Assemble’s Events feature allows you to create and manage meetings, conference talks, training sessions or anything else you need to organise and invite other Assemble users to attend.
Events are part of Activities:
Upcoming events:
Invitations: Events you were invited to.
Organising: Events you are organising.
Team events: Events organised by your team.
All: All events in the organisation that you have access to. This will depend on the permission your role holds and your position in the hierarchy.
Past events: All past events that you have access to
Outcomes reports: List of outcomes that have been completed for past events, including summary aggregates.
Create an event
The event creation wizard will guide you through creating your event. If you miss any mandatory fields, a red cross will be shown for that screen on the process flow.
Event details
Enter your event's basic details, such as the name and description.
Provide the text for the invitation in the description, as this included in the onscreen invitation to users. You can use the markdown options to format your text.
The event category you select is the activity category which the even will be recorded under.
Add attachments such as .pdf files if needed, to provide information or pre-reading for those invited.
Sessions
Set up the time, date and location of your event.
You can set up multiple sessions within one event. A thank you event will probably be a single session, but a volunteer conference may have multiple workshops.
Events in Assemble can cover multiple timeslots and locations over multiple days.
Each session must have a set location, date, start time, end time and minimum attendence set (maximum is optional). You can also add an optional session title to each.
Locations can be set to be online. A link must be provided for the details to a virtual meeting to be shared with the invitation.
Invitations
Set which Assemble users will be invited to your event.
You can invite people individually or by role or team.
Check the organisation-wide option to open an event to the entire organisation.
Click the team or user to add to the Selected column. Selecting a team will display the How would you like to invite this team? pop-up as shown in the image below.
Inviting team members will send individual invitations to all current members of that team if the send invitations option is ticked on the final screen.
Opening an event to a team won't send individual invitations.
Users can view all events that are open to them through the event listing and calendar views. This is handy when events are further in the future as all newly added members of that team will automatically have the same event open to them without the manager having to add them individually.
On the Invitation screen, you can set RSVP date for volunteers to respond, a chase date (to remind them to respond) as well as the option to send a reminders to attendees.
You can also add a reminder for yourself if you want to send thank you messages, an update or even certificates after the event.
📌 Note: You are not required to invite anyone at this stage. This can be done after, from the event or from My team, where you can use filters to select potential attendees.
Training
Select Yes, I would like to add training to this event to associate the event with training modules. These modules must be set up in Assemble before creating the event, although you can add the linked training modules later.
Using this option will automatically add the training as completed to the records of all of the attendees. This is based on those in the Accepted list (not if on the waiting list) for the event.
If the user is removed from the Accepted list when they have already received the training, the training completed date will be removed from this module for them.
If a user is added to the event after the session is completed, they should automatically receive the training.
Reports will only show users who have this training associated with one of their roles but the training record for all users who attended the event will be updated with the training module.
Additional options
You can set events to associate activities to its attendees ie if the event is seen as volunteering to be counted towards their volunteering hours.
To do this, select the Create activity for attendees option at the bottom on the invitations screen.
Any changes made by the event manager to the associated event will automatically be reflected in the activity, you cannot directly amend associated activities.
If the attendee cancels their attendance, the activity will be automatically deleted.
Recruitment
If you have the correct permission to create opportunities, you will see the Recruitment tab.
Select the Yes, I would like to recruit volunteers for this event to provide details for a one-off opportunity that will link directly to the event.
If only one event location has been provided, the advert location will be prefilled.
If you have more than one location, you must provide the advert location.
Multiple locations and time-slots for your event will be available on the opportunity for applicants to select as for all one-off opportunities.
📌 Note: If you have the correct permission level and need to change the long description for the opportunity, you will need to edit this in the opportunity editing screen after it's been published.
Summary
Review your event details.
If you think there's a mistake, you can click Edit to go back and make any changes. Select your invitation and attendance approval preferences before clicking the Create button.
Select Attendance approval to enable the waiting list in which accepted users will be placed on until an event manager officially approves their attendance to the event.
Any acceptances received after the RSVP deadline will automatically be added to the waiting list.
Once created your event will be live, invitations will be sent and if recruiting the opportunity will be created.
🤓 Tip: We recommend you always send invitations via Message Centre. If you send only via SMS, users without a registered mobile number won't get the invitation and sending SMS invitations won't send attachments.