Events created in Eventene are made up of one or more “Event Parts”. The user can populate each of these Event Parts with a “People List” and/or a “Places List”. Please note that any changes made to a List are reflected across all Event Parts with which the List is associated.
Creating or Copying an Event
Creating an Event in Eventene is easy. Once you are logged in, start by selecting the “Events” tab in the upper left-hand corner of the screen.
You will now see the “My Events” page. This page allows you to quickly see all the Events that are associated with your account. These may be Events created by you or any other user on the account.
You can search for specific events using the search bar or by clicking on the column headers. Clicking on a column header will quickly filter by different criteria such as “Event Name” or “Start Date”. To create a new Event, simply press the “Create Event” button.
From here you will have the option to create a new Event from scratch or copy a preexisting Event. If you select “Copy an Existing Event”, you will need to select the Event you wish to copy and then provide a new name for the resulting Event copy. Next you will need to enter the start date and time for the new event. In the last step, the user has a few options on whether to clear data in the new Event. The user can:
- Clear all previous responses – all the questions defined in the event parts will be copied over, but all responses to those questions will be cleared in the new event
- Clear all previous assignments – all assignments performed in the original event will be cleared in the new one.
Please note that the target Event must contain data to be available for copying. Events without any data cannot be copied.
If you are building a new Event, select “Create from Scratch”, then fill in the name, time zone, start and end dates, and location fields. Once you hit “Continue”, your Event will be created, and you will arrive at the “Event Summary” screen.
Event Summary Screen
This screen provides a quick overview of your Event, Event Parts, and any associated Lists. This screen also allows you to edit additional details about the overall Event. To find out more about editing this information, please refer to the article: “Names, Dates, Locations, Descriptions, and Images”.
From here you will proceed to populate the Event Parts, People, and Places within your Event. There are 5 primary steps to creating an Event.
- Build Lists – create and manage lists of People and Places to be used in Events. Lists may be reused for future Events
- Edit Event Details – enter an Event description, image, adjust start and end times, and add a Location address
- Add Event Parts – define multiple event parts with associated questions to ask the event participants
- Send Questions & Track Responses – send out questions defined in the event parts and track the responses from the event participants
- Assignments – arrange attendees into specific places (locations, activities, responsibilities, etc.) for each event part
Eventene automatically saves your work after every action so you never need worry about losing progress!
Creating a New Event Part
You may add a new Event Part to an existing Event via 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 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, field trip, or vacation) individual Event Parts may only take a day or a few hours (such as a dinner or activity). Please note that Event Parts must be at least 1 minutes in duration to be created.
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 “Lunch” 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.
Adding Survey Questions
If you have a paid account, Survey Questions can be added. See the article for Creating Survey Questions for more information about how to do so.
There may be various points at which you will wish to communicate with your Event attendees. Perhaps you want to share assignments for participants or there is a change in the weather report so you need to send an Event update. Or maybe you are sending out the questions you created using the invaluable assistance of Eventene’s Help Center.
Sending out emails to many event participants/contacts should be done with caution to avoid sending errant emails. You can preview your emails at any time by pressing the “Preview Email” button at the bottom of the Send page. This will allow you both preview a sample of your email. You can also test the email by sending it to yourself with the “Send a Test Email” button on the Send page.
On the Send Page, you will move through four primary steps in this workflow in order to send out emails/updates. The steps are as follows:
- Select People or Places - Select whether the email will be sent to People or Places Lists. Sending to People and Places Lists is separated because you may wish to send unique emails to participants and contacts for each Event Part. In order to send to both People and Places for an Event or Event Part, you will need to send two separate emails.
- Selected Recipients – In this step, you will review the Lists, Event Parts, and individuals that are included in the emails being sent. The recipients are displayed in a table has two tabs: “Event Parts” and “Recipients”.
By default, the table is on the “Event Parts” tab. This tab displays information relating to the overall Event and its Parts. Event Parts that are Completed will not appear in the table, only Pending and Active Event Parts will be show.
