Creating an Event

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by Matt Loughton

Warning

This functionality is currently in staging and will be live 1st March.

For current functionality see Events.

Assemble’s Events feature allows you to create and manage meetings, conference talks, training sessions 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.
  • Past events - All past events
  • Outcomes reports - List of outcomes that have been completed for past events, including summary aggregates. 

Creating an event 

We call an event creation wizard and it's divided into sections – all mandatory fields in each section should be completed to move on to the next section.

 

1. Event details

This section is for all your events basic details such as event name and event description, within the event description, you can make use of the markdown options provided at the top to format your text, add links and images.

Also, you will select the event category. This is the activity category which the event will be recorded under and will provide certain settings and outcomes for the event activity.

The attachment section is optional.

 

2. Sessions

Here you will set up the time, date and location of your event. As evident from the 

section title, you can set up multiple sessions within the singular event and therefore can cover multiple timeslots and locations over multiple days.

Each session must have a set Location, Date, Start time, End time and minimum attendance set (maximum is optional), you can also add an optional session title to each. Locations can be set to be online and therefore a link must be provided and details to a virtual meeting can be shared.

 

3. Invitations

In 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. Additionally, if you would like to open an event to the entire organisation you can do so by checking the organisation-wide option. 

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.

open_creating_event_supervisor_guide.png

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. Open events will be available to users via their events pages listings.  

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

Note

You are not required to invite anyone at this stage. This can be done after the event creation from the event or from My team.

Training

By checking “Yes, I would like to add training to this event” you can associate the event with training modules. These modules should be set up in Assemble before creating the event (but can be created and added after event creation) and completed training will be added to the “Accepted” event attendee’s profiles the day after the event.

If the user is removed from the "Accepted" list when they have already received the training, the training completed date will be removed from this module for them.

If a user is added to the event after the session is completed, they should automatically receive the training.

Reports will only show users who have this training associated with one of their roles.

Additional options

Associate activities to the 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 at the bottom on the invitations screen.

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.

 

4. Recruitment

When creating an event, if you have the “Create opportunity” permission, you will see the tab named "Recruitment". By checking the “Yes, I would like to recruit volunteers for this event” option, you will be able to provide details for a one-off opportunity that will be created and that links directly to the event.

If you have the “Override opportunity description” permission, you will be able to "Add custom advert text" otherwise the default advert text from the selected role profile will be used in the opportunity.

If only one event location has been provided, the advert location will be prefilled, however, if you have more than one location, you must provide the advert location.

 

5. Summary

Review your event details, if you think there is a mistake, you can click edit to go back and make any changes, as well as being able to select your invitation and attendance approval preferences before clicking the 'create' button.

By checking the “Attendance approval” you will enable the waiting list in which accepted users will be placed on until an event manager officially approves their attendance to the event.

Once created your event will be live, invitations will be sent and if recruiting the opportunity will be created. 

Tip

We recommend you always send invitations via Message Centre. 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.