Adding Events

Every "Event" has Event Meeting(s) and every "Event Meeting" will be a part of an Event. The Event is the parent record, and among other information, the key components identified are:

  • Event title
  • Customer
  • Customer Contact
  • Event Type

The Event Meeting(s), identify the individual instances of an event and each one includes:

  • Start Date,/End Date
  • Start Time/End Time
  • Assigned Room(s)
  • Associated Resource(s)

If you have permission to view the Event List, there is an option to either View Events (the high-level event details) or View Event Meetings (each instance of an event).

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Event Form

The event form is used to create a new event and depending on the number of meetings will determine what mode you select. When you open the form, it will default to a single meeting, but can be easily changed.

  • Single: there is only one meeting occurrence with a single date.
  • Multiple: there are multiple meetings with multiple dates with no recurring pattern. 
  • Reoccurring: there are a series of event meetings that repeat in a pattern.

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The event form can be accessed from various places in the application (with edit events permission) and will inherit as much information as possible based on your access point.  For example, if you start the event creation process by clicking and dragging on the scheduling grid, the event form will be pre-populated with the date, times, and location.

  • Homepage: click "Add Event" from the Activity widget.
  • Calendars and scheduling grids: - click on the calendar, or click/click and drag on a scheduling grid.
  • Search for available rooms tool: - enter search criteria, then select an available room and create an event.
  • Event list page: - click Add on the event list page to create a new event from scratch. 

 

Single Meeting Events

The Single meeting mode is intended for events with one meeting occurrence, but more meetings can be added after an Event is created if you do not select Multiple or Recurring modes. 

  1. When the Create Event window is opened, select Single.
  2. Select Start Time and End Time.
  3. Select Start Date and End Date.

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  4. Enter the Event Name.
  5. Select a Room:
    • Type the name of a room name, number, or building and the list will populate with matching rooms.
    • If the room is available and the user has permissions to schedule it, it will be in black text.  If the room is available and the user does not have permission to schedule it, it will be in black text and have (Request) after the room number and name.
    • Click the Find Rooms icon (house) for advanced room search. 
    • Click the Find a Time icon (clock) for an advanced time search for the selected room.  If the room is unavailable, it will be in gray text and have (Unavailable) after the room number and name.
  6. Select Event Type.
  7. Select Contact. Once you have selected a contact, the customer will automatically populate in the Customer field. If the customer or contact does not exist in the system, you may add one by clicking "Create". If the contact you are trying to add already exists in the system as a different responsibility (e.g. User, Instructor), you can simply edit their People Record.
  8. Click Save, or click Save and Send Notification to save and also send an event summary to the contact.
Prior to saving, you may click the More Options link to switch to the full event form to edit additional details or interact with other advanced features.

 

Multiple Meeting Events

The Multiple option is provided so that you can create an event with more than one meeting in the same event creation session. The process is virtually the same, except you may select multiple dates from a calendar, and optionally edit times for each meeting.

      1. When the Create Event window is opened, select Multiple.

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      2. Select Start Time and End Time.
      3. Click the calendar to select one or multiple dates.
      4. Click the arrow button to add your meeting(s) to the meeting list on the right. When adding meetings, they will have the same start and end times as entered above. You may change your times as you are adding meetings to the list to create different meeting time/date combinations.
      5. Enter the Event Name.
      6. Select a Room:
        • Type the name of a room name, number, or building and the list will populate with matching rooms.
        • If the room is available and the user has permissions to schedule it, it will be in black text.  If the room is available and the user does not have permission to schedule it, it will be in black text and have (Request) after the room number and name.
        • Click the Find Rooms icon (house) for advanced room search. 
      7. Select Contact. Once you have selected a Contact, the Customer will automatically populate in the Customer field. Once you have selected a contact, the customer will automatically populate in the Customer field. If the customer or contact does not exist in the system, you may add one by clicking "Create". If the contact you are trying to add already exists in the system as a different responsibility (e.g. User, Instructor), you can simply edit their People Record.

You can only add one room to your meeting from this form.  You must click "More Options" to add more than one room to multiple meetings.

 

Recurring Events

The Recurring option allows you to create a series of event meetings that repeat in a pattern. To create this type of event, you must simply define your desired recurring pattern using the options provided.

  1. When the Create Event window is opened, select Recurring.

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  2. Select Start Time and End Time
  3. Select a recurrence pattern and configure the applicable recurrence options.
  4. Select a Start Date.
  5. Specify either a number of occurrences or an end-by-date.
  6. Enter the Event Name.
  7. Select a Room:
    • Type the name of a room name, number, or building and the list will populate with matching rooms.
    • If the room is available and the user has permissions to schedule it, it will be in black text.  If the room is available and the user does not have permission to schedule it, it will be in black text and have (Request) after the room number and name.
    • Click the Find Rooms icon (house) for advanced room search. 
You can only add one room to your meeting from this form.  You must click "More Options" to add more than one room to recurring meetings.

 


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