Page: Create or Modify an event

Modified on 05/15/2017 06:30 AM by Administrator — Categorized as: Help

Use this page to create new events, or modify existing events in the calendar. Events are the things that happen, associated with one or more dates. They appear on the calendar for visitors to see and interact with, as well as search for.



Top

Event Options Tool Bar

Use the Event Options tool bar to add additional information to your events. By using the Event Options tool bar you can add: Categories, Locations, Contact information, Images, attachments, and Items for sale or Registration. Click an icon to add this type of information to your event.


Event Options Tool Bar
The Event Option Tool Bar Contains the following items:

Top

Event Options Accordions

Use the Event Options Accordions to add additional information to your events. These accordions correlate to the Event Options tool bar, allowing you to add: Categories, Locations, Contact information, Images, attachments, and Items for sale or Registration. Click an accordion to add this type of information to your event.


Event Options Tool Bar


Top

Name of Event

The shortest description of an event is its name. The name of your event will appear by default on all calendar views when visitors are looking for events on your site. Event Publisher requires that every event has a name and allows for up to 100 characters in this field.




Top

Event Details

The primary information area for your event. In this area you will provide all of the basic information about your event.

Basic information includes: an event summary with the option to add a full description with rich text formatting, the schedule for your event, and the time zone of the event. Once you have provided a name for your event this area also contains the URL assigned to your event. This area also is used to determine if the event should be private or highlighted. You must supply at least a summary and date to create an event.


Top

Summary

The short description of the event, up to 250 characters.

Quickly introduces your event, appearing on select calendar views. Use this space to grab the attention of persons browsing your site, to entice them to click on the event, to see the event’s full details.


Top

Add a full description

The complete description of the event, up to 100,000 characters



Event Options Tool Bar

By default, if you select this box, the system copies the current text in the summary into a Full Description area. This area is not limited to 250 characters, so you can more fully describe your event. The full description supports formatting, like bullet points, numbered lists, and hyperlinks. Additionally, the full description area allows for HTML format. The description does not show on all views of the calendar site. It only shows on the event details page, when a site visitor clicks the event name or the event details icon.

Top

When is the event

Provide information about the date and time of your event here.



When is the Event

In this area you can create a repeating pattern or schedule for events that occur on more then one day, or provide the start and end date for events that only occur on a single day. Additionally this area allows for you to denote events as All Day events, for your events that do not have a set start and end time. A start date, end date, and time zone, are required. The other date and time fields are optional.


Top

Timezone

Select the time zone in which your event occurs.

Events in Event Publisher take place in a single time zone and each event requires that a time zone is assigned to it. Your site administrator has set the default value for the time zone for your events. In this drop down field you can select the appropriate time zone for your event.


Top

URL

Every event you create in Event Publisher has a unique URL

Your event is identified in your calendar by a unique URL appended to the web address of your calendar site. By default, the URL is http://go.activecalendar.com/yourdomain/event/event-name. You can change the appended event-id in the URL of your event, but only valid URL values are accepted. Also, you cannot change the domain of the URL; only the value that appears after the last slash (shown as event-id).


Top

Make this event Private

Selecting the Make this event private option hides the event from the general public.

The event will only be visible to persons visiting the calendar site that have a valid username and password, with appropriate rights and privileges, that are logged into the site. Additionally, events that are private will not be shared to "aggregate" sites, and will (by default) be excluded from Sharing, (Javascript, XML, iCAL, CSV feeds).


Top

Highlight this event

Prominently feature events on the top of your calendar.

All events become part of the calendar site, and are arranged by default in ascending date-and-time order. Selecting the option to highlight the event will predominantly display the event on the top of th event list.

Top

Specify Publish/Unpublish Times

When publishing events to the calendar this feature allows for you to specify a range of dates during which the calendar event will be visible to visitors on the calendar. The following options are available:


When using this feature the following three configurations are supported.

Top

Categories & Keywords

Classify your events to make them easy to find.


Categories and Keywords

Accessed by clicking the "Categories" image in the Event Options Toolbar this area allows you to specify values to make your events easier to find when a visitor searches your calendar site. This option consists of two content areas: Keywords and Categorization.


Top

Categorization

Group similar events together using Categories. This makes them easier to find when searching and sharing.

Categorization supports assigning predefined category values to your events. These values are created and maintained by the administrator in the site settings page.

You can assign as many, few, or no categories to your event. Categories are best used for grouping similar events, such as placing all alumni events under an alumni event category, or all student life events under the category , “Student Life”.

Categories with color codes


Top

Keywords

Assign tags to your events here. This makes them easier to find when searching and sharing.

Keywords help users search for events, and are useful for grouping together related events that do not share the same categorization structure (see Categorization). For example, you can use the keyword “Summer” to link together events like the opening of the community pool, the ice cream truck schedule, and summer play dates.

