Events

Getting Started

If you are just getting started with the Events module, watch this overview video and read Get the Big Picture.

Otherwise, just scroll down for FAQ, Common Tasks, and this module's Help Documentation.

Get the Big Picture

• Events added to your calendar may be enhanced to include photos, sponsor logos and information, website links, and event description text that can be formatted as desired. Options also include online participant registration, special members only pricing, and an automatic email reminder to registered guests.

• Event information may be kept for internal purposes only, displayed on the public website calendar, and/or a calendar available only to chamber members. The public events website displays a graphical monthly calendar, a list of current events, all events for the month, chamber-designated Featured Events, and the ability to search for desired event by category, keyword, or month. A printable listing is also available that contains all pertinent event details.

• Invitations may be sent to potential participants and then automatically displayed on the participants list where their status may be changed from Invite Sent to Registered as RSVPs are received. From the participants list a roster sheet, name tags, or labels may be printed. Other output options include sending emails and downloading data to a comma separated value (.csv) file. Using a variety of filter options all output can be displayed by registration status, payment status, or according to self-selected filters.

Note: When creating a new event, work with the tabs in order as displayed. For example, after completing the General tab, setup the fees (if applicable) on the Fees tab. The Sponsor tab would be next, the Guest List, and finally the Account tab. You may complete them out-of-order if desired but there is a logical flow if working from left to right.

• Event fees, designated for members or non-members, may be associated with each event. Individual invoices may be generated from the Events module for those requesting an invoice, and if credit card processing is set up then invoices/payments or sales receipts can be recorded automatically upon successful registration.

Maintaining the Events Calendar

Understanding the basics of how the Events module is organized will give a foundation for operation. Viewing existing events and learning to display only desired events will also be helpful. Then learn how to create, modify and manage events.

• Event module organization
• Working with the Calendar Tab
• Selecting an event
• Adding an event
• Editing event information
• Create a recurring event
• Placement options
• Deleting an event
• Syncing with your calendar

Event Module Organization

To add, edit, and manage the Events calendar, click Events in the left-hand menu where you can select the desired event and desired tab.

Figure 2-1 Main menu selection

Figure 2-2 Events module

Event Tabs

Within the Events Module there are nine tabs: General, Fees, Sponsors, Advanced, Guest List, Account, Files, and Tasks.

Figure: Tabs in the Events Module

Calendar: Displays the internal events calendar in one of five views: list, day, month, week, or year view. Filter options may also be selected which would display only user-selected events. New events may be added from this tab by clicking the + sign on the desired date/time

General: Event information, placement options, and photos and images

Fees: Assign event fees, billing preferences, and discounts based on age, date, or volume

Sponsors: Designate event sponsors, logos, fees

Advanced: Specify Locations (if available) and Custom Fields

Guest List: Send invitations; add guests to the roster; print roster sheet, labels, and name tags; send emails; register invitees

Account: View income and payment activity, generate invoices and sales receipts (if applicable)

Files:

Tasks: 'Integration with the Project/Task Manager (Pro edition only) When creating a new event, work with the tabs in order as displayed. For example, after completing the General tab, setup the fees (if applicable) on the Fees tab. The Sponsor tab would be next, the Guest List, and finally the Account tab. You may complete them out-of-order if desired but there is a logical flow if working from left to right.

Working with the Calendar Tab

The Calendar tab displays an Events calendar that may be displayed in five different views: list, day, week, month, and year view. As the name suggests, List view displays all events in a list format. The day, week, and month view will display all events falling within the specified date range. The year view displays a graphical calendar allowing chamber employees to advance quickly to a particular date.

The calendar may also be filtered to display only certain events matching the desired criteria. Click clear filters to display all events again.

View the Internal Events Calendar

1.	Click Events in the left-hand menu.

2.	On the Calendar tab, click the Calendar View arrow to select the desired view.

3.	If necessary, click Prev and Next to decrease or advance the calendar. Alternatively, you may click the calendar icon and select the desired month to view.

 

 

Figure: Events calendar

Filter the Internal Events Calendar (display only specified events)

Tip: After selecting the desired filter, you may want to select the List calendar view. List view will allow you to easily view all filtered events.

