Events / Programmes

Introduction

The Events / Programme page allows the creation of group wide or section specific events. These events populate the group and section programme pages. Events may also be promoted in the website home page or section specific home page image banners.



Events List

Event List

When opening the page, you will be presented with a list of events. The grey bar at the top of the page filters the events by section and date range. If the user is a site admin user the Section will be set to "All Section". Section Admin users will see the events for their section only.

The Start and End dates will be set to show events from approximately the start of the current school term to the end of the next term, for your convenience.

The filter fields may be changed and the [Update] button will change the list of events accordingly.

Where a specific section has been selected, the [Programme View] button will also be shown.

If you have Google Calendar Integration setup, you will see the [google calendar sync] button. When clicked, you will be moved to the Google Calendar Sync page.



Programme View

Clicking the [Programme View] button will display the events in a programme layout with a row for each of your section meeting day's setup.

Event Programme List

Each event has start and end date/time, name, description, leader notes that are not published online and a Provisional tick to stop events from being published until all details are finalised.

The [Details] button opens up full event details.

The [Insert] button will insert a blank event row above the existing event. This is useful for weekend events.

The [Delete] button will delete the event and remove the row from the programme view.


It is very important to click the [save change to programme] after making changes to your programme.

The [re-sort] button will sort the programme view into date/time order. This may be useful after inserting a new event row.



Event Details

After clicking the [Add Event] or programme view [Details] button, the following screen will be displayed:

Event Detail

The When fields define the start and end of the event. Date and time may be entered into each field in the format of dd/mm/yyyy hh:mm. E.g. 25/12/2016 18:00

Then Name, Description and Location fields describe the event what and where.

Leaders Notes are purely seen in this screen alone. This may be used to describe which leaders will be overseeing each aspect of the event.

Show in Banners and Details in Banners allows the event to be advertised in the website home page and/or section home page image banners, depending on the Sections selection, and whether the description and date of the event should be shown.

If you would like members to apply to attend or contact a leader about the event, the Booking Form and Recipient fields should be populated. This will display a contact form within the event details online.

If you already use an external site for event bookings, such as EventBrite, you may paste a link to the event booking into the Booking Link URL field. This will be shown as a link in the event details.

The Sections list shows a list for your sections + "Group". Ticking one or many of these will determine the audience for the event. Ticking the "Group" section will not only show the event in the Sections/Group events page, but if Show in Banners is set, it will promote the event on the website home page. Ticking all sections will show the event on all section programmes.

The Fundraiser tick box is not used at this point.

Privacy Level defines the website visitors who may view the event. By default, this is set to only show to registered users who have been given the authority to view that sections website content. Therefore, if not logged in, the section programme page will show a link to login, rather than the event details. This may be changed as per your group guidelines and the level of sensitivity of the event.

When the Provisional field is ticked, the event will NOT appear on the programme list. This ensures events are not published online until finalised.

After Event Report allows you to enter a report of what happened in the event.

Direct Link will be populated with a URL link for you to add to email, etc., after the event has been saved.


NB. If the event originated from Google calendar integration, the When, Name, Description and Location fields will be disabled. To change these fields, update the event in your Google calendar and then re-synchronise.


[save changes] will save the event and return to the events list.

[cancel] will return to the events list without saving any changes.

[delete record] will delete the event and return to the events list.




Clicking the Bookings tab will open these details:

Event Bookings

If you would like members to apply to attend or contact a leader about the event, the Booking Form and Recipient fields should be populated. This will display a contact form within the event details online.

Where the Confirmation Email Text to Attendee field is populated, the text will be emailed to the attendee when they book onto the event.

The Max Attendees field can be used to limit the number of attendees able to book onto the event. Enter the number or leave blank for no limit. This could be used for a camp or activity where places are limited.

Where the Max Attendees field is populated, the attendee details will also be shown in the Attendees list. If you want to hold all attendee names here, set the Max Attendees to 9999. You may view, add or remove attendees here.

If you already use an external site for event bookings, such as EventBrite, you may paste a link to the event booking into the Booking Link URL field. This will be shown as a link in the event details.




Clicking the Photographs & Images tab will open these details:

Event Detail Photos

The Photographs & Images tab allows images and file links to be uploaded/added to the event. The image will be shown in the programme list if the Header Image field is ticked.

For more information about this tab, please refer to the File Manager documentation.