Events

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by Adriana Oliveira

Assemble Events feature allows you to create and manage conference talk, training section or anything else you need to organise and invite other Assemble users to attend.

Events are part of Activities:

  • Upcoming events – As the name suggests it lists all upcoming events and it can be filtered by:
    • Invitations: Events you were invited to.
    • Organising: Events you are organising. 
    • Team events: Events organised by your team. 
  • All: All events in the organisation that you have access to. This will depend on the permission your role holds.
  • Create an event – We call event creation wizard and it's divided into sections – all mandatory fields in each section must be completed to move on to the next section.

To complete the Event details follow the onscreen instruction as shown on the screenshot below and select next.

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The attachment section is optional.

Invitations 

On this section, you can send invitations to the users you want to attend your event.

The send invitation functionality is very flexible and very easy to use. You can invite people individually or as a group by either directly sending invitations to all members of a selected team or by opening the event to the team.

Users who have already been invited to the event individually or through their team should not appear in the profile directory.

Click the team or user to add to the Selected column; selecting a team will display the "how would you like to invite" pop-up as shown in the image below.

This functionality applies either when creating a new event or when inviting new people to an existing event.

Inviting team members will send individual invitations to all members of that team.

Opening an event to a team won't send individual invitations. However, users can respond to an event they were either individually invited to or events that are open to their teams.

Associate activities to events' attendees 

You can set events to associate activities to its attendees if you wish the event to count towards the volunteers hours. To do so select the "create activity for attendees" option as shown in the screenshot.

  • Any changes made by the event manager to the associated event will automatically be reflected in the activity, you cannot directly amend associated activities.
  • If the attendee cancels their attendance, the aggregated activity will be automatically deleted.

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Tip

We recommend you always send invitations via MC. This is because if you select to send only via SMS, users without a registered mobile number won't get the invitation. Also sending SMS invitations won't send attachments.

On the Invitation screen, you can also set RSVP's and send reminders to attendees and to yourself to send a thank you message.

Managing the event

If you are the event manager or have the permission to manage any event in your organisation, you should be able to edit details, send a message to its attendees and send more invitations.

In the invitation section of the event, you can keep track of who has been invited, their response and whether you have users on the reserve list.

If the event has reached its full capacity, the user will be informed that they are going to be placed on the reserve list, and this will be reflected in the event status.

When the user accepts an event invitation, an entry will be added to their calendar.

Important

Users on the reserve list won't be moved automatically to the attending list when a place opens up. It is up to the event organiser to contact them and check if they are still interested in attending the event.

Events outcomes 

  • Outcome attributes are set by the organisation.
  • The event category will determine if an event does or doesn't require outcomes.

Event outcomes are normally used for QPI's. This is important information your organisation can use to make their reports and plan future events, so make sure you complete them after your event has taken place.