If you are the event manager or have the permission to manage any event in your organisation, you can edit details, manage attachments, organisers, training and attendees.
You can send a message to all or selected attendees and send more invitations.
Attendee view - Your personal event view as an attendee.
Manager view - Where you can manage all aspects of the event.
Organise an event with training
You can add training to an event by going to the event details page and clicking Manage training.
Before the event date, you can freely add or remove training modules. These will be marked as completed on a user’s profile the day after the event.
If a user is removed from the Accepted list after the event has finished, their training completion date for that event will be removed.
If a user is added to the event after it has been completed, their record will automatically be updated with the associated training.
After the event, you can add a training module retrospectively, and it will be immediately applied to all attendees.
📌 Note: Modifying existing training after the event will not update historical attendance records.
Organise an event with recruitment
Once an event with recruitment is created you can manage certain parts of recruitment from the event as well as from the one-off opportunity view.
From the event, you can update the event organisers, schedule, name, and location. Any changes made will also update the associated opportunity.
In the event manager view, you can only perform the following actions:
Edit sub-location or time slots
Edit attachments
Duplicate
Delete
When managing event attendance from the event view, you can allocate or cancel invited users to or from specific sessions.
Within the one-off opportunity, you can use the Manage attendees option to update attendance.
Any changes made in either the event view or the opportunity view will automatically sync and update the other.
If a user is placed on a waiting list, their opportunity attendance will be removed if they were previously marked as attending.
Manage invitations and attendees
Within this section, you will find Invitations and locations.
In the invitations section of the event, you can keep track of teams and individuals who have been invited, their response and take various actions on the invited users.
Users found in the Rejected list have declined the event and therefore will not attend any sessions.
By clicking on the user details icon
you can allocate or update the specific user’s attendance to a session or alternatively select multiple invitees via the plus buttons and click Allocate timeslots to assign users en masse. You can also select multiple invitees to message.
When a user accepts an event invitation and is accepted into that specific timeslot, a green tick will appear next to their name in the invited list and the entry will be updated on their calendar.
A yellow dot will appear if they've selected a timeslot but have yet to be confirmed as attending (due to being on the waiting list).
From the locations section, you can view, add and edit all details of the different sessions, this includes tabs for the different locations, each session details, the timeslots and the session attendees list.
The timeslot you are viewing is highlighted in green and the bar across the bottom gives you an indication of that session’s attendance, you can then further check and manage an event’s attendance via the accepted and waiting lists.
📌 Note: The waiting list is used if your event requires approval for attendance (by the organiser) or if an invitee accepts when the timeslot's capacity has been reached.
From the accepted or waiting list you can select users to Move to or message as required.
Cancelling an event
To cancel an event, click Cancel Event at the top of the Event Management screen.
Cancelling an event will not notify attendees automatically. You should send a message to all attendees explaining the cancellation, either through the Message attendees option in the Event Management view or via another communication method.
To view cancelled events, go to the Events listing, click the Display All filter, and select the Show Cancelled checkbox.
When an event is cancelled, any activities added to volunteers’ records will be deleted.
⚠️ Important: It is not possible to reverse the cancellation of an event.
Non-attendance at events
Activities (hours) and training can be automatically added to the records of all event attendees.
If a volunteer accepts an invitation but does not attend, you can mark them as cancelled from the Accepted list in the Event Management screen.
Marking a volunteer as cancelled will remove any activity or training that was automatically added for the event.
You can select multiple volunteers from the Accepted list and cancel them all at once with a single action.
Event Outcomes
Outcome attributes are set by the organisation.
The event category will determine if an event does or doesn't require outcomes.
The event outcomes can be added by the event organiser and are often used as quality performance indicators. This is important information your organisation can use to make their reports and plan future events, so make sure you complete them after your event has taken place.