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Events

Using the Events feature in Tent allows your members to sign up for events within the community portal.

Some examples of how Tent customers can use the Events feature:

  • Sharing monthly meet-ups to a community of volunteers
  • Sharing induction events to a community of programme participants
  • Sharing training events to a community of volunteers

Contents:

Switching on the Events Feature

Like all features, you can toggle Events on and off as you require. When events are switched off, your members won’t see the events item in the sidebar menu. Admins will always see all features on the menu, but a banner at the top of the page will inform them if the feature they are viewing is currently switched off.

You can toggle Events on or off under Platform Setup as and when you require them.

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Toggling Events off doesn’t stop you from creating events, it just makes the entire feature invisible to non-admins. If you want to create some events prior to launching the feature to your members - or if you just want to have a play around and a practice - then simply switch it off in Platform Setup and get creating.

Creating an Event

Creating a Draft Event

All events are first created as a draft. This allows you to preview the event before it’s published, or save it for later if you’re not yet ready to make it available to your members.

Creating an event is simple:

  1. Navigate to the Events section and click ‘create event’
  2. Give your event a name, a summary (which will appear on the events listing) and a description (which will be visible when clicking through to the event).
  3. If desired, add event tags. Event tags allow users to view events by category. They need to be configured in Platform Setup before they can be applied to an event.
  4. Choose a cover image for your event. This will be seen on the event listings page. If you leave it blank it will default to a stock image of a diary. We strongly recommend that you use a cover image of your own, and that you vary the cover image for different events (e.g. not just using your logo or the same stock image on all of them).
  5. Choose who can see and attend the event. By default the ‘restrict to groups’ setting is switched on. You can then choose the groups you wish the event to be visible to. If you want it to be visible to all members, toggle ‘restrict to groups’ off.
  6. Enter the event location. Events can be physical or online. For physical events, you can search for the meeting location by typing the address in the ‘venue’ box. Online events will need a meeting URL. This is only visible to attendees.
  7. Set the event capacity. This limits how many people can sign up to attend. If the capacity is effectively unlimited (e.g. for online events) then you can set the limit at a very high number. Only admins will be able to see ‘spaces remaining’ on the event listing.
  8. Set the event time. There are two ways to do this. The default is to enter a start date and time and an end date and time. If you click ‘set duration’ you can simply enter a start date, start time and a duration.
  9. When you’re done, press ‘save’. This will save your event as a draft. It will not publish it, so it’s still invisible to members at this stage.
  10. You can now see what your event will look like when it’s published. If you are happy with this preview you can press ‘publish’ straight away. If you do not wish to publish yet, you can return to your event at any time under draft events.

Duplicating an Event

If you need to create an event that’s identical or very similar to another current or previous event, you can use the duplicate feature to save time:

  1. Click on the event you wish to duplicate. This can be an upcoming, draft or past event
  2. Click on the down arrow next to ‘Edit event’ and select ‘Duplicate event
  3. You will now see a new draft event, pre-populated with the same information as the event you have duplicated. The only difference will be that the name of the event is now ‘Copy of [original event name]’.
  4. Change any of the details you need to change.
  5. When you’re satisfied, press ‘save’. This will save your event as a draft. It will not publish it, so it’s still invisible to members at this stage.
  6. You can now see what your event will look like when it’s published. If you are happy with this preview you can press ‘publish’ straight away. If you do not wish to publish yet, you can return to your event at any time under draft events.

Publishing an Event

  1. Click on the draft event you wish to publish.
  2. Select ‘publish
  3. Your event is now visible to members. It will remain live until the event passes, or until you choose to unpublish it.

Editing an Event

You can edit an event at any time.

  1. Click on the event you wish to edit. It could be an upcoming, draft or past event.
  2. Select ‘edit event
  3. Edit the details you wish to change
  4. Press ‘save
  5. If you’ve made a substantial change to a live event that already has attendees (e.g. if you’ve changed the location or the time), you will want to notify the attendees of the change. You can do this by using the email attendees function.