Top

Noise Words

Event Publisher will actively exclude commonly used words to ensure the most accurate search results. We will filter out the following search terms:

$,0,1,2,3,4,5,6,7,8,9,A,B,C,D,E,F,G,H,I,J,K,L,M,N,O,P,Q,R,S,T,U,V,W,X,Y,Z,about,after,all,also,an,and,another,any,are,as,at,be,because,been,before,being,between,both,but,by,came,can,come,could,did,do,does,each,else,for,from,get,got,had,has,have,he,her,here,him,himself,his,how,if,in,into,is,it,its,just,like,make,many,me,might,more,most,much,must,my,never,no,now,of,on,only,or,other,our,out,over,re,said,same,see,should,since,so,some,still,such,take,than,that,the,their,them,then,there,these,they,this,those,through,to,too,under,up,use,very,want,was,way,we,well,were,what,when,where,which,while,who,will,with,would,you,your.

Top



Top

Locations

Where does your event take place? Select from a list of locations, or type a location name here.

Accessed by clicking the "Locations" image in the Event Options Toolbar this area allows you to specify locations to make your events easier to find when a visitor searches your calendar site.

Top

Location

Specify where your event is occurring, depending on your license you can choose from a list of locations, type the name and address for the location, or both. You can assign one or more locations to your event. We recommend selecting only the lowest-level location for your event in the tree structure, to avoid confusion. For example, if your location structure is Bethlehem > Active Data Exchange > Conference Room. You should select only Conference Room.

Top

Free Text (Ad-hoc)Locations

You can provide the name and address of an event location in this area. The name and address that you specify will be displayed with the event, and users will be able to click a link to view the address in Google Maps. Please note, free text or Ad-hoc locations will not appear in the location search drop-down.


Image of the Free Text Location
Top

Managed Locations

You can select from a list of pre-set locations in this area. Locations in this area will be displayed on the Event Details page, with a map (if enabled). Additionally locations selected form this area will be searchable from the location search drop-down.


Image with Managed Locations highlighted.

Top

Top

Contact

Who should be contacted with questions regarding the event?

Accessed by clicking the "Contact" image in the Event Options Toolbar this area allows you to specify values for who to contact for your event. This information is publicly displayed for each event.


Top

Contact Name

The name of the person to contact for this event.


Top

Contact Phone

The phone number of the person to contact for this event. You can specify the extension in the field below. This field is not limited to only numbers, so you could put 555-Calendars if you choose.


Top

Contact Phone Extension

The extension number of the person to contact for this event. This field is limited to only numbers, and only allows for 5 digits.


Top

Contact Email

The email address of the person to contact for this event. Clicking on the contact email will open your default email client and allow you to compose a message to that person.


Top

Images

Accessed by clicking the "Images" image in the Event Options Toolbar this area allows you to upload images to your events to make them more enticing to a visitor of your calendar site.


Top

Images Information

You can upload a maximum of 5 images, that are up to 3mb each, per event. Please note that some of the sharing functionality of Event Publisher requires that your image be at least 300 x 300 pixels large. It is recommended that you upload the highest quality images available so image quality is maintained for visitors of your calendar site.


Top

Adding Images to Events

Images can be uploaded to an event, or added to the event from the Media Library. To upload a new image to an event follow these steps:



Image accordion on create an event


To add an image to an event using the Media Library follow these steps






Top

Attachments

Accessed by clicking the "Attachments" image in the Event Options Toolbar this area allows you to upload attachments to your events to include additional information or files to a visitor of your calendar site.


Top

Attachments Information

Attachments are limited in two ways. Events can have a maximum quantity of 5 attachments that total up to 10mb per event. For example, you could upload 5x 2MB attachments, 3x 3.3mb attachments, or any combination that does not exceed the quantity (5) or size (10mb) limit.


Top

Adding Attachments to Events

Attachments can be uploaded to an event, or added to the event from the Media Library. To upload a new attachment to an event follow these steps:



Image accordion on create an event


To add an attachment to an event using the Media Library follow these steps





Top

Products

Accessed by clicking the "Products" image in the Event Options Toolbar this area allows you to add Registration and Sale Items to your events.

Products can be used to sell tickets, merchandise, or even free registration for events.


Top

Registration and Products

Users can register to attend or purchase items for your events in one of two ways. Each option has its unique benefits, which are highlighted in the sections below.


{TOP)

Adding Products to Events

Users can add Sale Items or Registrants to events in three ways:



Top

Add Registration

Click the add registration button. Registration is best used to offer tickets, packages, or individual registrations to your event.

Registration will automatically require the collection of first name, last name, and email address for reporting purposes. Additionally, selecting a product type of registrant will allow you to designate an item as a "primary registration". When using the “Email Registrants” feature, you will be able to email persons who have purchased registration items. Registrants can be managed and marked as “Attended” via an event’s dashboard. Lastly, all purchases made for this items will be listed as Total Registrants, and Space Available Tiles on an event’s dashboard. Reporting on these items is accessed via the “Registrants” report.


