Lists are the backbone of Event Management in Eventene. Lists provide information about People or Places that can be used during the Assign, Send, and Publish steps. Lists are attached to Event Parts, but not Events. Managing Lists in Eventene consists of the following activities:
- Creating-- the app provides several ways to create Lists:
- From scratch (typing in entries one at a time)
- Copying an existing List
- Importing data from a text file (CSV format)
- Pasting from the clipboard
- Segmenting an existing List
- Defining Fields – users can add a variety of custom data fields (in addition to the defaults) to their Lists to tailor Eventene for their specific needs.
- Reviewing Data – users can review individual List items, including all the values of each of the data fields. The viewing page also allows the user to sort by any column, control which columns are visible, change the column order, and search on specific entries (by First Name, Last Name or Email).
- Editing Data – during the reviewing process, the user can activate the editing panel below the List, allowing them to edit individual records.
To easily view all your Lists, simply click the “Lists” button in the upper left-hand corner of the screen anywhere within Eventene. This will take you to the “My Lists” page. This page serves as a summary with a high-level overview of all Lists (both Master and Segmented) within the account. My Lists also provides access to the tools that you need to view, edit, and manage your Lists.
For more on Master and Segmented Lists please read Segmented Lists Overview
The My Lists page displays the following information:
- List Name – this column includes the names of each of the Lists.
- Last Modified – Indicates the date and time of the last change made to a List. The default sort for My Lists is by the most recently modified List.
- Type – indicates whether the List is People or Places List.
- Items – shows the total number of items (participants, locations, etc.) in a List.
- Events– shows the total number of Events that include the corresponding List in at least one Event Part.
- Actions – allows user to view the List Summary, List Fields, and List Data, copy a List to another account, or delete a List. Please note that Segmented Lists do not have the Fields action.
- Combine Lists – allows the user to combine two separate Lists into a new merged List. To combine Lists, you must first select the Lists you wish to merge and then press the “Combine Lists” button. For more information, please see the article Combining Lists.
The “Other” action brings up a drop-down menu with several additional actions:
- Copy List to a Paid Account – allows the user to send a copy of the List to another Eventene user with a Basic, Pro, or Pro Team account. Free accounts cannot send or receive copied Lists.
- Delete List – allows the user to remove the List from their account, but only if the List is no longer being used in any Events. Note that this action cannot be undone.
The “My Lists” screen also allows users to search among their created Lists using the search bar. Eventene displays the resulting Lists on the same page that the user is currently viewing.
Eventene uses two kinds of Lists: People and Places. People Lists include all the potential attendees for a particular Event Part. Places represent the locations into which the People can be assigned. It is important to note that Places could also be the names of individuals in some cases such as carpools or group leaders.
Eventene allows individuals to serve as Place “contacts” and to provide details and respond to questions related to locations. This is incredibly useful when you need information about a Place (such as number of seats in a car) or need someone to manage a location (like a table monitor). Setting a contact (by including their name and email) will allow this person to manage all of the details of a Place or Places.
To begin setting up a new List, first press the “Create List” button on the “My Lists” page.
Creating a New List
To create a new List, first press the “Create List” button on the “My Lists” page. You will now have several options of how to create your List:
- Create from Scratch: allows the user to start building a List with no data or fields defined.
- Segment an Existing List: enables the user to create a subset List from an existing Master List using rules and filters.
- Copy an Existing List: this method allows the user to build their new List by making a copy of an existing one within the account.
- Upload a File: allows the user to import data from a spreadsheet that is saved in the .CSV format.
- Paste from Clipboard: this method allows the user to copy tabular data from a spreadsheet like Microsoft Excel or Google Sheets.
Create from Scratch
If you opt to create a completely new List, simply select “Create from Scratch”. Next enter the List Name and select the List Type (People or Places) before hitting “Continue”. You will now be directed to the “List Summary” page. From here you can edit various details including the default email settings and List Name. Editing these details is the same process as editing Events from the “Event Summary” screen. Please refer to Names, Dates, Locations, Descriptions, and Images for more information.