Event Invitations

Once an event has been published, anyone who has been granted visibility of the event can sign up to attend it. They will be able to find it amongst the recently-published events on their homepage, and also on the events listing page. You may also wish to invite users to attend directly:

  1. Click on the event that you wish to invite members to attend. This can be any published event.
  2. Press the down arrow next to ‘edit event’
  3. Select ‘Invite Members
  4. Fill in the subject and body of the email that the members will receive. The body does not need to include all of the event details, as this will be included in the email
  5. Press ‘send’. The invitation will be sent to all eligible members who have not yet signed up to attend.

Managing Attendees

Viewing Attendees

All users - admins and members - can view how many attendees are going to an event on the main events listing page. Admins can also see ‘spaces remaining’ from the specified capacity.

To see the members who have signed up to attend the event:

  1. Click on the event you are interested in. This can be an upcoming or past event. Draft events do not have attendees if they have not been published, but they may have attendees in the event that they have been published and then unpublished.
  2. Members who have signed up will be visible under the ‘attendees’ section at the bottom of the page.

Attendee lists are only visible to admins, not to members.

Contacting Attendees

It may sometimes be necessary to contact event attendees. Perhaps you want to ask them to fill in a form prior to an event, or you may have changed key details or even cancelled the event. Whatever the reason, it is simple to contact attendees:

  1. Click on the event you’re interested in. This can be an upcoming or past event. Draft events do not have attendees if they have not been published, but they may have attendees in the event that they have been published and then unpublished.
  2. Select ‘email attendees
  3. Fill in the subject and body of the email you wish to send to attendees
  4. Press ‘send

Marking Attendance

You can use Tent to record whether signed up attendees attended an event:

  1. Click on the event you’re interested in. This can be an upcoming or past event. Draft events do not have attendees if they have not been published, but they may have attendees in the event that they have been published and then unpublished.
  2. Scroll down to the ‘attendees’ section at the bottom of the page.
  3. When members sign up their attendance defaults to not attended. To mark them as attended, simply press the ‘attended?’ toggle.

Downloading Attendees

If you want to extract a list of attendees:

  1. Click on the event you’re interested in. This can be an upcoming or past event. Draft events do not have attendees if they have not been published, but they may have attendees in the event that they have been published and then unpublished.
  2. Click the down arrow next to ‘email attendees
  3. Select ‘‘download CSV

Event Reminders

Attendees who have signed up to an event will receive an email reminder 24 hours before the event. This email will remind them of the details of the event. If you wish to provide additional reminders or to contact attendees for any other purpose, then you can do this using the email attendees function. Pro customers can also automated additional reminders and communication via email or SMS through their integration.

Unpublishing an Event

You can unpublish a published event any time you wish to. For example, you may wish to unpublish the event shortly prior to the event commencing to prevent last-minute signups.

  1. Click on the published event you’d like to unpublish
  2. Click the ‘published’ button. The status will now revert to unpublished. All details and any attendees will be retained.
  3. You can re-publish it at any time prior to the event commencing if you wish to.

Deleting an Event

You can delete any draft event in the platform. If you wish to delete a publish event, you must first unpublish the event, which will revert it to a draft event.

  1. Click on the draft event you wish to delete
  2. Click the down arrow next to ‘edit event
  3. Select ‘Delete Event
  4. You will be shown a warning pop-up. If you want to proceed with deleting the event, press ‘delete’. You can press ‘cancel’ if you’ve changed your mind. Be careful when deleting events; once deleted, an event cannot be restored.

Member-Managed Events

Tent customers have the option of giving some members admin-level permissions to manage events, without making them full admins across the platform. You may wish to do this if you’d like your community (or a subset of it) to be able to create and manage their own events through your Tent portal.

  1. Got to ‘Manage Users
  2. Select the ‘Groups’ heading
  3. Select the group you wish to apply the permission to. If you don’t already have the right group for your requirements, then you will need to create a new group and add the appropriate members first
  4. Select ‘Add permission
  5. Under ‘Type of Permission’ select ‘Can manage events’
  6. The ‘Restrict to specific groups’ section allows you to control which group(s) the members of the group can manage events for. They can be given permission to manage events for all members or any combination of groups of members. If you are unsure of which settings to apply for your desired outcome then please see the table below for examples.