1.	On the Calendar tab, click filter options.

2.	Select the desired filter options. See Figure 2-4 and Table 2-2 below.

3.	Click Continue.

4.	When finished viewing the filtered list of events, click clear filters to view all events.

Figure 2-4 Filter options

Event Calendar Filters

Status

Approved: chamber employees have approved this event; displays on all designated calendars

Pending: an event submitted by a chamber member but waiting approval from a chamber employee

Disabled: an event that may or may not be current but will not be displayed on the public calendar; used to temporarily disable an event

Visibility: Select Internal Chamber Calendar, Chamber calendar, Public calendar, or Members calendar

Internal Chamber Event Calendar – When this option is checked the event can be filtered separately on the internal calendar system when you go to Events > Calendar tab and click on filter options.

Display on Public Events Calendar – When this option is checked the event will display on the website’s calendar as well as the upcoming events list. This option must be selected in order for the event to show on your public website.

Display on Members Only Calendar – When this option is checked the event will display on the Member Information Center (Members Portal) after they log in. This option must be checked for the event to show on the members’ calendar in the Member Center.

Display on Featured Events – This option allows for this event to be listed as a featured event on the featured events list.

Category: Select from all event categories

Location: Select from all locations (if applicable)

Keyword: Keyword must be a single word. Multiple single words may be specified which returns all events with either word. For example, keywords ski swap will display all events with ski OR swap in the title or description.

Selecting an Event

To edit event descriptions or dates, add photos, sponsors, participants or to modify any aspect associated with an event, the event must be selected and displayed in the Events drop-down list. See Figure 2-5 below.

Figure 2-5 Farmers Market selected

Select an Event Using the Drop Down List

1.	Within the Events module, click the drop-down arrow to the right of the Event name. See Figure 2-6.

2.	In the Events list, click the desired event name.

Figure 2-6 Events drop down list

Select an Event Using the Find Button

1.	On the Find menu, click Event.

2.	If desired, in the Event Name box, type any part of the event name. (This will limit the list of displayed events to those matching your criteria.)

3.	In the Choose an Event list, click the desired event name.

Figure 2-7 Event Look-up window

4.	Click Continue.

Select an Event Using the Calendar View

1.	In the Events module, click the Calendar tab.

2.	Advance the calendar to display the desired event.

3.	Click on the desired event title.

Adding an Event

When adding a new event, you simply fill in the requested information as the wizard walks you through three information screens. You will be asked to fill in the following information screens:

• General Information
• Descriptions/Appearance
• Fees/Billing Information

When you click Finish, your event is automatically added to the designated event calendar(s).

You may add an event using one of two methods. Adding an event to the calendar may be done at any time using the Add menu and when by clicking the +sign when the Calendar tab is displayed, which uses the calendar to assist in date selection, or by nightly importing your iCal feed.

Add an Event

1.	On the Add menu, click Event.

Optional: You may also click the + sign on the date of the event when on the Events->Calendar tab. First, advance the calendar to display the desired date. Then click the plus sign on that day. The date field will automatically display your desired date.

2.	Complete the General Information fields and click Next.

Figure 2-8 General Information screen

Event Title: This title will display in your Events drop-down list and also on the Event web page.

Start/End Date/Time: Ensure that these dates are correct. A different end date is only needed when a single event runs multiple days – like over the weekend.

All Day Event: Deselect this checkbox if you desire to display exact times. Time may also be specified in the Date/Time field on the next window.

Reminder: An automatically generated reminder email will be sent using content from details on the General tab of your event. Preview the automatic reminder by clicking the reminder link. The email is sent to all registrants on your Guest List with a status of Registered. Only those with Plus or greater and SEO modules will have this new feature. The email “look and feel” may be modified with your own custom template if desired. Instructions for web designers are available at [[1]]

Recurrence: An event occurring multiple times on your calendar may be duplicated by setting a recurrence. See “Create a recurring event”.

Approval Status: Approved status will display this event on all calendar marked under “Visibility”. Status of Pending or Disabled will not display on the public calendar.

