Create an event and manage the requests

Before creating events, we need to build the configuration items. Let's look at the configuration steps. Open the event management page and check out the options in the bottom action bar. We will check the templates used for automated email notifications. We can add food options, and make sure we have our event types set up correctly.

Edit statuses

Click on this option for a slide-over with the options. You may need to create some distribution groups for catering, transport and for your finance team. 

There are three statuses, Proposed, Published and Archived. If students are invited to the event then you can set a default attendance status if the event is held during school operating hours. This will be applied to all roll call periods during the time frame of the event.

You can embellish the message with further details if needed. Please do not remove the [[replacement tags]].

Each time an event status is changed the appropriate message will be triggered.

Edit Food options

Create the available food items on offer at the various events. These are then provided to the catering team either for in house or external providers.

Open the food options.

Add the available menu items and their cost. These need to be updated on a yearly basis.

Edit event types

You can amend the default list to match your needs. Add a default location if appropriate, this can be changed on event creation if needed. Choose a colour for the schedule to make the events stand out from normally scheduled periods and appointments. Use the Add button to add items, once finished, save the list using Update.

You can delete lines if they have not been used previously.

All set let's create an event.

Creating the event

Fill out the details of the event. Mandatory items have a red asterisk *.

• Name - Will be shown on the schedule.
• Type - Select from your pre-created list.
• Location of the event
• Description - This will be shown to invitees via the events schedule.
• Status - Proposed is the draft and will not be shown on the schedule, Published is live, and Archived will remove the event from the calendar.
• Visibility - Determines who will see the event on the calendar.

• Mark students - If students are part of the invitees and the event is during an operational school day. Select a status for their attendance. The system will update their roll call periods for this day.
• Event administrator - As the creator of the event, you are automatically assigned as a coordinator. Add others from the search field drop-down list.
• Department - We can populate this list with custom departments on activation. 
• Account - Pre-set list for money receivables.
• Year

Add the sections

Use the blue cross to add multiple sections for the event. Break it down into stages with times. If the event includes an overnight stay, check the O/N column. 

Rooms

Click on the blue icon, and a list of your rooms will show. Select the room to be booked, and the system will inform you if the room is already used. You can override the booking with the event. If notifications have been enabled, an email will be sent to the room administrator.

Transport

Add a transport request with details to send to your transport coordinator.

Kitchen request

Choose from your food options list in the order type, and add how many meals and visitors. Add as many food orders as needed for the different requirements.

Money request

Fill out the fields to create a money request to be sent to the finance team to raise invoices for the invitees.