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Managing Events

In most cases events are created from event templates. An event can be created without a template but only if it is going to be a one and done event. Event templates save work and make events created from them consistent and complete.

Event Types

All events have a type. The type is used to determine how an event is processed and what information is required of the member responding to an event. Types are used for filters and selections. The types are:

  1. Calendar: Just puts it on the calendar. No notification. Created in bulk in the template.
  2. Notify: Notifies members in its group. No response required.
  3. RSVP: Email with RSVP button. Action required by member.
  4. RSVP Choices: Same as RSVP but member responds with choice.
  5. RSVP Items: Same as RSVP but member indicates items they will bring.
  6. RSVP Capacity: Same as RSVP, but first come first reserved.

Event Templates

The templates are created with all the elements that are typically in all the events. Like the title, location, time, group etc. Most all of those fields are copied to the events that are created using the template. Then a few edits for that event and save, The event then shows on the calendar and on their personal calendar if they are a member of that group. In many cases, only the date needs to be changed. reference template Most of the events that are just going on the calendar can be created en masse using the Create Series button. Events like, Bocce, Bridge, Circuit Training, etc can be done like that

Template design

Email layout - We currently have one email layout/design. We can add more if needed.

Fields on the event template

  1. Name
  2. Event Title not passed
  3. Description
  4. Location
  5. Time
  6. Create By Series not passed
  7. Show on Monthly Calendar
  8. Recurring not passed
  9. Recurring Details not passed
  10. Day of Week not passed
  11. Group
  12. Event Type
  13. Email Layout
  14. Default Subject Line
  15. Sender Label
  16. Flyer 1, 2 and 3

Add from Template

  1. Review the data that was passsed from the emplate and enter any new or different data.
  2. If the event is just going on the calendar with no notification or RSVP, click Save
  3. If the event needs notification or RSVP, continue in the Invite section
  4. An event can initially be entered as Calendar type. This allows entry of multiple months or weeks to show on the calendar then changed as needed

Creating and Event from an Event Template

When an event is created from a template, all the data from the template is passed to the event. After that, the event is managed on it own and all the fields that were passed from the template are changeable. There are also some fields on the event that are not on or come from the template. These fields are specific to and managed on the event.

Describe in general and when invites how the ort and filter. Any event can be changed to RSVP which allows email notification and RSVP. There are four types of RSVP at this time

Calendar

Just added to the calendar. Most of these are created in series on the Event Template.

Notify

Just announces no requirement to RSVP. TGIF is an example

RSVP

  • Whether the member goes directly to their RSVP page or goes there via the link in the invite, they need to check the box by the event and click Save Changes to RSVP Member shows they are coming. No additional information requested.

RSVP Choices

Allows the creator of the event template to show a list of responses that the member choose from. For example, when an event is at a location outside Glenhaven, some can drive and others need rides. The members chose the response and they are listed on the event RSVP by their choice. The event chat can be used for getting those needing rides with drivers. This type also allows including a "Can't make it" response when the event wants all to RSVP rather than just those coming. Bunco is a good example. Response choices are managed under Events/Responses.

RSVP Items

  • Allows creation with items request
  • How to add items and select
  • After RSVPing, the member will see the list of items requested and they can indicate what they will bring or that they won't this time. The event RSVP page will show the status of the items requested. Items are managed under Events/Items

RSVP Capacity

RSVP for Capacity Limited Event - Time stamps each RSVP a member makes. It shows Reserved and Wait List on the event RSVP page. When implemented, it will manage when a member on the Reserved list cancels their RSVP. It will notify the next member on the Wait List that they are now Reserved. Members elevated to Reserved that can't come need to cancel their RSVP to free up that spot. Capacity is set when an events type is set to Capacity As needed.

Email Notifications and Invites

  1. If an event needs to send an email to the group of the event, the Invite section needs to be filled out. If any flyers (pictures in the email) are needed they should be included in the Template if they applies to all the events. Flyer selection can be done per event if they are different, for example book clubs may have a photo of the book for that month.
  2. The elements of the email are Subject, Header lines, Messages and flyers. There is a link at the bottom that allows the member to click and take them to their RSVP page.
  3. There are up to three messages and three flyers. They alternate message/flyer/message etc. If there is no text in a header line or message, nothing shows. Same for a flyer
  4. The header lines will be at the top, white on a black background. Message 1 will be below the header. Flyer 1 will be below that. Many emails are simple using the headers and a message while some can be quite elaborate. An email can start with a flyer by leaving the first message blank.
  5. The link and its label will change based on the event type. Notification may have no link or one that go to the site home page for convenience. Any RSVP type events will have a link labeled RSVP. Clicking it will go to the members RSVP page and allow them to RSVP to the event.
  6. Note that the email invite is to notify and allow convenient link to the RSVP. Members that are from the email. Just clicking the link in the email does not RSVP. The member needs to check the box of the events and click Save Changes to complete the RSVP