Visibility: Check the calendars that should display this event. Note: all events regardless of these checkboxes will display on the Events->Calendar tab.

Internal Chamber Event Calendar – When this option is checked the event can be filtered separately on the internal calendar system when you go to Events > Calendar tab and click on filter options.

Display on Public Events Calendar – When this option is checked the event will display on the website’s calendar as well as the upcoming events list. This option must be selected in order for the event to show on your public website.

Display on Members Only Calendar – When this option is checked the event will display on the Member Information Center (Members Portal) after they log in. This option must be checked for the event to show on the members’ calendar in the Member Center.

Display on Featured Events – This option allows for this event to be listed as a featured event on the featured events list.

 

Event Category: Select as many categories as desired for this event. Website visitors may search for events by category on the public website. The Administrator may add/remove categories, by clicking edit categories.

3.	Complete the Descriptions/Appearance fields and click Next.

Figure 2-9 Descriptions/Appearance window

Event, Location, Date/Time, and Fee Description: click edit next to each area to access the editor where the information should be typed. In the Event Description, use the editor to format the text as desired for display on the website. Add Attachments (downloaded documents), insert website links, and add graphics using the selections in the editor menu as desired.

Website URL Text: Type a word or phrase that will display as the link for the URL entered in the Website URL: field. For example: Type “Click here for more information” in the Website URL Text.

4.	Complete the Fees/Billing Information fields and click Finish.

Figure 2-10 Fees/Billing Information window

Assign Fee Items: If fees will be associated with this event, click Assign Fee Items. In order to be assigned, fees must first be created by someone with Finance or Administrator permissions. Fees can also be assigned later on the Fees tab of the event.

Online Registration Options: If desired, select to allow members and/or non-members to register online for this event. Selecting this checkbox will immediately display the Register button on the public event page. This selection can also be turned on later on the Fees tab of the event.

After creating a new event, work with the tabs in order as displayed. For example, after completing the General tab, setup the fees (if applicable) on the Fees tab. The Sponsor tab would be next, the Guest List, and finally the Account tab. You may complete them out-of-order if desired but there is a logical flow if working from left to right. The main concern would be to have the fees in place before registering guests and sponsors.

Importing Events from an iCal Feed

The iCal feed import provides an ability for customers to upload their iCal list (from the Cloud drive or other http url used with iPhones, iPads etc and other similar calendars) and import directly into the event calendar. A URL is specified to the location of this iCal and then each night the events are synched. To import iCal feeds into the event calendar

1. Click Setup in the left-hand menu.
2. Click Event Options and Settings
3. Open the General Settings area.
4. Click the +Add button in the iCal Import section.

   

5. Type the URL of the iCal feed.
6. Click Save.

Note: Once an iCal has been added, the events on that calendar may take up to 24 hours to display on your event calendar.

Note: Recurring events are not supported with the iCal import feature.

Editing Event Information

Facts displayed about an event are based on information from the event’s General tab. The Event Title, Start Date/Time, End Date/Time, Contact Information, Website URL, Recurrence, and Approval Status may be modified here.

In addition to this basic information, the Event Information area contains the Event Description, Location Description, Date/Time Description, and Fee Description, which is typed into the built-in editor allowing formatting of the text such as bold, underline, font size and style changes.

Edit Event Information

1.	In the Events module, select the desired event. See “Selecting an Event.”

2.	On the General tab, modify the desired Event Information fields.

3.	Click Save.

The Location, Date/Time and Fee Descriptions fields are highlighted (offset) on the public event page along the right-hand side of the screen.

Figure 2-11 Editing Event Information

Photos and Images

Photos, images, a map and a video may be added to the event page.

One photo may be added as a Main Event photo that is automatically positioned within the event description area, and/or multiple photos may be included in the Photo Gallery which displays in thumbnail size at the bottom of the event page but will be enlarged when a consumer clicks the image. Images are automatically resized to accommodate the space allowed. Images must be .jpg or .gif.

A map to the event location may be included by uploading your own .jpg or .gif image or pointing to Google Maps.

One YouTube video may be displayed on the event description page as well.

Figure 2-12 Photos & Images

Add a Main Event Photo or a New Gallery Photo

1.	On the General tab, click Add Image in the Action column of the Image Type that you wish to add in the Photos & Images area.

Figure 2-12a Clicking to add a photo

2.	Type the path and filename of the desired graphic file or click Browse to locate and click Open when desired graphic is located.

3.	Click Upload Image.

4.	Optional: If adding a Main Event photo, you may also complete the Caption field and then click save caption.

Figure 2-12b Selecting the desired image

5.	Click Close Window.

Only one Main Event photo may be added which is automatically positioned within the event description area. However, Gallery Photos may contain multiple images which display in thumbnail size at the bottom of the event page but will be enlarged when a consumer clicks the image. Photos may also be added to the Event Description. Click Add/Edit Image while editing the description text.

Remove a Main Event Photo or a Gallery Photo

1.	On the General tab, click Remove Image in the Action column of the Image Type that you wish to remove in the Photos & Images area.

Figure 2-12c Removing an image

Change an existing Main Event Photo or Gallery Photo

1.	On the General tab, click Change Image in the Action column of the Image Type that you wish to change in the Photos & Images area.

2.	Type the path and filename of the desired graphic file or click Browse to locate and click Open when desired graphic is located.

3.	Click Upload Image.

4.	Click Close Window.

Add a Video

1.	On the General tab, click Add Video in the Action column in the Photos & Images area.

2.	Type or paste the YouTube “share link” for the desired video into the Event Video field.

3.	Click Save.

Add a Map Image

1. On the Web tab, click the desired Map Image option button in the Image Type column in the Web Photos & Images area.

2. If selecting Uploaded Image, then click Add Image in the Action column. Type the path and filename of the desired graphic file or click Browse to locate and click Open when desired graphic is located. Click Upload Image. Click Close Window.

3. If selecting Google Maps or MapQuest, complete the address fields and then click Save.

Add Custom Fields

1. From the Advanced tab click to expand Custom Registration Fields, then click Add a Field

Figure 1: Creating Custom Registration Fields

2. Create the custom registration field by completing the following:

a. Field Name

b. Public Display Text (optional)

c. Select Data Type

Figure 2: Custom Registration Instructions

d. Designate whether or not custom field will be a publicly displayed field

e. Designate whether or not custom filed is required

f. (If data type is Drop Down List) Enter drop down selection items

Figure 3: Custom Registration Instructions 2

Create a recurring event

Video: Create a Recurring Event

If your association has an event which occurs on a regular basis, save time by setting it up as a recurring event. Most the details of the original event will be applied to the recurring instances. A notable exception is Fees, which must be set for each instance.

Important: Once an event is listed as a recurring event, each event instance will be displayed on the calendar at the appropriate date/time where the instance may be modified on an individual basis or ALL instances may be changed at once by editing the original occurrence.

Note: After an instance has been edited individually, it will no longer accept the changes from the original occurrence.

Figure: Recurrence options in the "Create a New Event" screen.

 

Set the recurrence of an event

1.	On the General tab, click the Recurrence arrow and click the desired recurrence.

Figure 2-14 Recurrence

2.	Complete the Recurrence fields for the selected recurrence.

Figure 2-15 Monthly Recurrence fields

If you are already on the General tab of the original event, you may click edit specific instance and click to select the desired instance to edit.

Edit a specific instance

1.	On the Calendar tab, advance to the date of the desired instance.

2.	Click the title of the event.

3.	Modifications made will only affect this specific instance. (You may even delete a specific instance without affecting the others.)

To edit all event instances

To edit all instances of the event, you may also click the original event on the Calendar to go directly to the original event.

Note: After an instance has been edited individually, it will no longer accept the changes from the original occurrence.

1.	On the Calendar tab, click the title of any event instance of the desired event.

2.	In the Recurrence field, click the title of the original event.

Figure 2-16 Edit the original event instance

Placement Options

An event may be displayed on three different calendars: the Internal Chamber Events calendar, the Public Events calendar (web site), and/or the Members Only calendar. A check on the Featured Events check box will display this event on the public web site calendar page in a highlighted area title “Featured Events.”