The column “Attending Question” displays whether you have selected “Link” or “Ask” for participants/contacts back in the Build section. “Custom Questions” indicates the number of custom questions that are included in the questionnaire. This does not include attendance questions. A tally of the “Total emails to send” is displayed below to remind you how many recipients will receive the email. If a participant or contact is on more than one List then they will only receive a single email. This prevents an individual that is both a participant and a contact for an Event Part from receiving multiple emails.
The “Recipients” tab displays a table with all the currently targeted email recipients. The table includes their Full Name and Email Address in that order. These recipients can also be individually selected from the Tracking pages (please consult the articles on Tracking for more information). Sending to a selected set of Participants from the Tracking pages would include only those specific individuals and the “total emails to send” would reflect the narrower selection.
- Message Settings – Here you will move through three key steps that allow you to individualize the email that participants/contacts will receive. The steps are:
- Select the type of message to send. You will choose whether the purpose of the email they are sending is to “Send Questions”, “Send Update”, or “Send Assignments”. Because each email sent by Eventene contains a link to the Event site with information on individual questions, event details, and assignments, you can use this step to determine which of these tabs the participant/contact will land on upon selecting the link. This will also change the default text, default subject, and default description for the email.
- Send Questions – Makes questions available to participants and/or contacts.
- Send Assignments- Makes assignments visible to participants and/or contacts.
- Send Update- Sends a custom update to attendees and displays a push notification for mobile users.
- Enter a Subject for your email. The default will be the “Event Name” or “Event Name-Update”
- Enter your message for your email. If you are sending an update, this will also be the text of the update within the mobile app.
As mentioned above, this section contains the “Preview Email” button. Clicking this button takes the user to the Preview Email page where they will see a mockup of their email.
- Send Confirmation – Here you will move through two final steps before you choose which action they will take on their email. The steps are:
- Verify the “From” line for the email and send a test email. In this step, you will see who the email will appear “From”. This is always the logged in user. You can also use the aforementioned Test Email feature here in order to make sure that your email is correct before sending.
- Verify the total number of emails to send. Again, you will see a final tally of the number of emails being sent so you may verify if the recipient settings are correct before sending.
After these two steps, you have two final options. You can “Cancel” which returns you to the last page that you were on before the Send Email page without sending the emails. However, this will save the state of the Send Email page so if you return at any time, their settings will be preserved.
You can also select “Send” which will bring up a modal dialog box with the text: “Please confirm that you wish to send to (number of emails to send) people”. Then you will need to select either “Don’t Send” or “Send”. “Don’t Send” simply closes the dialog box and you will stay on the Email Send page. “Send” will send the emails using the current settings and recipients.
Assign Summary Page
To begin the Assign process, first select the Assign tab from within your Event. This will bring up the Event Assignments Summary page.
This page displays an overview of assignments for each Event Part within the larger Event. Each row represents an individual Event Part with columns for the name and time of the Event Part, number of attending People, Places, the percent of assignments completed, the surplus or deficit of spots, and action links. These indicators will update automatically as you complete assignments. This is an easy way to see if there are enough spots for the Event Part and how many People haven’t yet been assigned to a Place bucket.
Getting Started on Assignments
Click on the Assign action link next to any Event Part to move to the Assign page. By default, you will be in Icon View; however, you may change this at any time by clicking the “Table” button along the middle banner. Any work completed in either view will carry over to the other view, so it may be advantageous to switch between them. You may also switch between Event Parts using the tabs at the top.
For more information on how to use Assign, please consult the following articles:
Eventene isn’t just for event planners. After all, what good would an event without any people be? The Eventene mobile app allows Event attendees to get Event information on the go. Using the mobile app, attendees can view details such as the location, time, and duration of the Event, contact event organizers and participants, respond to questions, receive updates, check-in, and much more.
So how do event attendees know to download the Eventene mobile app? When the organizer sends out questions, updates, or assignments through Eventene, attendees will receive emails with the information. The attendees can use the link in the email to quickly load up the event and view the necessary details or to download the mobile app itself.