Create an event yourself

If you have the role of an event creator or an admin, you have the ability to create events yourself. If that is the case, you will be able to see a button in the navigation pane called “Create event”. This takes you to a screen where you need to select a primary language and give your event a name and a description. Click on “Save new event” to save your changes and you will be redirected to the event management page (see chapter about Event Management).

Before you can publish your event, more configurations are required (please see next screenshot). Click on “Edit/Publish this event” to continue. You can also access this page using “My events” in the navigation pane on the left of the screen if you want to edit and publish the event later.

General Settings

First you need to decide on some general settings:

• Public: This setting determines if the event is public and anyone can sign up, or if the event is private and only invited users can respond.
  
  
• Attach documents: Check this if there are files you want to attach, which can then be downloaded by the user.
  
  
• Calendar entry text: This is the text that will be shown in the calendar after registration.
  
  
• Number of registrations per person: If toggled on you can specify how many registration units a user can maximally sign up to.
  
  
• Information label: You can set an information label, which will be added to emails sent to users. With it you can mark the information about an event as public, internal, confidential\personal data, or as confidential\company secret.
  
  
• Change sender- and return-email address: If you are creating this event on behalf of someone or you do not want replies to the invitation email to go to your own address, you can specify the respective addresses here.
  
  
• Additional languages: If you want to add languages other than the primary language to the event select the languages here.

When you have made the appropriate adjustments, proceed by clicking “Next” or by selecting the step you want to edit right below the blue menu bar.

You can also save your progress at any time by clicking “Save changes”.

Descriptions

In this step the titles and descriptions in each language are set. Fill out any empty fields and proceed to the next step by clicking “Next” or by selecting the step you want to edit right below the blue menu bar.

You can also save your progress at any time by clicking “Save changes”.

Registration units

In this step you will define the registration units the users will be able to sign up for. Every registration unit has the following settings:

• Title: For each language you have selected you need to choose a title.
  
  
• Locations: By clicking on the “Add location for your unit” button, you can add a new location per registration unit. You can either enter a real location or activate “Online meeting” and paste in a link for users to attend online.
  
  
• Start date & time: This defines when this registration unit starts.
  
  
• End date & time: This defines when this registration unit ends.
  
  
• Deadline date & time: This defines the cutoff date after which users can no longer sign up. When you set the start date and time, by default the deadline is set to the start date and time.
  
  
• Limit participants: If you toggle this setting on, you can set a limit on how many users can sign up to this registration unit. Users who sign up after the limit has been reached will be added to a waiting list and informed when space becomes available.
  
  

You can add as many registration units as you want to an event by clicking the “Add new registration unit button”. Using the three buttons located in the top right corner of each unit, you can make the unit recurring, copy it, or delete it. If you are unsure of a button’s actions, hover it and a tooltip will appear.

After defining at least one registration unit you can proceed to the next step by clicking “Next” or by selecting the step you want to edit right below the blue menu bar. You can also save your progress at any time by clicking “Save changes”.

Invite users and groups

In this step you will add users to the invitation. If the event is set to public this step is optional, but you can still add users to this list in case you want to highlight the event to them.

If you want to add a new Event Admin, you can either toggle the slider next to an already existing invitation or invite a new user before enabling the slider next to them.

You can import users from a list, by clicking the “Import from XLS file” button and using the template provided. Before they are added to the list, you will be able to review the list based on which users were found in the system.

With the toggle button on the left of the search box in the left position, you search through individual users of your organization. You can add groups (O365 or distributions lists) from the Outlook address book by sliding the toggle on the symbol (2 people).

Below the search box you can see the users already added to the event. Toggling the slider next to a user makes them an admin, allowing them to make changes to the event on your behalf.

Finally, you can remove a user from the list by clicking the “X” on the respective row.

If you are happy with your selection you can proceed to the next step by clicking “Next” or by selecting the step you want to edit right below the blue menu bar. You can also save your progress at any time by clicking “Save changes”.

Email template

In this step you will write the email that is sent to invitees. An example text is given, but you can modify it to suit your needs.

First set the subject, then write the email. You can format the text using the controls above the textbox. Hover over them to get a tooltip explaining each tool.

Additionally, you can click on “Guide for placeholders in email” to open a list of placeholders. When you click the button on the left of a row, you insert that placeholder at the last cursor position into the textbox. Keep in mind, that placeholders referring to user signups and registration units are not available when writing an invitation email and will be removed.

Upon completion, proceed to the next step by clicking “Next” or by selecting the step you want to edit right below the blue menu bar.

You can also save your progress at any time by clicking “Save changes”.

Attachments

If you toggled the “Attachments” setting on in General Settings, you can add files to the event that are sent out to the users when they sign up. Do this by either clicking into the field which opens a file browser or by dragging files onto it.

Proceed to the next step by clicking “Next” or by selecting the step you want to edit right below the blue menu bar.

You can also save your progress at any time by clicking “Save changes”.

Finalizing the event

When you are ready to publish the event, make sure you have saved all your changes, then click on “Publish”. A prompt opens asking you if you want to continue editing after publishing, send out invitations, or go back to the overview page without sending invitations.