Internal‎ > ‎Event Management‎ > ‎

Creating an Event

TIP: Before creating any events, make sure you've reviewed the steps in Getting Started.

Here are the options available when creating an event:

General Details

  • Event Name - This is the name that appears on the calendar and in your communication with registrants.
  • Event Type - This allows you to categorize events.
  • Event Category - This determines the calendar in which the event will appear.
  • Event Definition - This allows you to create a template to make future event creation easier. 

Event Schedule

  • Event Start Date - This is the Date and Time your event will begin.
  • Event End Date - This is the Date and Time your event will end.
  • Full Day Event - If your event doesn't have a specific start/end time, this will display the event as all day.
  • Event Organizer - This allows you to assign a specific staff member to manage the event.
  • Location - This is the location that appears for the event on your calendar and in communication.
  • Information Only - Select this option when you want to put an event on the calendar such as a holiday that doesn't require registration.
  • Invitation Only - Select this option to host an event for a pre-selected group. Person records must be added to the Private Event Invitees for this functionality. 
  • UnPublicized Event - Select this option to remove the event from your calendar. Using this option, you can use the Event URL to publicize your event through email, web or social channels..
  • Private Event URL - This is the URL that can be used to publicize your event through web, email and social channels. This link will take the user directly to the Event Details page for the event.
  • Send Reminder Email - This option allows you to schedule an automated Reminder Message to all registrants 1-3 days prior to the event.
  • Send Thanks Email - This option, selected by default, indicates that the Thanks Email Message will be sent upon registration.
  • Featured Event - This option is available for future functionality.
  • Calendar Event Color - This allows you to select the background color used on the event calendar.
  • Event Border Color - This allows you to select the border color used on the event calendar.
  • Time Zone - This will indicate the Time Zone of your event.

Short Description

This is the event description that appears on the calendar in the mouseover window. 

Registration Details

Registration Window - There are three options for determining the dates and times that registration is available: 
  • Default - With this option registration is immediately available on your event calendar and remains open until the event begins.
  • Variable - With this option, registration begins and ends x days prior to the event. This option is helpful when creating recurring events.
  • Specific - With this option, registration will begin and end according to your specifications. Event capacity can be limited using any of the three options below. Note that these numbers are managed independent of one another and do not need to 'add up'. 

Event Description

Event Description - This HTML will appear on the Event Details Page during registration.
 
Capacity Details
  • Event Capacity - The maximum number of people (both registrants and guests) that can attend the event.
  • Registrant Capacity - The maximum number of registrants that can attend the event.
  • Guest Capacity - The maximum number of guests that can attend the event.
  • Registrant Waitlist - The maximum number of registrants to be added to your waitlist.
  • Guest Waitlist - The maximum number of registrants to be added to your waitlist.
Note: If your registrations have reached capacity (Event, Registrant, or Guest) students will see the Capacity Message when attempting to register. If a student starts a registration when capacity is still available, they will not be prevented from completing their registration online even if capacity is reached by the time they complete their registration. This could result in registrations that exceed capacity. If this happens, the registration record in Enrollment Manager will have the Capacity Override checkbox activated indicating that the student was permitted to complete their registration after capacity was reached. 

Financials
  • Registrant Cost - The fee listed on the event for registrations. Note that this fee is not calculated and the application doesn't currently support fee collection. 
  • Guest Cost - The fee listed on the event for guest registrations. Note that this fee is not calculated and the application doesn't currently support fee collection. 

Messages Configuration

In this section you'll specify the messages to be used for this event. See Event Messages for more information.

Setting up the Event Registration form

For information on how to specify which fields should appear on the registration form, see the section on Registration Fields

Adding Sessions to an Event

For information on how to add Sessions to an Event, see the section on Adding Sessions to an Event

Adding Requests to an Event 

For information on how to add Requests to an Event, see the section on Adding Requests to an Event

Need Additional Help? Check out these recorded snippets: