New events can be created by clicking on the New Event button in any of the event viewing screens. This will open the event creation form where you can enter the event details. When an event is created it will be visible for staff/faculty to access and manage.
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Only Open events are visible for students and parents to register.
Events will only become visible and available for Students and Parents when the event status is set to Open.
The following fields are required to be set when creating a new event.
| Field Name | Description |
|---|---|
| Title | This is the name of the event as it will be displayed and promoted to your students and/or parents. The title is used as the main headed for the event in all of the main displays. |
| Description | This is a rich text editor that allows you to outline the relevant information that you want to share with the intended participants about the event. |
| Start Date | Begin time for the event. |
| End Date | End time for the event. |
| Location | Where the event is taking plae. |
| Event Supervisor | Identify the Supervisor or Manager for this event from a staff drop down list. |
| Maximum Attendees | Set the maximum number of attendees possible for the event or tick the No Limit option. When setting a limited number of attendees you will then also have an option to allow any overflow of registrations to go onto a waiting list. |
| Cost | Att eh cost of the event for participants to attend if there is a fee involved. |
| Open for Registration | When creating an event you can open it for registration immediately by tikcing the Open for Registration box. If this is left blank then opening the event for registration is done manually or from the events scheduler which can be set to automatically open the event for registration at a designated time. |
| Visibility Filter | The visibility filter is also an invitation filter. Here you can use the filters to determine who can see the event for registration. This will set your invitation list for emailed invitations. |
Using Templates
You can save events that you have created as Event Templates so they can be reused for future events that you need to create.
Setting Maximum Attendees
When creating events you can determine if the event has a maximum number of attendees possible and, if so, whether additional applicants above that maximum go onto a waiting list.
Setting Event Visibility
By default, events are available to your entire student population however you can use the Visibility Filters to limit the students that will receive invitations the event and be able to see it on their personal calendar in REACH.
Setting Event Status
The journey of an Event has four (6) phases. When creating an Event is will be set as Pending by default unless it is set to be open for registration.
- Pending - means the event is waiting to be opened for registration.
- Open - means that initial invitations have been sent to those identified with Event Visibility and the event is open for student to confirm their participation by registering.
- Closed - means that the registration period is now closed. Students & Parents cannot register for the event an longer and only staff can add new participants.
- In Use - means that the Event is currently in use. An Event can only be in use between the scheduled Start and Finish times of the event details.
- Finished - means the Event is over and it is waiting for completion by the Supervisor or Manager.
- Completed - means that all aspects of the event are completed, including any post event follow-up requirements such as charge-outs and surveys.