Be aware that:

  • If a group is granted permission to manage events for group(s) other than their own, they will be able to see all the events for that group. This does not change their eligibility to attend events (i.e. they will still only be able to attend events that are open to their group).
  • Users who are given this permission have admin-level permissions - e.g. creating, publishing, unpublishing, managing attendance etc. - across all the events visible to them, not just those they have created. If applying this permission you will want to be confident that the user(s) in question will not make changes where you don’t want them to.

Examples scenarios for restricting permissions to specific groups:

I want to grant permission to:
…to be able to create and manage events for:
They will be able to:
Settings to apply:
Group A
All users and group
Create and manage events that are available to any individual group on the platform, or a combination of groups AND Create and manage events that are available to all members of the platform
Toggle ‘restrict to specific group’ off .
Group A
Group A only
Create and manage events that are available to Group A
1. Toggle ‘restrict to specific groups’ on 2. Select ‘Group A’ from the dropdown
Group A
Group A and Group B only
Create and manage events that are available to Group A AND/OR Group B
1. Toggle ‘restrict to specific groups’ on 2. Select ‘Group A’ and ‘Group B’ from the dropdown
Group A
Group A and all users only
Create and manage events that are available to Group A AND Create and manage events that are available to all users
1. Toggle ‘restrict to specific groups’ on 1. Select ‘Group A’ and ‘All users’ from the dropdown. If you do not have an all users group then you will need to create this first.

Event Tagging

Event tags can be used to categorise events. Users can filter events by one or more tags, making it easier for them to find the things they’re most interested in.

If using event tagging, we strongly advise that you use tags across all events, and that you do so in a clear and consistent manner. If you only use tags on some events, or don’t have clear and consistent tags, it will make the user experience of searching for events more complex rather than less.

Configuring Event Tags

Before a tag can be added to an event, it first needs to be created. You can do this under Platform Setup.

The event tag filter available to users reflects the tags as they are saved under Platform Setup. However, please be aware that deleting or modifying a tag under Platform Setup does not remove or edit it on any of the events to which it has already been applied. If you wish to do this, you will need to remove it on the individual event(s).

Tips for creating event tags:

  • When a user selects a tag from the list of available tags, they are sorted alphabetically. If you are using tags across more than one category (e.g. if some tags relate to event location and others relate to event type) we suggest you name each tag beginning with its category heading, so that tags of each type appear together on the list. For example, instead of using tags called ‘Birmingham’, ‘Manchester’, ‘Monthly Meet-Up’ and ‘Volunteer Training’, use tags called ‘Location: Birmingham’, ‘Location: Manchester’, ‘Type: Monthly Meet-Up’ and ‘Type: Volunteer Training’. This isn’t necessary if all your tags are of one category (e.g. they are all location tags or type tags).
  • Make sure that you don’t create redundant tags by replicating groups. For example, if your members are in groups based on location and event visibility is controlled by these location-based groups, there is no point in adding tags for location as members will only ever see events in their location so do not need to filter by it. The exception to this is if members could be in multiple location groups.
  • Members can search by tag whether or not there are any available events using that tag. Make sure you delete any tags that have become redundant to avoid members being able to search on meaningless criteria.
  • You may wish to pre-create all the tags you will want to use rather than adding them on an ad hoc basis. That way you can be certain that they are all clear and consistent in naming.
  • You may wish to give one person the job of creating tags, or periodically checking and tidying the tags that have been created.

Applying Event Tags

You can apply event tags at the point of creating an event or when you edit an event:

  1. Scroll to the ‘tags’ section
  2. Select the desired tag(s) from the drop down list, or start typing to search.
  3. Once saved, the tags will appear on the event. Users will now see this event when they filter by its assigned tag(s).

Integrating Events with your CRM or other Systems

Tent customers on a Pro subscription can boost their usage of events through integrating with their CRM:

  • Automatically create copies of Tent events in the CRM
  • Send data from Tent about attendees, e.g. attendance or non-attendance, signing up to an event or cancelling attendance
  • Send customised automated reminders to attendees e.g. via SMS
  • Send customised automated emails to attendees e.g. forms for dietary or access requirements

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