Image of Registration button highlighted


Show More Options

Use this link to view additional options for this item. The show more options link allows you to specify what information you would like to collect from the registrant, sales dates, and enabling the waitlist.



Image of the Questions area on create an event


Questions

Collect information when a person registers or purchases an item.

Image of the Questions area on create an event


Add a Question

:

In this area, you are able to create a custom questions specific to this item. You will create the information that a purchaser or registrant is prompted to supply when registering for the event, or purchasing the item. When creating the question you will need to supply a Display Name and Type.

Image of the Questions area on create an event


Sale Dates

:

Determine the period of time which you will allow registration or purchases of this item

Sales Date Section on a product
For example, you might want tickets go on sale 10 days before the event, but stop being sold online 2 hours before the event start time.

Advanced

:

Use the advanced tab to enable the waitlist for this item, specify an item category, or share question information.

Advanced section on a product

Add Sale Item

Click the add Sale Item button to add a tangible good that can be offered for sale for this event



Sale item: does not require the collection of any information for an item purchase. Additionally Sale items are not included in the Total Registrants, and Space Available Tiles on an event’s dashboard. Reporting on these items are accessed via the “Sales” report. Sales items are recommended for tangible items, where tracking responses to item questions and attendance are not necessary.


image of add sale item button highlighted


Show More Options

Use this link to view additional options for this item. The show more options link allows you to specify what information you would like to collect from the registrant, sales dates, and enabling the waitlist.



Image of the Questions area on create an event


Questions

Collect information when a person registers or purchases an item.

Image of the Questions area on create an event


Add a Question

:

In this area, you are able to create a custom questions specific to this item. You will create the information that a purchaser or registrant is prompted to supply when registering for the event, or purchasing the item. When creating the question you will need to supply a Display Name and Type.

Image of the Questions area on create an event


Sale Dates

:

Determine the period of time which you will allow registration or purchases of this item

Sales Date Section on a product
For example, you might want tickets go on sale 10 days before the event, but stop being sold online 2 hours before the event start time.

Advanced

:

Use the advanced tab to enable the waitlist for this item, specify an item category, or share question information.

Advanced section on a product


Top

Adding an Item using a product template.

Your system administrator can configure "pre-fabricated" products to offer with your events. These product templates can be configured with the following information.


To add an item to an event using a product template.
  1. Click, "Add from template".
  2. Select an Item from the "Product Template" Drop Down.
  3. Click "Insert".

Display items on a separate page

Selecting this option will require that all information collection (things like quantity, type, etc.) are collected in a new browser tab or window.



All of the items available for the event will be displayed on the new window. The only information that will be displayed on the event details page is an icon labeled "Register". Clicking on that icon will open the new window.

Registration products share quantity

You can configure an event to "pool" or link all products together to share quantity. For example, you may have a maximum capacity of 100 registrations, but you can sell any number of Student Registrations, Staff Registration, or Guest Registration, up to a total of 100.

Please note, only items added with a product type of "Registration" can share a maximum quantity.

One Click Registration

You can configure registration items to use an "express checkout" with the One Click Registration feature. When enabled, the person registering for the event will bypass the confirmation page. This allows for immediate registration from the event details or dedicated registration form.



Enable One-click Registration

Please note, One Click Registration applies to all Items applied to an event with a product type of "Registrant". Additionally, if a user already has items in their shopping cart, one click registration will not be applied. The user will complete the normal checkout process, which includes a confirmation screen.


Top

Allow registration until the end of the event

If you would like to offer at the door sales, or like for a person to register for an event after it has started select this this check-box. Once checked, you will be able to accept registrations up until the end time configured for a particular event.


image of the checkbox location to allow for registration until the end of the event.


Top




Top

Extras

Custom Event Fields Information

This area only appears on sites where your calendar administrator has configured additional fields of information to collect for each event. Required fields are marked with an asterisk (*) symbol. These fields can be configured by your calendar administrator to be text boxes, multiple choice drop downs, as well as radio buttons.


Top

Version Control and Change Log

This area allows for authors and administrators to leave comments for an event, as well as view the history of changes made to the event.


Top

Comments

All comments that you input will be visible to the system administrator when they review your event.


When a comment is added to an event the following information will be displayed.


Sample Image of a comment stored to an event


Top

Change Log

Changes made to an event will be displayed here. You will be able to view the following details for changes made to an event:



Image of Change log collapsed.

Within each version of an event changes will be organized into a table that provides the following information.

image of Change log expanded


Top

Location Conflicts

Does your event create a double booking or conflict with another event?

This area only appears on sites with a premium license, and where your location administrator has selected to "Prevent Double Booking". When creating an event this area will remain hidden until you have selected a location. If the location that you have selected has a previously approved event occurring in the same date and time or overlapping dates and times the location conflict panel will display the following message: "There are scheduling conflicts for this event. The details of the scheduling conflict(s) are listed below.".

Additionally the following information will be displayed about the scheduling conflict: