Creating a New Event Part
You may add a new Event Part to an existing Event using several methods. Navigate to either the “Event Summary” screen or the “Build Event” screen via the “Build” tab and press the “Add Event Part” button to begin building an Event Part. Please note that you cannot add Event Parts to completed Events.
On the next screen, you will have two options for building a new Event Part. Much like creating Events or Lists you can choose either to create a new Event Part from scratch or to copy an existing Event Part.
To create a new Event Part from scratch, simply select the radial button for “Create from Scratch”, enter the name of the Event Part, select the time that this Event Part will occur, and the location of the Event Part. It is important to remember that Event Parts are individual pieces of a larger Event. So, while an Event may occur over several days (for example a campout or vacation) individual Event Parts may only take a day or a few hours (such as a dinner or activity).
Once you have entered this information, hit “Continue” and you will be returned to the “Event Summary” screen. From here you can see an overview of the Event Part you have just created as well as other details of the overall Event.
If you choose to copy an existing event part, select the corresponding radial button next to “Copy an Existing Event Part”. You will then need to select which Event Part you wish to copy and enter a name for the new Event Part. Next, select the start date and time for the new Event Part. Finally, select how you wish to handle data transfer from the original Event Part. Your options are:
- Clear all previous responses: all the questions defined in the original Event Part will be preserved, but all responses to those questions will be cleared in the new Event Part.
- Clear all previous assignments: all assignments performed in the original Event Part will be cleared in the new Event Part. Assignment restrictions will, however, be preserved.
- Clear all previous assignment restrictions: all individual assignment restrictions on People and Places will be cleared in the new Event Part.
Now press “Continue” to add the Event Part to the active Event and return to the “Event Summary” page.
Editing Event Parts
Regardless of which method you use to create a new Event Part, you can now begin editing the details of this Event Part. To do so, click on the Event Part you wish to edit from either the “Event Summary” page or the “Build event” page. When you click on an Event Part from either page, you will be taken to the “Event Part” page.
On the “Event Part” page you will see many pieces of information about your Event Parts which you may edit. In the upper left-hand corner, you will see tabs for each Event Part within the Event. Below you will see all the information about the specific Event Part that you have selected.
Each Event Part can have Lists of People and Places associated with it. Not every Event Part will require these Lists. For example, an Event Part for “Find Field Trip Chaperones” may only require a People List. Use the “People” or “Places” buttons in the upper left-hand corner to toggle between each respective List.
For either List selection you will see indicators across the top of the screen that identify what information is being requested from participants. “Attending” indicates whether you are asking participants/locations to confirm whether they are available or pre-determining that all participants/locations are available. Finally, “Questions” displays the number of questions being sent to participants or locations.
Whether you select People or Places, the first step is the same. Begin by editing the name, date, and location of the selected Event Part. To do so, click the “edit” link next to the respective detail that you wish to change.
Next, if you have selected People in the upper left-hand corner, you will have the option to associate a People List and set an alternate name for People in this Event Part. Examples of alternate names include “participants”, “guests”, “chaperones”, “drivers”, attendees”, etc.
When editing Places, you will have a few additional options. In addition to associating a List and choosing an alternate name for Places in the Event Part (“Cars”, “tents”, “tables”, etc.) you will be able to select a data field to use for “Spots” and give a name to describe these “Spots”.
“Spots” are integral to using the Assign feature in your Event. A “Spot” simply represents a place that an item from a People List (such as a participant or guest) can be placed. Thus, the data field from a Places List for a Spot must be a whole number. Examples of alternate names for Spots include “seats”, “chairs”, or “rooms”.
For both People and Places the last step is the same: to select how you will determine attendance for the selected Event Part. Please note that this attendance refers only to the specific Event Part and not the Event as a whole. “Link Attending” means that you will assume all People or Places on the List will have the same Event Part attendance status as the overall Event. That is to say that if a person or location is attending the overall Event, they must attend this Event Part and vice versa. “Link Attending” is useful for Lists such as tents for campouts where all tents where presence at the Event means availability for Event Parts.
“Ask If Attending” will ask each participant or location whether they are attending the Event Part. By default, they will be “Undecided”.
As mentioned above, the overall Event also has attendance status questions; however, at the Event level “Link Attending” is replaced by “All Attending”. Simply put, “All Attending” locks all People or Places as attending. This is useful if you have an Event where you are certain that everyone or every location is attending.
All changes made on the “Event Part” page are saved instantaneously, so when you have finished editing an Event Part, you can simply click another tab to move on in the Event management process. A good next step after creating the Event Parts within an Event is to Send questions to your participants and track their responses; however, it is not required that you work in this order.