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:

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

Event Templates (aka Template)¶

The templates are created with all the elements that are typically in all the events. Most all of those fields are copied to the events that are created using the template.

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

Fields on the event template (NP) = Not passed to Event¶

Name - This name shows on the Event Templates list and should be unique
Event Title (NP) - This displays on the calendar and does not have to be unique
Description - Describe template if needed. not used much
Location -Where the event is held. Locations managed in Locations
Time - Time of the event
Create By Series (NP) - Indicates if events can be created in bulk
Show on Monthly Calendar - Some events like pickleball do not show on the monthly calendar
Recurring (NP) - Shows monthly and weekly recurring events for the series generator
Recurring Details (NP) - Description if needed
Day of Week (NP) - For recurring series
Group - The target group. Invites only go to this group
Event Type - Type from list above
Email Layout -Email layout for the invites. Required unless Calendar type.
Default Subject Line - Subject in Event
Sender Label - Modifies the sender name in the emails
Flyer 1, 2 and 3 - Allows jpegs to be added to the email

Fields on the Event¶

All the fields passed from the template shown above and fields specific to the event or for email invites.

Date
Subject
Sender Label
Header Line 1
Header Line 2
Messages 1, 2 and 3
Flyers 1, 2 and 3
Schedule dates and times to send the invites
Reminder Subject - Replaces invite subject
Send times

Creating a series of events from the template¶

If the template recurs on a weekly or monthly basis in a consistent day of the week for weekly and week of the month and day of the week for monthly, they can be created in the template directly, as many as needed. If something changes on events created, they can be deleted and re-created. Most of our events are Calendar type (no invite needed) and most of them can be created this way. Takes just minutes to do weeks or months at a time.

Creating an Event from an Event Template¶

When an event is created from a template, key fields from the template are passed to the event. After that, the event is managed on its own and the fields that were passed from the template are changeable. There are additional fields on the event, listed above, that do not come from the template. They provide additional information for sending invitations. An event that was created as a series and calendar type, can be changed to Notify or RSVP. Then, the invite fields can be entered and invites sent.

Sending invitations Events¶

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.
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.
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
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.
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.
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 RSV

Email design¶

These are HTML templates that get the information from the event and form it into the email invite that goes to the members. We currently have one email layout/design that is very flexible and will handle or current emails. More can be added if needed. The layout is Subject, Heading 1, Heading 2, Message 1, Flyer 1, Message 2, Flyer 2, Message 3, Link button at the bottom and notice why the recipient is getting the email. Any field left blank will just be blank. The flyers are for pictures/jpegs that you want in the body of the email. A simple email is subject, header, message and that's it.

Sender Labels¶

These are the labels that show in a members email inbox. They are like your name showing in a recipients inbox even though your email address is coolperson@your_email_client. Our site email address is noreply@www.glenhavenws.org. It makes for a more recognizable name and a bit of information on the emails purpose.

Glenhaven Signup - The invite to join the website
Glenhaven Notice - General notices
Glenhaven RSVP - Need for an RSVP to an event
Glenhaven Alert - Notify neighbors of an issue

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.

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.