Creating Events (for Events Creators and Event Managers).

Assigning Event Creators

If you are an Events Manager, you can assign and manage Events Creators using Creator Groups as follows:

1. Click on "Events" in the Main Navigation
2. Click the Action Menu (three dots) top right
3. Select “View Events Admins”
4. Go to the column on the left and under Creator Groups click on a Group (or create a new one using the "Edit" link) and then go to the Members heading and click "Edit" to add people as Event Creators in that Creator Group.

NOTE—As this process uses the List Selector, you can also assign Teams, Locations, and Org Units as Event Creators. 

How to create an event

Event Managers and Event Creators can create an event as follows:

1. Go to the Main Navigation and click "Events"

2. Once there, click the “+” (Create New Item) button in the Action Bar to open a New Event form.

3. Create your event by filling in these details:

• Title
• Location (if it's a online event, you can post the link to it in this field)
• When (One-time or Repeat Event)
• Description 
• Header Images (upload images - optional)
• Attach files (upload documents - optional)
• Embed videos (from Library - optional, see how here)

4. Next, go to the Options panel on the right. Here’s where you can set your Event's invitees, the Event visibility, RSVP settings (including deadline and guest limit options), Commenting (on/off), and the Publish Date for the Event notice.

The default invite setting is for "Everyone" (in your platform). If you’re not creating an org-wide Event, then click the blue "Edit" button under “Invite Everyone”. Here you can opt to create a Custom List by adding individual invitees or dynamic groups, such as Locations, Teams, Employee Types or Org Units.

5. At the bottom of the Options column, Event Managers and Event Creators can indicate if they want to receive notifications for any Comments posted to it and/or if they want to send a reminder to invitees on the day of the event.

6. After you have filled in all the Event information, go back to the Action Bar and select "Publish" to post your Event to the main Events view of everyone who is invited (or you can also choose to "Preview", "Save Draft", or "Archive" the event).

How to harness "FYI" events

Depending on their settings, events appear in people's calendars with one of three possible tags: Everyone's invited, Private (including you), or FYI only, which work like this:

Everyone's invited

Invite: Everyone

Visible to: Everyone

Everyone in your organization has been invited to this event and everyone can see it on their own calendars.

Examples: All-hands meetings, Holiday events

Private (including you)

Invite: Custom List

Visible to: Invitees only 

Only a select group of people have been invited to this event, and only they can see it on their calendars.

Examples: Team or Department-based activities, Location-based events

FYI only (Private + FYI)

Invite: Custom List

Visible to: Everyone 

Only a select group of people have been invited to this event, but everyone in your organization can see it on their calendars. It appears as "FYI only" for those who are not invited to it (useful as way of informing everyone in your org about why a number people may be absent or unavailable on a certain day).

Examples: Leadership events, conventions, off-site activities 

FYI only (No invitees + FYI)

Invite: Custom List (with no one added)

Visible to: Everyone 

No one is formally invited to this event, but everyone in your organization can see it on their calendars as "FYI only". These are useful if you want to inform everyone of something they can go to, but where their attendance is strictly optional (be sure to mention this IN the event description), and you don't want to formally invite anyone to go in case it makes them feel like they're required to attend. 

Examples: Volunteer events, special-interest activities, local or city events 

To make an "FYI only" event without inviting any guests:

• • • • Set "Visible to" to "Everyone".
      • Under Invitees, click "Edit", and select "Custom List".
      • Don't add any anyone to the list. Just click "Continue".

Event Notifications

Users can set their own preferences for receiving notifications about events, as follows:

1. Click on the Action Menu (three dots) to the right of your name on the main navigation panel
2. Select "My Preferences"
3. Scroll down and set your Events notificaitons

Using Notify with Events

Once an event is published, Event Managers and Authors can open the event in the viewer and select "Notify" on the Action Bar. This sends an email notification to everyone who can see the event. Since users cannot opt out of Notify, you should only use it in urgent situations. Note that you can also @mention users and groups in the event's Comments.

When you use Notify, you need to provide some context as to why its important.

Managing your Events

You can lists to review and manage your events. Event Managers see all events; Event Creators only see the once they authored.

To view these lists, click on the Action Menu (three dots) top right in Events view and select "View Drafts", "View Scheduled", "View Future", "View Past", or "View Archived".

Right click (or click on the Action Menu) on any item on these lists and you'll see what actions available to you. This feature can be useful if you need to republish an event or if you want to use a past event notice as a template for a new one.