Managing event occurrences

Search for a user

Enter the name of a user to filter the Attendees list.

Add users

To add users to attend the occurrence:

1. Click Add users.
   The Add users screen appears.

2. In the Add user(s) name here field, enter the name of one or more users.

   If the number of users exceeds the number of spaces available for the occurrence, the space capacity automatically increases.

3. Click Add.
   The users are added to the Attendees list and receive a notification.

Invite users

To share the occurrence with specific users:

1. Click Invite users.
   The Invite users screen appears.

2. In the Add user(s) name here field, enter the name of one or more users.

3. If necessary, in the Write message here field, enter a message to be sent to users with the event notification they will receive.

4. Click Invite.
   The users are sent invitation notifications. If they want to attend, the users must manually register.

Notify users

To send a notification to all users on the Attendees list:

1. Click Notify users button.

   

   The Notify users screen appears.

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

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

4. Click Notify.
   All users on the Attendees list are sent a notification, including users not approved to attend.

Export CSV

Click to export information about all users in the Attendees list to a CSV file.

Import CSV

You can upload a list of attendees to both past and future events using a CSV. Click Import CSV and upload the file from your computer.

Importing users to past events

You can import users to events that have happened in the past, marking them as attended or not. When doing this, the following headers must be included:

• FuseID: The ID of the user being added to the event.

• E-mail: The email associated with the user's account.

• Username: The user's username. 

• Attended?: Whether or not the user attended the event. (Yes = the user attended, No = the user did not attend)

• Pass/Fail?: If the user passed or failed (Pass = the user passed, Fail = the user failed)
  

Importing users to future events

You can import users to events that are due to take place at a future date. When doing this, the following headers must be included:

• FuseID: The ID of the user being added to the event. 

• E-mail: The email associated with the user's account.

• Username: The user's username. 

When importing users to both past and future events, the FuseID, E-mail and Username headers must always be included, however, you can choose to only include data for one of these particular columns - leaving the other columns empty. For example, you might only list each user’s username as shown below, leaving the other two columns (FuseID and E-mail) blank, and those users will still be imported to the event successfully:

Event creator / Manager sign off / Specified approver

If Sign off required is enabled on an occurrence, a column exists for each of the sign-off types enabled on the occurrence.

To approve a registration:

1. Click the tick button.
   The tick button becomes green.

2. Click Save.
   The Events admin screen appears and the registration is approved.

To decline a registration:

1. Click the cross button.
   The Decline application screen appears.

2. If necessary, let the user know why you are declining the registration.
   The user receives a notification about the registration being declined.

Did the user attend?

After completion of the event, click one of the following buttons to mark user attendance:

•  Click the tick if the user attended.

• Click the cross icon user did not attend.

Training duration

If the user attended the event, use the Hours and Minutes dropdown lists to specify the amount of time contributed towards training for each attendee.

Notify users

To send a notification to an individual user:

1. Click the Notify users button for the user.
   The Notify user screen appears.

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

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

4. Click Notify.
   The user is sent a notification.

Remove user

To remove a user from the occurrence:

1. Click the Remove user button for the user.
   The Remove user screen appears.

2. Click Confirm.
   The user is removed from the occurrence.

Search for a user

Enter the name of a user.

Add all waiters

To add all waitlisted users to the event:

1. Click Add all waiters.
   The Add waiter(s) screen appears.

2. Click Add.
   All waitlisted users are added to the event. Where necessary, approval requests are sent.

Notify all waiters

To send a notification to all waitlisted users:

1. Click Notify users.
   The Notify waiters screen appears.

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

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

4. Click Notify.
   All waitlisted users are sent a notification.

Add user to event

To add individual waitlisted users to the occurrence:

1. In the Add user to event column, select one or more waitlisted users to add to the occurrence.
   The Add all waiters button becomes the Add [#] waiter(s) button.
   

   

   1. The Add waiter(s) screen appears.

   2. Click Add.
      All selected waitlisted users are added to the event. Where necessary, approval requests are sent.

Notify user

To send a notification to a waitlisted user:

1. Click the Notify user button for the user.
   The Notify waiter screen appears.

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

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

4. Click Notify.
   The waitlisted user is sent a notification.

Remove user

To remove a user from the waitlist:

1. Click the Remove user button for the user.
   The Remove waiter screen appears.

2. Click Remove.
   The user is removed from the waitlist.

Withdrawn

Name of the withdrawn user.

Withdrawn after deadline

Indicates if the user withdrew after the registration deadline passed.

Withdrawal date

Date the user withdrew.

Reason for withdrawal

If the user withdrew after the registration deadline passed, they were required to provide a reason for withdrawing. If applicable, the reason is listed here.