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Create event

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You can enter basic information about the event here, such as the title or the date on which it will take place. Alongside these data, which can also be used to find the event in the catalog, you can also specify any restrictions on the number of participants, reserve resources, and assign instructors to the event. A detailed description of all possible fields that can be displayed and filled out when creating an event is provided in the section below.

Special features in the "Options" section

Use the checkboxes for "External event" and "Online registration and cancellation allowed" to specify which options apply for this event. If you do not check the box for "Online registration and cancellation allowed", then employees and external individuals cannot register for the event or cancel their participation.

You can also specify what should happen when the maximum number of participants is reached. (see also Waiting list and re-booking)

Approval of participation

The options in the lower part of the form can be used to specify whether participation in the event requires approval, i.e. whether a certain person, such as the HR expert, must first give their approval for participation (check the box for "Participation is subject to approval"). The name of the approver can be noted in the "Participation must be approved by" field.

Info.gif For more information about approving event participation, see Registration details.

Notes on email notifications and the approval process

When you add employees to an event, up to five additional approvers can be added directly with the "Start approval process and send first email" option. With this option, you can also then indicate whether you want to be informed by email when the decision process for this person's participation in the event is completed. The newly added participants will also be informed when the approval process is completed. After the decision is saved, the date of the decision is also saved, and is then visible for users with access to the Events module.

What happens if the approval process is interrupted

If the approval process is interrupted (approver selects "not responsible") for an event that requires approval, an email is sent to the person in charge of the event. The following is an example of the automatic email that is sent to the person in charge of the event if an approver selects "not responsible":

Dear Mr. Doe, 
Unfortunately, the previous approver for this event participation did not make a decision. Please restart the process, or enter a decision now.

Event: Advanced Project Management
Participant: Richter, Elias

The following link takes you directly to the event participation:
https://xxxxxxxx/Courses/Participation/XY/GeneralData?customer=XY&lang=eng

This message was automatically generated.

Info.gif If there is no event administrator / person in charge entered in the system, then no email will be sent.

Show in event catalog

You can also publish events in the event catalog in the employee view, or in the public view, right after you create them. Events that are published in the employee view are always visible in the Event catalog for managers as well.

With the setting "Only show this event to members of the following groups", you can limit the event's visibility in the catalog to specific groups of people.

The setting for organizational units ("Access rights for administration"), on the other hand, controls who is allowed to administer this event and/or have administrator rights. Event administrators with access to the organizational units selected here will also have access to this event. By default, subordinate organizational units are not included.

Example: An event is released for organizational unit A. An employee with access to organizational unit AA (a sub-organization of A), but not to A itself, cannot administer this event. You can specify separately whether subordinate organizational units should also be included (check the box for "Include subordinate organizational units").

Note that this setting has no effect on how the published event is displayed in the event catalog. However, an employee can use the event search to find only events for their own organizational unit by checking the box for "My events only".

Certificate settings

You can enter certificate data here (-> see also Certificate settings).

Create event in detail

The list below includes all the possible fields that can be displayed and filled out when creating an event.

  • Event number
If you leave this field empty, a number will be automatically generated and saved. Sorting on this field is by alphanumeric order.
  • Title
Required field
  • Published title
  • Person in charge/Person responsible for the event
  • Other people responsible for event
Here, you can add additional people responsible for the event. In general, these people are handled in exactly the same way as the person whose name is specified in the “Responsible” field. However, other people responsible for the event cannot be imported, only exported (by means of the [Event.MoreResponsibleAdmins] variable).
  • Registration options (e.g. waiting list)
  • Event series
  • Event category
  • Event type
  • Event organizer
  • Short description for overview
This text is presented in the events overview as a brief summary.
  • Start and end of event sessions (dates)
Here, you can add/create multiple event sessions (dates).
  • Start
If you enter a date, then a time must be added as well. Date format: DD.MM.YYYY hh:mm
  • End
If you enter a date, then a time must be added as well. Date format: DD.MM.YYYY hh:mm
  • Time zone
Indicate the time zone. (If no time zone is explicitly indicated here, the system will automatically detect the browser's time zone and assign it to the user.)
  • Description
  • Target audience
  • Topics
  • Agenda
  • Event objective
  • Prerequisites for admission
  • Recommended preparation
  • Instructor
  • Contact information
  • Event location
  • Event language
  • Internal event costs
  • Costs
  • Currency
  • Minimum participant count
  • Max. (participant count)
  • Bookable event days [days]
  • Internal event costs [CHF]
  • Additional information
  • Status
Selection: New/Planning/Published/Ongoing/Post-processing
Options
  • External event
  • Online registration allowed
  • Registration permitted until
Date format: DD.MM.YYYY
  • Cancellation permitted until
Date format: DD.MM.YYYY
  • If max. participant count reached:
Place on waiting list/Allow further registrations/Reject registrations
  • Participation requires approval
  • Participation must be approved by
Vorgesetzter / Superior / Supérieur / Manager
Show in event catalog
  • On home page
  • In employee view
  • Only display event for members of the following groups
If you would like to display certain events only to certain groups in the events catalog in the public or employee view, you can specify a restriction here. If you leave this setting blank, then this event will be visible to everyone if/when it is published.
Administration
  • Access via organizational unit
The access rights for administration of this event are dependent on the settings configured here. Event administrators with access to the organizational units selected here will also have access to this event. By default, subordinate organizational units are not included. Ex.: Event is released for organizational unit A. An employee with access to organizational unit AA, but not to A, cannot administer this event. Note that this setting has no effect on how the published event is displayed in the event catalog. Employees can search for "Events for my organizational unit" when searching in the events catalog.
  • Include subordinate organizational units
Certificate settings
  • Certificate title
If you wish to create certificates later, then you must have a title.
  • Document category
  • Valid from
Date format: DD.MM.YYYY
  • Valid until
Date format: DD.MM.YYYY
Import settings
  • Event key
  • Source system key
These values are the key criteria for imports and exports. The combination of both criteria is the deciding factor in finding the event in the import.

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