Events homepage

Owned by James Goodwin
Last updated: Jan 26, 2022
5 min read

The events homepage allows users to view all past, present, and upcoming events on the company instance and register to attend future events. Administrators can additionally manage and create new events.

An event might be something as simple as a department away day or as complex as a company-wide training seminar, with occurrences in different offices across multiple timezones.  For example, an event called "Company update" might have an occurrence for each regional office (London, San Francisco, Tokyo), with agendas specifically tailored to each one.

This section includes the following: 

Navigating to the Events homepage

To go to the events homepage, expand the sidebar and click Events. 

The following options are available on the Events homepage: 

Button

Description

Button

Description

Search for an event

Enter an event name or location to search for an existing event.  

Upcoming

Click to display all upcoming events on the company instance, including events you are not registered to attend.

Attending

Click to display all upcoming events on the company instance you are attending.

Past

Click to display all past events on the company instance, including events you did not attend.

Pending

Click to display all upcoming events on the company instance you are awaiting confirmation to attend.

Create new event

Click to create a new event.

The Create new event button is only available to admins. 

Creating a new event

To create a new event:

This feature is only available to administrators using the web platform on a tablet-size screen or larger.

  1. On the events homepage, click Create new event.
    The Select community screen appears.

  2. On the Select community screen, click the dropdown and enter a community name.

  3. Click Select.
    The New event screen for the selected community appears.

  4. Configure and save the new event.

For details on configuring a new event, see Creating a new event.

Occurrence screen

The occurrence screen displays details about an occurrence of an event, including location, host, and availability, as well as the ability to register attendance or join the waitlist. A selection of management options are also available, such as the ability to change occurrence details and approve applicants.

To go to the occurrence screen:

  1. On the events homepage, click an event tile.
    If the event has only one occurrence, the occurrence screen appears and you do not need to complete the following steps. If the the event has more than one occurrence, the following screen appears.

  2. If necessary, click the following buttons to view specific types of occurrences:

    • Upcoming: Displays all upcoming occurrences

    • Attending: Displays all upcoming occurrences you are attending

    • Past: Displays all past occurrences you have attended

    • Pending: Displays all upcoming occurrences you are awaiting confirmation to attend

  3. On the left-hand side of the screen, click an occurrence.
    The occurrence screen appears.

The following settings are available to all users and managers.

Setting

Description

Setting

Description

Favourites

To save the occurrence in your Favourites, click the Favourite icon.

Share

 

To share the occurrence with all members of a community or specific users across the company instance:

  1. Click the Share icon.


    The Share screen appears.

  2. Select one of the following options:

    • Community: Shares the occurrence with all members of the community the event was created in

    • Users: Shares the occurrence with a specific user or users across the company instance

  3. If you selected Users, in the Add user(s) name here field, enter the name of one or more users.

  4. If necessary, in the Add a personal message (optional) field, enter a message to share with the occurrence.

  5. Share the occurrence using one of the following methods:

    • To share the occurrence instantly, click Share.
      The occurrence is shared with the selected communities or users.

    • To schedule a date and time to share the occurrence:

      1. Click the calendar icon.
        The Schedule a share area appears.

      2. Enter a Date and Time.
        The Share button becomes the Schedule button.

      3. Click Schedule.
        The occurrence will be shared with selected communities or users at the scheduled date and time.

Save to iCalender

 

To save the occurrence in iCalendar, click the calendar icon. 

Register

To register to attend the occurrence, click Register.

Withdraw

To withdraw from an occurrence you are registered to attend, click Withdraw.

Join waitlist / Leave waitlist

If there are no spaces remaining on the occurrence, click Join waitlist to join the waitlist until spaces become available. Spaces become available when other users withdraw or the event creator or a manager adds more spaces.

To leave the waitlist, click Leave waitlist.

Add reportees

To add one or more of your reportees to the occurrence:

  1. Click Add reportees.
    The Select reportees screen appears.

  2. On the Select reportees screen, in the Select one or more reportees field, enter the name of a reportee.

  3. If necessary, in the Add a personal message field, enter a message for selected reportees to receive when added to the occurrence.

  4. Click Add.
    The selected reportee or reportees are added to the event. If there are no spaces remaining, selected reportees are added to the waitlist.

The following settings are available to administrators.

Setting

Description

Setting

Description

Manage Event

To go directly to the About tab on the occurrence management screen, click Manage Event.

See Approvals

To go directly to the Applicants (#) tab on the occurrence management screen, click See Approvals.

Take attendance

To register occurrence attendance:

  1. Click Take attendance.
    The Register Attendance screen appears.

  2. On the Register Attendance screen, in the Attended? column, click one of the following options for each user:

    • Tick icon: The user attended the occurrence.

    • Cross icon: The user did not attend the occurrence.

To send a user a notification:

  1. Click Take attendance.
    The Register Attendance screen appears.

  2. On the Register Attendance screen, in the Notify column, click the notify icon for the user.
    The following window appears.

  3. In the Insert subject here field, enter a summary of the notification message.

  4. In the Write message here field, enter the notification message.

  5. Click Send.
    The window closes and the notification is sent to the user.