Events

Ways to drive growth and develop your community with Events module

 

 

 

 

Overview

The Events page on the platform displays past and upcoming events, as well as important information that comes with them. You can easily keep track of all current events or workshops, their programs and schedules. Some events may be available to every company member, while others only to certain employees depending on their position and organisation. It’s helpful for people to be proactive, and events are a great way for them to grow, strengthen their relationships and learn more in order to improve their skills.

 

On the main screen, you can see a list of all events, accompanied by relevant information which will help you understand and manage them more efficiently. You can switch from list view to the tile view with the button in the top right corner.

 

Column	Purpose
Title	This column reveals the name of the event and its host. If you click on the event name, you’ll be taken to its unique page.
Communities	Here, you’ll find listed different communities which the event can represent or with which it can be associated.
Program	The name of the mentor or buddy program of which the event is part.
Starts	The exact day and time the event is scheduled to begin. Employees are advised to double-check this data in order to be on time.
Finishes	The exact day and time the event is scheduled to end.
Status	This column displays the event’s status – published, draft, or unpublished.
Summary	Here, you have the option to register for the event and see which kinds of users can participate in it.    If you successfully register, the button will be replaced by a message.

Three additional buttons on the right side of the columns allow you to apply certain actions: 

Button	Function
Edit	Аllows you to make changes to the event. When you click it, you’ll be taken to several panels in which you can correct potential mistakes, update outdated information and introduce new characteristics to further complete the event.
Duplicate event	Duplicates the selected event by creating a copy of it. It’ll have the same information, starting and finishing time. You can use it as a template to save time and resources when creating similar events.
Remove event	Deletes the event.

 

1. Additional Features 

Some extra features and helpful options on the main page include the Search by keywords bar, the ability to Filter your search, and the option to Clear filters when you’re finished. These can make your experience smoother, as you won’t be losing time searching for specific events. 

• Sort your events based on whether they’re upcoming or past. Simply click on the category you want to see and the list of events will shift accordingly.

• Filter your results by the different categories they belong to, or the mentor/buddy programs they’re part of. Clear the filters when you’re ready. 

• Take advantage of the search bar to find the exact event you’re looking for.
  
  
• To reset the list of events to the default criteria, you need to remove all used filters with the Clear button:

1.2 Creating an Event 

Adding new events once in a while keeps the growth of your company steady. When employees attend workshops to improve their skills, enrich their knowledge, get to know and work with one another, they’re set for better and more exciting business opportunities within your enterprise.

To get started, click on the Add Event button.

You’ll be taken to a separate module for the creation of an event:

This screen is supposed to provide extensive information about the new event. It consists of several fields you need to fill with required and optional information, including where it’ll take place, when and to whom it is available. Make sure to go through everything carefully.

Field	Function
Title	The official name of the event. Keep it short and simple. When searching, potential participants must refer to it by this name.
Banner Image	Through here, you can upload a picture that will serve as a banner for the event. Accepted file types are .pdf, .doc, .docx, .ppl, or .xlsx. The file must not be bigger than 30MB.
Tile Image	From here, you can choose to upload a picture that will serve as the preview image for the event you are creating. Employees will be able to see it before they decide to join.
Program	A dropdown menu from which you can choose the kind of mentor or buddy program the event will be linked to. Participants of the program will share exclusive access.
Category	A dropdown menu from which you can define the category the event will belong to. For example, a monthly training exercise can fit into either “Group Session” or “Workshop”.
Hosted by	Events can have people in charge of their management and organisation. From this dropdown menu, you can choose an employee who will assume the role of event host. No more than one host is allowed to be added at this point.
Starts at	Exactly when the event is scheduled to begin. Date are defined by an integrated calendar.
Finishes at	Exactly when the event is scheduled to end. Date are defined by an integrated calendar.
Location	Physical address of the place where the event will take place. You can leave it blank if creating online events.
To which Communities this event will be related to	A multiselect field in which you can choose the user communities the event will be associated with.
Timezone	The timezone of the location the event is taking place in.
Status	This is where you define the status of the event – published or draft. The first option assumes immediate availability for potential participants to join, while the second saves your progress and allows you to continue adding information later.
Event Attachment	A custom file that could serve as a cover, ad or preview of the event. Participants could also be required to download attachments before or during their event experience.
Description	Optional information about the event, such as what it will include, what it expects to achieve and who is it for. You can stylise it to your preference using the integrated text editor.
Event registration enabled for	Here, you can tick boxes corresponding to the kind of employees you want to give access to the event.
Maximum number of attendees	The event capacity above which attendees will not be allowed to register. You can leave this field with no limitations.
Event only visible to invitees	Toggle this slider to make the event visible only by the people who have been invited to join it.
Video Meeting URL	Here, you can insert a Url for a video meeting, if the event is online.
Use Company Engagement Video	In this field, you can include a company engagement video for the event. Toggle the slider towards “Yes” to apply the setting.
Is RSVP Required	By requiring an RSVP, you’ll expect invitees to respond as to whether they’ll join by using a predefined template. This external template can be inserted in Url form in the field below. Toggle the slider towards “Yes” to apply the setting.

Once you’ve finished setting up everything and checked if the information you’ve provided is correct, click the Save Changes button at the bottom of the page to create the event.

 

2. Event Overview

Every event has its own unique overview page, with easy to digest information about when, where and how it will happen. To access it, simply click on an event’s title.

Inside the page that opens, you’ll see a couple of screens dedicated to the event’s schedule and features. They mostly contain information you provided during the creation process. 

What’s new is the ability to add a new event directly from this page, as well as access the precise Google map location of the current event.

 

2.1 Basic Details

The first screen contains a quick walkthrough of the most basic and important information about the event, such as its title, type, start and finish time, and a video link, if applicable.

2.2 Description

If the event has a description, it will be visualised here. 

2.3 Upcoming Events

On this screen, you’ll find available upcoming events which the same or other hosts have scheduled and organised. If you click on their titles, you’ll be redirected to their overview pages, and subsequently able to join or edit them on demand.

2.4 Additional features

The final three screens allow you to:

• create a new event on demand 
• see the current event’s precise location 
• access the profile of the current event’s host or hosts

3. Editing an Event

You can edit an existing event if you want to update the provided information, change the scheduled times, or take full control of the employee invitation process.

To start, click the Edit Event button on the top right corner of an event overview page. 

You’ll be taken to the same screen for event creation, but it’ll be just one of three other tabs dedicated to user invitation management. 

Going through the new tabs remains optional, but it’ll significantly boost your event’s reach. 

3.1 Details

This tab contains the same fields, settings and features as the one you went through during the creation of the event. Take a good look at the information you’ve provided and apply any changes that may be needed. Any field can be edited.

4. Invitation Messaging

This tab is all about managing the invitation and confirmation of acceptance emails sent to potential participants. Here, you can customize exactly what message they will receive upon being invited and after accepting the request. If you prefer, you can use the default templates. Note that apart from stylisation, file attachments and links can also be added to each email.

Once you finish, save your preferences by clicking on the Save Changes button.

4.1 Invite Users

The next and final step to managing your invitations is choosing which employees to send them to. In this tab, you can decide exactly who will be invited to the event, as well as keep track of whether they’ve accepted or declined the invitation.



The tab can be split into two screens:

• Send new invites – this is where you select which users will receive invite emails by ticking their respective boxes.
• Invited people – this is where you oversee the status of the invitations, which can be either “accepted”, “declined”, or “pending”. 

On the first screen, you’re able to see and access the profiles of all of your employees.
In addition, users are grouped into separate categories, which allows you to invite them in bulk instead of having to choose each one individually. You can take advantage of the familiar Search by keywords and filters options to easily find the person you’re looking for.

To officially send invitation emails to the selected users, click the Send Invites button. If you prefer to do this later but still save your preferences, click on Save Only.

On the second screen, you’ll be able to oversee exactly who has received an invitation and whether they’ve accepted or declined it. At first, everyone will be placed under the Pending category. People who accept their requests will appear in the Accepted tab, and those who decline – under the Declined tab.