This page outlines the process and options for creating events. For an index of Engage articles, return to the Engage Table of Contents.
Internal Event Calendar
To see a calendar of all events, including both public and private, visit Engage > Events.
Clicking on an existing event opens the event into an overview page. (For more on event calendars, see Engage: Event Calendars.)
Overview
The overview page for an event includes at a glance details about the event and options for managing the event.
On the left side of the event overview page, the description, event date, and location are shown. Additionally, a list of anyone who has registered for the event is shown, including when they registered and the source and device type where the registration took place. The "Register User" button can be used to add additional attendees. On the lower right side of the page, the QR codes for the brochure page, QR check-in, and registration form are shown.
Edit Event
Clicking on the "Edit Event" button opens the interface to make changes to the event details, event brochure, and publish settings.
Brochure
Clicking on the "Brochure" button opens the public brochure page. Regardless of whether the event has been added to the public calendar, this page can be accessed publicly by the URL. This uses the "friendly URL" address that is set in the publish page for the event, making it easy to share this link with others.
Duplicate
Clicking on the "Duplicate" button opens up a modal with options to select what information will carry over to the duplicated event.
Adjust the event title and details of the event, select which elements to carry over, and then click either the "Duplicate" or "Duplicate & Go to Event" Button. The former is useful for creating multiple events at one time, such as creating multiple interest meetings that take place over a sequence of weeks. The later is useful for creating a duplicated event and then opening that event immediately to make more detailed changes.
Check-in
Clicking the "Check-in" button opens a page that lists each person who has registered. Use the toggle button to mark each registrant as checked in.
You can also streamline checkin by using a QR code! Available on the lower right side of the event overview page, this code can be download to use on a sign or presentation slide to make it easy for attendees to check in.
This check-in function becomes available 2 hours before the start of the event, and is available until the scheduled end time of the event. Note: When checking in, registrants should enter the email address that they used to register in order for the system to identify them and mark them as checked in.
Cancel this Event
Click the Cancel this Event button to change the status of the event to canceled and to notify any registered contacts of the cancellation. This will open up a confirmation window.
The information in the "Reason for Cancellation" space will be included in the email that is sent to registrants. Use this space to let the registrants know information such as "Canceled due to weather." or "We'll contact you soon about rescheduling!"
Once the "Cancel this Event" button is clicked, the notification is sent out to registrants:
On the public calendar the Event Date field changes to indicate that the event was canceled. On the internal calendar, canceled events are indicated by grey strikethrough text formatting, and within the event details page, the Event Date changes to a status of "Canceled - [Reason for Cancellation]".
Additional Resources
Here are other resources that may interest you: