Settings for events
Central settings for events and for the event catalogs are defined here.
Catalog sort order
Here is where you define the sort order for the event catalogs. Indicate the first and second sort criteria.
Publication and print designs for events
Define the publication and print designs for events here. Click on 
to create a new design template for an event posting, making sure to indicate the following:
- Title
- For greater clarity when selecting templates, include the language in the title. Events have only a single language, and must therefore use the appropriate publication template. The publication language cannot be overridden by the user language.
- Code
- Language *
- Required field. This setting controls the language of multi-language variables, such as lists. Indicate the language.
- File (.html)
- Upload an appropriate file.
Settings for events
Settings for event registration
- Automatically take participants to the next registration question
- Reduce the time taken to answer registration questions by proceeding directly to the next question instead of returning to the question overview.
- Confirmation email for employees after event registration
- This setting applies to registrations made by the employee themselves.
- You can choose from the following options:
- Don’t send automatic emails
- Automatic confirmation email to employee
- Automatic confirmation email to employee, with the immediate supervisor in CC
- Initial consent status for employee registrations
- Indicate here what the initial consent status should be when an employee registers for an event. (The “Unconfirmed registration” status is typically used here.)
If you change this setting and specify a different initial consent status, this change will have no effect on the status of earlier registrations.
- Confirmation email for external individuals after event registration
- You can choose from the following options:
- Don’t send automatic emails
- Automatic confirmation email to participant
Settings for administrative assignment to events
This section contains the settings that are used for administrative assignment to events. This applies to assignments of participants to events made by administrators, HR experts, managers or event administrators.
- Confirmation email after assignment on event for employees
- Define here if an automatic confirmation email should be sent and to whom:
- O Do not send automatic emails
- O Automatic confirmation e-mail to employees
- O Send automatic confirmation email to employee and Cc to direct manager.
- Initial consent status for employees
- Indicate here what the initial consent status should be for an administrative assignment of an employee to an event.
- Confirmation email after assignment on event for external persons
- Define here if an automatic confirmation email should be sent:
- O Do not send automatic e-mails
- O Send automatic confirmation e-mail to participants
- Initial consent status for external individuals
- Indicate here what the initial consent status should be for an administrative assignment of an external individual to an event.
If you change this setting and specify a different initial consent status, this change will have no effect on the status of earlier registrations/assignments.
Certificates
- Reminder email for expiring certificates
- Here you define which document categories the reminder for an expiring certificate applies to.
- A reminder for an expiring certificate is sent approx. 3 months and again 2 weeks before expiry. Anyone who already has another, or new, certificate for the same document category, or who has already registered for an event with a suitable certificate as the goal, will not be notified.
- When you use this function, you should ensure that your events are given the appropriate certificate settings well in advance, so that the emails sent can include registration recommendations.
- First reminder (days before expiry):
- Here you specify when the first reminder is to be sent. By default, the first reminder is sent about 90 days before expiry.
- Second reminder (days before expiry):
- Here you specify when the second reminder is to be sent. By default, the second reminder is sent about 14 days before expiry.
The two new system emails are:
- SystemTemplate_CertificateExpiresEmployee (reminder of expiring certificate for employees)
- SystemTemplate_CertificateExpiresExternal (reminder of expiring certificate for external individuals)
Settings for events applied by the registering party him/herself
- Responsible event administrator:
- Has the administration role for all newly created external events, and is informed by email in the event of a canceled approval process.
- In this field, please indicate the business email address entered in the system for the main event administrator who will administer all newly created events and receive an email in the event of an error during the approval process. Multiple email addresses can be entered for the various departments, separated by commas. The code of the relevant organizational unit should be entered, separated by @@. The code of a parent organizational unit may be used.
| Use case for Figure 1 |
|---|
|
As events administrator, John Doe is to be responsible for the registration of a person belonging to the CH organizational unit (referred to as OU_CH), while Jane Doe is to be responsible for those belonging to the DE organizational unit (referred to as OU_DE). It is recommended that you first create a general event administrator (without @). This individual will be informed in the case of ambiguities regarding assignments. In our example, this is Johnny Doe. The following text should be entered in the field so that the assigned person is informed of it: |
- Help text about the desired approver:
- Employees see this text displayed above the approver list when applying to participate in an external event.
- Participation to be approved by manager:
- This default setting applies to registration (new record in the catalog) for an external event by an employee or manager. This setting is similar to the “Participation to be approved by manager” setting in the event details.
Note that even if the box is not checked, the participation must still be approved. The only effect of checking the box is that the manager’s name is automatically filled in as the initial approver.
Extensions to the approval process
- Final approver for external events
- This person must issue final approval for an external event. Read the related comments under “Responsible event administrator”.
- Final approver for internal events
- The person indicated here must issue final approval for an internal event. Read the related comments under “Responsible event administrator”.
Events budget
- Budget
- Amount of money budgeted for the events.
- Currency
- Currency used for the event budget.
The data in these fields have no functional effects, but serve as placeholders that can be used for reports.
