Whether done by Global Admins or Community Admins, creating a simple event is fairly easy using the Event Types provided. Most of the fields, such as Event Title, Start Date, and Event Description, are straight forward. Selection of the right Event Type eases the rest of the process. Community Admins will likely need little instruction on using the interface to create routine chapter events. Regardless, special care should be taken to be sure that the following vital fields are completed correctly.
Selecting an Event Type
Any Event Templates created by a Global Administrator, and all the default Event Types, will be able to be selected by a Community Admin or Global Admin when creating an event. This important step is very early in the process, coming after creating the Event Title.
The names of the Event Templates will generally hint to the kind of functionality supported. “Conference” has robust sessions and pricing functionality while “Chapter Meeting” does not. The Event Type field can be changed to select another template at any time should an Admin discover that the Event Template chosen does not meet their needs.
Community Admins will likely want to make a selection in the Community drop-down field for most events. Associating a community with an event will impact the event in the following ways:
- Community "view" permissions determine who can see all events listed for that Community. The view permissions are determined on the Manage Community page for each community through the radio button selection for Who Can View Your Community.
- The community payment provider will be used. If a different PayPal, Stripe, or CyberSource account is associated with the community all payments will be directed to use that account. A community-specific payment provider can be established through the "Settings" menu accessed on the community landing page for any community. If no information is inputted here the default payment path will be utilized.
The inclusion of an HTML editor in the Event Description fields allows endless options to be added to events. However, not all of these options are good to apply to all events.
- Event Location: use multiple inputs where desired. If your meeting has an in-person location and a conference call dial-in number and a link to the presentation you can include them all.
- Event Logo: add an image to show on event lists and the main description page. Upload a logo in the Event Logo field, not the HTML-rich Event Description – If the logo height and width are no larger than 170px the logo will render attractively. Do not upload the logo to both the logo field and in the HTML editor, once is enough.
- Contact Information: add anyone. These are text inputs, not a user-lookup. Any person you which to serve as the main point of contact is appropriate here.
- External Link: ignore this when registration is on. The text prompts you to link to websites with a “more detailed description” of the event. If the event posting you are creating is the main source of information leave this field blank. Don’t send users away when they are in the right place.
- Event Description: many options.
- This is a full HTML editor with HTML tab, allowing inclusion of images and embed of YouTube or Vimeo videos.
- Rely on the site's native styles and do not make font color and size selections in the editor which will clash with your site's schema.
- Link to vital documents using the HTML editor – use an appropriate Resource Library to house the documents supporting the event, then link to those documents via the hyperlink icon in the editor. This will allow the document to be found in search and allow the social tools for all online documents to be applied.
There are five registration selections possible when creating an event. Click on the links below for details on functionality and configurations supported.
1) No Registration – no “Register Now” or “RSVP” buttons. The event listing is only informational with links to external pages and resources possible via the description or the “More Information” link.
2) External Registration – “Register Now” buttons prompt registering on an external website.
3) RSVP Only – one-click registration to indicate “I am coming” by a single user by clicking on “RSVP” buttons. Immediate cancel of RSVP by the button is supported.
4) Simple registration – “Register Now” buttons initiate registration with payment for self and others within a shopping-cart-like experience. Simple registration expedites registering and supports registration by and for users without an existing user record (in the AMS/database or on the Higher Logic side). Honor-based pricing for registration is supported.
5) Full registration – “Register Now” buttons initiate registration with payment for self and others with add-ons and sessions possible through a multi-page registration wizard. Complex registration does not support honor-based pricing for registration.