Segment an Existing List
You can create a subset of a Master List using various rules and rules sets. This option allows you to have multiple different groupings of items without needing to update data across numerous Lists since all of the Segmented Lists will refer to the Master List. For more information on Segmented Lists, please consult Creating and Editing Segmented Lists.
Copy an Existing List
To copy a List, simply select this option from List creation page. Next specify which original List you will copy, enter a name for the new List, and choose the List type. Finally, you will need to specify whether Eventene should preserve the data from the existing List. Choosing “Copy without items” will remove the individual rows from the list (whether they be People or Places). Either way, the fields (columns) will be preserved.
Please note that if the original List is a Segmented List then the new List Type must be the same as the original List.
Upload a File
Uploading a file allows you to use existing data saved as a .csv (comma separated value) spreadsheet. You can save and create .csv files from several other applications such as Microsoft Excel and Google Docs. This allows you to use existing rosters or data sets in Eventene without needing to reenter any data. To upload a .csv file, first select “Upload a File” from the List creation screen. Then give the new List a name, select the List Type, choose the .csv separator to use (defaults to comma “,”), select whether your file contains a header row, and finally locate the file on your computer. After you have done this you will need to match the data fields within your uploaded file to the three required data fields in Eventene (“First Name”, “Last Name”, and “Email Address”).
Paste from Clipboard
Pasting from a clipboard is much like creating a List from scratch, but after entering the List Name and selecting the List Type you will see a new window where you can paste data from the clipboard. After you have pasted data into Eventene and clicked “Continue”, you will move to a new page where you will need to verify the pasted data. Finally, you will be asked to match your data fields to the three required Eventene data fields (“First Name”, “Last Name”, and “Email Address”).
Regardless of what List creation method you choose, you will eventually be directed to the “List Summary” page. From here you may proceed to add items to your List. Clicking the “Fields” tab will take you to the “List Fields” page where you can edit the names of fields or add additional fields.
First Name, Last Name, and Email are required, but you can add several types of additional fields. To add a new field, click the “Add a data field” link on the Fields tab. From here you can select the type of field you wish to create and give the new field a name.
- Yes / No – Choose between “yes” or “no” responses
- True / False – Choose between “true” or “false” data
- Number – Number input required. User can specify additional constraints on the number. The Whole Number field is required in order to use spots for assignments.
- Decimal – any number: positive, negative, fractional value (0.1, -2, 1/2, etc.)
- Whole – any whole number (1, 2, 3, etc.)
- Text - Single text line input box
- Comment - Multi‐line input box
- Multiple Choice
- One – multiple choice with one possible response
- Any – multiple choices with multiple possible responses
- Ranking – multiple choices with the user selecting their top choices in rank order. user can specify how many choices the recipients can rank (min 1, max 10)
- Phone – Enter a 10-digit number ((XXX) XXX XXXX)
- Email – Recipient must enter a valid email address format, e.g. “____@______.___”
- Address – Address is a multi‐field record, which includes street1, street2, city/town, state/province, zip/postal code, and country.
- Date / Time – User can specify the date format as either MM/DD/YYYY or DD/MM/YYYY, and hh:mm AM/PM).
The last step in creating a List is entering data. To begin entering data, select the “Data” tab in the upper right-hand corner. If you have copied an existing list, uploaded a file, or pasted from the Clipboard, you may already see data here. However, if you are starting from scratch, you will need to add items to populate your List.
To add items (People or Places) to your List simply press “Add Item”. This will cause additional fields to become active. These fields will include any active default or user created fields that you have added under the “List Fields” screen.
Enter your data and make sure to press the “Save” button. Unlike the rest of Eventene, if you do not press “Save”, your data will not be entered.
Additionally, you can sort data by click on the column headers, and search for specific items using the search bar. Once you have entered all your items using the process above, your List is complete! You can edit the List at any time, but remember this will affect any Events and Segmented Lists that use the data.