Event Management Documentation

Introduction

Your website package level doesn't include the ability to publicise your events and programme nights. If you'd like to upgrade to a higher package level, please contact us.

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The Events / Programme page allows the creation of group wide or section specific events.

These events populate the group and section programme pages, show on your websites' home page and in the What's On page. You may also promote major events on your home pages' Image Banner.

The OSM Integration can also be used to import your events, and automatically add the meeting night badges covered.

The Event Management page allows the creation of events for your District County teams.

These events are publicised across your website on various pages and areas, depending on the type of event you setup. Major events may also be promoted in your websites' home page Image Banner.

Event lists may be added to any web pages that you create to, using the Events List module, and setup with a specific styling and layout.

Events may also be configured for online bookings and event payments.

Use Cases

The following panels show specific tasks. Click on a panel to see the procedures.

Add a Basic Event

Setup the fields on the required for the basis of any event type.

See how to setup the fields on the 'Header Tab' for the basis of any event type.

To add a new event follow these steps:

  • Set a From date and/or date and time
    • You may click the button to select a date
    • Use the an buttons to alter the time
  • Set a To date and/or date and time
    • For a multi-day event, select the date using the button and then use the an to fine tune the event end time
    • Or use the button to set the event end time
  • Enter a Name for your event
  • Enter the Description of your event
    NB. If you include post code(s) (E.g. AA1 1AA) or latitude and longitude (E.g. 1.234567,2.345678) then a map will be shown on the events' details with these marked on them.
  • Add a Location, if required
  • The Leaders Notes are not displayed on your website, but may be populates purely for note purposes. This field is also populated from the OSM Integration.

Fig. 1: Header Tab - Initial fields

Select the applicable section(s)

  • Tick all the section(s) that the event applies to
  • Tick the 'Group' section if the event (along with the Show in Banners field) to promote on your websites' home page

Fig. 2: Header Tab - Group Sections

Select the applicable event type(s)

  • Tick the 'General' section if the event (along with the Show in Banners field) to promote on your websites' home page
  • Tick all the Event Types that the event applies to
  • The event will be shown on event lists for any of the Event Types that you have selected

Fig. 2: Header Tab - Event Types

Complete any additional fields

  • The Fundraiser field has no functional use, but you may want to may be used to flag your fundraising activities
  • You may set the Privacy Level of your events, so that the events' image/photos and event details are only visible to your logged in members
  • You can tick the Provisional to hide the event until you have completed setting it up, and a ready to publicise the event
  • Again, the After Event Report has no functional use, but may be used to review your event for future consideration for a future repeat event
  • When your event is saved, the Direct Link will show a hyperlink to paste onto your emails

Fig. 3: Header Tab - Additional fields

Complete any additional fields

  • You can tick the Provisional to hide the event until you have completed setting it up, and a ready to publicise the event
  • Again, the After Event Report has no functional use, but may be used to review your event for future consideration for a future repeat event
  • When your event is saved, the Direct Link will show a hyperlink to paste onto your emails

Fig. 3: Header Tab - Additional fields

  • Click Save Changes
Add a Training Course Event

Add an event for a Adult or Young Leader training course.

You can setup a training course event and link adult or young leader training modules to it, to show in your Training Calendar.

To setup a training course, follow these steps:

  • Login with a Site Admin username and password
  • Open Admin/Events / Programme
  • Open Admin/Event Management
  • Amend an event, or click Add Event and setup the fields in the 'Header Details' tab - See Add a Basic Event
  • Move to the 'Training Events' tab
  • Tick the Adult Modules and YL Modules that apply to your course. These will be displayed on the events' details.
    Hint: If you hover your mouse over each module, you will see the name of the module.
  • If you would like to add online bookings to your course, see Setup Event Online Booking
  • Move back to the 'Header Details' tab and click Save Changes

Fig. 1: Training course modules list

Create an Adult Training Course

Setup Event Online Booking

Add online bookings to an event.

You can allow website visitors to book onto an event.

To add online bookings to an event, follow these steps:

  • Login with a Site Admin username and password
  • Open Admin/Events / Programme
  • Open Admin/Event Management
  • Amend an event, or click Add Event and setup the fields in the 'Header Details' tab - See Add a Basic Event
  • Move to the 'Bookings' tab
  • Select a Booking Form type to show at the bottom of your events' details
  • Select a Recipient to receive te online booking form. This could be the same for all your events, or specific to the type of event. E.g. Training course bookings may be sent to the Training Team Leader.
  • If you'd like an automated email to be sent to the person making the booking, Add the message to the Confirmation Email Text to Attendee.
  • If you'd like to limit the number of people that may book onto and event, add the number to the Attendees field.
    Setting this field also indicates that the details of the person making the booking should be stored on the event, in the Attendees field. You may also manually Add or Remove attendees from the event.
  • The Export Attendees List button will create a comma-separated-value (.csv) file, which may be opened in Excel, containing the attendees' details.
  • If you use Eventbrite, or similar, for your event bookings, instead of the fields above, adding your Eventbrite events' link URL to the External Booking Link URL field will show the link on your website events' details page.
  • Move back to the 'Header Details' tab and click Save Changes

Fig. 1: Bookings tab

Add Images and Files to an Event

Adding header images to your events will help promote them to your website visitors.

Adding a badge image, specific photograph, logo image or flyer image can help draw the attention of website visitors towards an event.

Images can be shown in event lists and in the events' details page.

NB. In most cases, if you don't add an image to an event, a library image will be used which may be appropriate for the events' sectionevent type.

To add photographs or images to an event, follow these steps:

  • Login with a Site Admin username and password
  • Open Admin/Events / Programme
  • Open Admin/Event Management
  • Amend an event, or click Add Event and setup the fields in the 'Header Details' tab - See Add a Basic Event
  • Move to the 'Photographs & Images' tab
  • Move to the 'Images & Files' tab
  • Click the Add File button
  • Select 'Your Files' or 'Scouts Online Files' to use file(s) on your website, or from the Scouts Online image inventory
  • Navigate through the folders to find a suitable image
  • Click Details for a file, to see the image and its' details
  • Tick all file and click Add To Event
  • For more details of uploading and selecting files, see the Admin/File Manager documentation.
  • Move back to the 'Header Details' tab and click Save Changes

Fig. 1: Add images

Show Your Events on Image Banner

Promote selected events by showing it on image banners.

You can promote selected events by showing them on image banners.

Website visitors can click on the event's image to open up the full details.

To show your events story in image banners, follow these steps:

  • Login with a Site Admin username and password
  • Open Admin/Events / Programme
  • Open Admin/Event Management
  • Amend an event, or click Add Event and setup the fields in the 'Header Details' tab - See Add a Basic Event
  • Tick the Show In Banners field
  • Tick the Details in Banners field if you want to show the event description in the image banner too
  • Tick the 'Group' Section
  • Tick the 'General' Scope
  • Click Save Changes
  • NB. To keep your website fresh, untick older events from time-to-time.

Fig. 2: Set an event to show in the home page image banner

Fig. 2: Set an event to show in the home page image banner

Show Events List on Your Own Pages

Use the Events List module on your own user-defined pages to promote your meetings and events.

Use the Events List module on your own user-defined pages to promote your meetings and events.

To do this, follow these steps:

  • Switch on a user-defined page in Admin/Page Management
  • Open the new page
  • Select the Events List module from the [Edit Toolbox] and position it on your page
  • See the Events List module for information about setting up the Events List
  • See the Page Designer documentation for information about creating your own pages

Fig. 1: Basic settings fields

Fig. 1: Basic settings fields

Fig. 2: Calendar

Fig. 3: Image Grid

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