Template for external schedule
- VCS Template
- e.g. Microsoft Outlook
- BEGIN:VCALENDAR PRODID:-//Microsoft Corporation//Outlook 12.0 MIMEDIR//EN VERSION:1.0 BEGIN:VEVENT DTSTART:<StartDate>T<StartTime>00Z DTEND:<EndDate>T<EndTime>00Z LOCATION;CHARSET=UTF-8;ENCODING=UTF-8:<Location> DESCRIPTION;CHARSET=UTF-8;ENCODING=UTF-8:<ShortDescription> SUMMARY;CHARSET=UTF-8;ENCODING=UTF-8:<Title> PRIORITY:3 END:VEVENT END:VCALENDAR
- Filename
Catalogs for evaluation questions
This section contains a tabular overview of catalogs for evaluation questions that have already been added. Click on “Add new catalog” to add another question catalog. Enter the following information in the subsequent form:
- Catalog number
- If you leave this field empty, a number will be automatically generated and saved. Sorting on this field is by alphanumeric order.
- Name *
- Required field. Enter a meaningful name.
Global automatic emails
Global automatic emails are applicable to all events defined by parameters. They are automatically sent to all selected event participants. For example, this allows you to specify that all participants should receive an email reminder three days prior to the event. Specify the recipient(s) as well, and choose among a total of three variations on the time when the mail will be sent.
Add new automatic email
Add new automatic email (click on Expand) - Name*:
- Required field. Provide a meaningful name for the new global email.
- Recipients:
- Participant (default setting)
- An email will be sent to the participant.
- Participant’s manager
- An email will be sent to the participant’s manager.
- Participant and his/her manager
- An email will be sent to both the participant and his/her manager.
- Manager if possible, otherwise participant
- If the email is only intended for the manager, but no active manager is specified, or if the participant is an external individual, then no email will be sent. In all other cases, the email will at least be sent to the participant.
- All instructors for the event
- An email will be sent to all instructors.
- All persons responsible for the event
- An email will be sent to everyone responsible for the event.
If you want to send the e-mail to the trainer or person responsible for an event, only one email is sent at each trigger point, even if the participant criteria below would affect several participants.
- Email-template*:
- Please select an email template that is appropriate for the selected event language.
- Variations on email send time
- Variation 1: Specify a time relative to the start date of an event, using “Send before start of event”.
- Variation 2: Specify a time relative to the end date of an event, using “Send after end of event”.
- Variation 3: Specify the period of time spent in a certain status, using “Send after change to participation status” (must specify a participation status)
Please note that at least one of the following fields must be filled in for automatic emailing to be executed.
- A combination of variations 1 and 2 is possible, but not recommended, due to the differences between the underlying use cases. Variation 3 overrides variations 1 and 2.
- Send before start of event [days]:
- Variation 1: For example, enter 3 here if the email should be sent 3 days BEFORE the start date of an event. Entering -3 will send an email 3 days AFTER the start of the event. (Please enter only integers)
- Send after end of event [days]:
- Variation 2: For example, enter 3 here if the email should be sent 3 days AFTER the end date of an event. Entering -3 will send an email 3 days BEFORE the end of the event. (Please enter only integers)
- Send after change to participation status [days]:
- Variation 3: For example, enter 1 here if the email should be sent 1 day AFTER the date when the participation status changes to the specified value. This only works if one or more participation statuses are also specified. The person’s participation must remain in the specified status during this period.
Please pay attention to the following points:- Please enter only non-negative integers.
- A zero ("0") is also possible - in this case the email will be sent during the night, right after setting the status.
- Please note that an entry must be made, otherwise no e-mail will be sent.
- Selection criteria for participation
- For Participation status:
- Specify which participants should receive this email. A blank field means all participants on the participant list.
- For List:
- Registration on participant list (default setting)
- Registration on waiting list
- Registration withdrawn
- Only people who are on the specified lists will receive this email. If no setting is provided, then only people on the participant list will receive this email.
- Marked as “Participated”:
- If you select “Yes”, then only participants who are marked as having Participated will receive this email. If you select “No”, then only participants who are not yet marked as having Participated will receive this email.
- Marked as “Paid”:
- If you select “Yes”, then only participants who are marked as having Paid will receive this email. If you select “No”, then only participants who are not yet marked as having Paid will receive this email.
- Person type
- You can use this filter to distinguish between employees and external individuals. Alternatively, you can use the following condition to make the distinction through the use of a variable: [Empfaenger.PersonentypRefc] ([IF Empfaenger.PersonentypRefc=='PersonType_Employee']abc[ELSE]xyz[END]). Similarly, you can make a distinction based on [Person.AnzahlStellen], which can be used to identify former employees.
- Selection criteria for event
- For Event language:
- If you select one or more languages here, then this reminder email will only be used for events with those event languages. If no language restriction is specified, this email will be used for all events.
- For Event series:
- If you select one or more event series here, then this reminder email will only be used for events from those event series. If none is specified, this email will be used for all events.
- For Event category:
- If you select one or more event categories here, then this reminder email will only be used for events from those event categories. If none is specified, this email will be used for all events.
- For Event type:
- If you select one or more event types here, then this reminder email will only be used for events of those event types. If none is specified, this email will be used for all events.
- For Event organizer:
- If you select one or more event organizers here, then this reminder email will only be used for events organized by those event organizers. If none is specified, this email will be used for all events.
Once you have specified all the necessary information, click Create. The new global automatic email is created and appears in the tabular overview.