Internal Chamber Events. All calendar events will automatically display for your Chamber staff on the Calendar tab no matter what selection is made for the Visibility check box but if selecting “Internal Chamber Event Calendar”, you will be able to filter by this selection on the Calendar tab.

Figure 2-17 Placement Options

Select placement options

1.	On the General tab, click the desired visibility check box(es).

2.	Click Save.

3.	If selecting Display on Featured Events, complete the Featured Events window by selecting Sort Order and desired Order. Then click Save and Close.

Figure 2-18 Featured Events window

Select an event category

1.	On the General tab, click the desired Event Category(ies) check box(es).

2.	Click Save.

Edit event categories

1.	On the General tab, click edit categories in the Placement Options area.

Figure 2-19 Event Categories

2.	Make the desired modifications. See Figure 2-20.

Modifications made to categories affect all event listings. Do not remove a category if another event is using that category definition.

Figure 2-20 Edit event categories

3.	Click Save Changes.

Deleting an Event

If an event has been created by mistake, or you no longer wish to have the event appear, you may delete the event. All history of participants, sponsors, and fees will also be deleted and no longer available in reports.

Permanently delete an event

1.	On the General tab, click Delete Event.

2.

Click OK.

Note: The Delete Event selection is only available to those with Administrator Level permissions.

Syncing with your calendar

Event calendar feeds automatically synchronize your calendar with your events listed in your software. Many different applications support iCalendar, including Microsoft Outlook 2007 and later (Exchange), Lotus Notes 8.5 and later, Apple Calendar (iPhone and iPad), and Google Calendar (Android and Gmail).

Syncing with your calendar (basic instructions)

1.	Click Events in the left-hand menu.

Or find this same selection on the Dashboard Message Center next to the list of Upcoming Public Events.

2.	Click the Calendar tab.

3.	Click “Sync with your own calendar.”

4.	Click the desired link and follow the prompts to synchronize with the default calendar on your system (if available).

5.	To synchronize with a different calendar, copy and paste the desired URL into your calendar software in the location where feeds are accepted, often identified with “Subscribe”, “Add Calendar”, etc.

6.	Your 3rd party calendar will automatically update every hour with any changes made to your events.

 

Additional Information:

Populated date range: today - 365 days from now

Automatically updated: Every hour

Sync Events with Outlook

Outlook 2007 or greater will accept iCalendar feeds. Watch this video: How to Sync with Outlook

To sync your events with Outlook

1.	Click Events in the left-hand menu.

2.	Click the Calendar tab and click “Synch with your own calendar.”

3.	Locate the desired event feed.

4.	Highlight the URL and copy it. (Right click on the highlighted URL and click Copy)

5.	Open your Outlook software.

6.	Click File, Date File Management.

7.	Click the Internet Calendars tab.

8.	Click New...

9.	Paste the URL. (Right click and click Paste.)

10.	Click Add.

11.	Click OK on the Subscription Options window.

Synch your events with Google Calendar

Watch this video showing [to synch with Google Calendar]

To sync your events with Google Calendar

1.	Click Events in the left-hand menu.

2.	Click the Calendar tab and click “Synch with your own calendar.”

3.	Locate the desired event feed.

4.	Highlight the URL and copy it. (Right click on the highlighted URL and click Copy)

5.	Open a browser window and login to your Google Calendar.

6.	Click the arrow next to Other calendars.

7.	Select Add by URL.

8.	Paste the URL into the URL field and click Add Calendar.

To remove the calendar from Google

1.	When logged into your Google Calendar, click the arrow next to Other calendars.

2.	Select Settings.

3.	At the bottom of the screen in the Other Calendars area, click Unsubscribe to the right of the calendar that you wish to remove. (Public Events in the example below.)

4.	Click Unsubscribe.

Synch your events with Apple iCalendar

To sync your events with Apple iCalendar

1.	Click Events in the left-hand menu.

2.	Click the Calendar tab and click “Synch with your own calendar.”

3.	Locate the desired event feed.

4.	Highlight the URL and copy it.

5.	Open your iCal software.

6.	Select the Calendar menu and click Subscribe.

7.	Paste the copied URL into the Calendar URL field.

8.	Click Subscribe.

9.	After the feed is loaded, you have the option of changing some of the settings if you wish.

10.

