."  When the event is fully created and ready to take registrations, list it under "Posted/Active."  After the event is over it should be listed under the "Archived" status.
• Event Title
• Theme - Apply a page theme for the event page, registration form, and notifications. Create themes under Interface > Page Themes. 
• Event Code - Use the field, if you wish, for course codes or something similar that helps you identify classes.
• Division - See Divisions under Application > Basic Setup > Divisions  for more information.
• Location - Select a location, created under Application > Basic Setup > Locations, which will then be available as a Tag on the event description and notifications. A [LocationAddress] Tag will also be available. If a map link was set up for the location, it will be available as a Tag, too. If the General Map Link field on this screen already has a map link, the system will use that link rather than using the one associated with the location. Event Summary and Financial Detail reports under Administration will be available by location. You can also add locations as a column on date-specific event listings. See Locations under Application > Basic Setup > Locations for more information.
• Event Owner -  If you're the system administrator and have multiple users, you can assign the person responsible for setting up the event. If you want to give multiple Event Managers access to the event, use the link that says "Click here to assign users" and then "Assign Additional User". You'll see a list of any users with the appropriate access level.
• Teaser - In this space, you can type a small description of the event to catch the eye of possible participants who view any of the web page listings (excluding the calendar view).
• Maximum Participants
• Wait List - If the event becomes full but people still want to register, you can allow them to go on a waitlist.  If you select Automatic Wait List, the person at the top of the waitlist will automatically be added to the confirmed registrants if a previously confirmed registrant cancels. If you select Manual Wait List, you can choose any person on the waitlist to be confirmed no matter the order in which they registered. Later, you will see a link on a registrant's form that says Confirmation Override if they are on the waitlist. This allows you to add a wait-listed registrant to the list of confirmed registrants, even if the event has reached its maximum number of confirmed registrants.
• Wait List Limit - Wait List Limit - If you use a waitlist for your events, you can limit the number of registrants allowed on the list. The limit field will appear when you select either the automatic or manual waitlist option. Once the limit is reached, the registration form will no longer be available to the public. The status message on the event description will say "event is full".
• Wait List Only - If using Manual Waitlist and a cancellation occurs after the Max Participants has been reached, only wait list registrations will be accepted to prevent a new registrant from taking a newly open space
• Payment Required - If a registrant moved from the wait to the confirmed list owes money, you can stipulate how many hours the registrant has to pay before being canceled.
• Registration and Event Start and End Dates/Times - Designate a precise date/times for registration to be open and closed.  Tags for dates and times are available to populate emails and other pages. You would not have to key in the times when the Tags are available.
• Change Date and Reconfirm - If you postpone an event, you can click this link to change the date. All confirmed registrants will receive an email asking them to reconfirm their registration for the new date or to cancel their registration. The email will contain links for both options, as well as a link to the event description. A registrant will not be reconfirmed unless he or she clicks the link. How to Change an Event Date and Reconfirm Registrants
• Additional Dates - Use the Additional Calendar Dates option when you want only one registration form, but need to present separate information and track CEUs and attendance, for each date.
• Event Map Link - If you would like to include directions to the event, you may do so by using an online map tool.  Click on the Mapquest link and fill in the event location information.  Copy and paste the map link from Mapquest into the "Event Map Link" field.  This will provide registrants with directions to the event.
• Allow Registrants to Make Changes - You can allow registrants to alter their registration form, including canceling their registration altogether. By allowing changes, a Tag is created for the confirmation email, which will create a link to the registration form. When selecting this option, Tags are also created for the Event Page, which would allow a registrant to make changes or cancel by entering the registrant's last name and the last four digits of his or her phone number (required).  These tags are:

  [EventPageChange]

  [EventPageCancel]

  .
• Registrant Evaluations - Send online post-event evaluations via email to participants. Responses are automatically tabulated in reports.
• Send Event Invitations - Send emails, including a link to a partially pre-populated form, to invitees.
• Test Score Tracking - Enter numeric grades for attendees. Results can be added to Custom Registration Report at the system level.
• Event Expense/Budgeting - Turn on this feature to track income (i.e. registration fees) and expenses (i.e. conference room rental) for the event.
• External Access Link - A link to the registration page is included at the bottom of the page. You can copy and paste this link into another web page at any time.
• QR Code - Clicking the QR Code link in Event Setup will bring up a window showing the link associated with the QR code, plus images of the QR code in small, medium, and large sizes. QR Codes are also available for event listings and calendars.

Disable Automatic Wait List Calculations

Event Setup > General

In an event, when Automatic Wait List is enabled, there are additional settings that can be configured to specify when the automatic waitlist function should end for that event.

• Never – The automatic waitlist feature never disables for the event.  If there is a cancellation in a full event, the first registrant on the wait list will automatically be confirmed, even if it is after the event's end date.
• Registration End Date/Time – The automatic waitlist feature will disable at the registration end date/time specified. 
• Event Start Date/Time – The automatic waitlist feature will disable at the event start date/time specified.
• Other – The automatic waitlist feature will disable the specified number of hours Before/After the Event Start Date.