Click OK.

 

To remove the calendar entirely

1.	From the Calendars menu, right click (control) the calendar under the Subscriptions section.

2.	Click Delete.

To retain the calendar but stop it updating any further

3.	From the Calendars menu, right click (control) the calendar under the Subscriptions section.

4.	Click Get Info and set Auto-Refresh to None.

 

Synch your events with your iPad or iPhone

 

To sync your events with your iPad or iPhone calendar

1.	Click Events in the left-hand menu.

2.	Click the Calendar tab and click “Synch with your own calendar.”

3.	Locate the desired event feed.

4.	Highlight the URL and copy it. (Right click on the highlighted URL and click Copy)

5.	Send yourself an email with URL pasted into it.

6.	On your iPad or iPhone open that email.

7.	Click the URL.

Note: you could copy and paste the URL and add it manually under Settings->Mail, Contacts, and Calendars->Add Account->Other->Add Subscribed Calendar. But clicking the link in an email streamlines the task.

8.	Click Subscribe.

9.	The feed will load and provide a message.

10.	Click Done.

11.	The calendar will appear in your iPad calendar.

 

 

To remove the feed from your iPad or iPhone

1.	Select Settings.

2.	Select Mail, Contacts, Calendars.

3.	Select Subscribed Calendars.

4.	Select your subscribed calendar to be removed. (Public Events in example below.)

5.	Select Delete Account.

 

Event Fees and Billing

Create Event Fees with CQI (Legacy)

Create Events Fees (Integrated Billing)

Assign Event Fees

Assign Event Registration Fees

Assign Additional Fee Item

Edit an Event Fee Once Assigned

Remove an Event Fee Once Assigned

Select Billing Preferences

Save Billing Preferences

Create Discount Options

Create an Age-Based discount

Create an Early Registration Discount

Create a Volume-Based Discount

Create Membership Type Discount

Create Promo Code Discount

View Account Information

View the Event Account Information

Create Event Invoices and Sales Receipts

Create Event Invoices/Sales Receipts when QuickBooks is Integrated

Create Event Invoices Using Integrated Billing Module

Sponsors

Managing Sponsors

Add a Sponsor

Remove a Sponsor

Add Additional Attendees with a Sponsor

Remove an Additional Attendee with a Sponsor

Add Additional Fee Items to a Sponsor

Remove an Additional Fee Item

Sponsor Web Display Options

Add a Sponsor Logo

Remove a Sponsor Logo

Change an Existing Sponsor Logo

Create Sponsorship Levels

Create Output from the Sponsor List (print, download, name tags, labels etc.)

Guest List

Invitations

Send Invitations

Create Mailing Labels for those with “No Invite Sent” Status

Register an Invitee

Resend Invitations to those not yet Registered

Working with the Guest List

Creating a Guest List

Managing the Guest List

Guest List Output Options

Send Event Reminders

Reports and Labels

Reports

Generate and Email a List of Events

Generate List of Events

Email the Event Listing

Customize Event Name Tags

Customize Online Event Calendar Display and Registration Options

Modify Event Options and Settings

Modify the list of Event Categories

Registration Options

FAQ

• Can I customize registration instructions and/or confirmation messages for my events?
• How do I create an event fee item that has limited quantities available?
• How do I create an event fee item that will automatically register multiple attendees – a table of 8, team of 4, etc.?
• How do I gather certain information for an event at the time of registration (meal choice, shirt size, seating preference, etc.)?
• How do I cancel an event registration?
• How do I add photos to an event?
• Can I edit or add to the event invitation that is created when sending the built-in invitation?
• Why is my event showing multiple times on the public calendar and I only entered it once?
• Why does the download of my event guest list include additional columns of items not related to my event?

Common Tasks

• Create an Event
• Create a Recurring Event
• Send Email Invitations for an Event
• Customize Event Name Tags

Help Documentation

Browse Events Help