Watch this video to get a deep dive into the events feature! 📽️
Create your event
There is a few things crutial for having a successfull event. The most apparent of them are listed below.
Title
Keep the titles as condensed and informative as possible. Besides providing users with an overall sense of the topic, the title is used to search for the event in the academy. So when creating a title, use keywords that are highly relatable to the overall topic!
Description
Here, you can provide the users with context about the overall topic of the event and what they can expect from it. This area is optional, but essential in getting the users enthusiastic in the event. Try using exciting language that will engage users!
Image
Nothing grabs the attention like a great photo! With our Unsplash library, you can access a curated collection of pictures to add a splash of color to the event. And, of course, there is the option to upload your own photos if you have the perfect one for the occasion.
Quick tip💡 The title and description is translatable! You can add versions by clicking on the language in the top right corner.
Sessions
If you have a events that needs to be held more than once, creating multiple sessions are the way to go! Let's say that you are hosting an event for becomming an Excel expert, and the course is availble all Wednesdays though out April and May, and instead of creating a new event each time, you just create one and duplicate the first session for all Wednesdays - remembering to change the dates of course.
Besides the date, you also add the location, desciption and so on. All of the options are showcased on the screenshot below.
Available seats
If your event has a limited number of seats, this can be set in the field 'Enter number of available seats'. This means that all users that try to enroll in the event after the number is exceed, will end up on the waiting list. If a seat becomes free, users on the waiting list will receive a email about it if enabled.
Registration deadline
For some events it can be important to know if users will participate or not, in case you need to book hotel rooms etc. for them. Therefore, you can set up a registration deadline to ensure that you decide ones the gates for enrollment close. If you set the date to be on May 6th, the gate will close at the end of the day on May 5th.
Time zones
Setting a time zone for an event can be clever if you have users located various different places. For users, this means that the event time will automatically show in a users local time.
Good to know💭 Notifications will still show the original session time.
Files
Relevant files can be added to the event and/or a specific sessions. This could for example be a PowerPoint presentation, meeting agenda, briefing information, or anything else that could complement the event. Files that are added to an event are only visible to users invited to the event, or accessing the event through a learning path.
Files that are added to a specific session are only visible to users taking part in that session. In both cases, users will have access to the files after the event has finished.
Sign up questions
When users enrol to a session, you can have them answer custom sign up questions. You can choose if the answers should be required/optional, rearrange questions, and make a custom template. When making templates, they can be used on other events and mixed-and-matched with other templates.
The options you have for creating questions are the following:
Written answer
Single choice
Multiple choice
Inviting users
There are multiple different ways to invite users to an event or specific session. Note that users can only be invited after the event has been published.
Need to know how it looks from the users perspective? Check out this article!
Manual invitations
You can search for individual users, or sort by department and/or job profile. This option is good for smaller events with a short list of users to invite.
CSV file
For sessions with a large number of invitees, a CSV file can be imported. Collect the users you invite into a file and import that to the session. All users that are being added to an event this way must be already existing users in the platform. Please note that the file must have “Email” on the first cell of the first column, and the users’ email addresses below. A downloadable template for this is available in the platform. Click on the 3 dots to the right of the 'Create user' button in the User management tab, and then 'Download import template'.
Sharing
They can also be added though sharing when added to a learning path. When users are added to a sharing with an event, they are automatically added to the event and can choose one of the sessions. Note. Users can only choose 1 session per event.
You can find more info about sharings and learning paths in our dedicated help center articles on the topics.
Required vs optional events
Like you can with content, it is also possible for you to invite users to a optional event. If you are the event though a sharing, then you simply click the learning path where the event is added, and mark it as optional using the side menu to the left.
If you invite them directly to the events it is done by unmarking the box in the bottum right corner of the pop up that appears after clicking 'Invite'.
Quick tip💡
Make sure to check your event communication settings before you publish and start inviting users. You can control the communication settings for how events are shared with your users in the events section of the communications tab (Organization --> Communication --> Events).
Explorable Events
Another way to invite users to an optional event, is by adding it to the Explore page. By making events explorable, users can search for, browse, and add themselves to events they find interesting or want to attend.
An event can be added to your platform's explore page by going to the explore tab in the event settings. Remember to add categories to the event so that users can easily search for and find them!
Curious To Learn More? 🧠
You can read more about this feature in our help center article on the topic here!
Setting attendance
There are 3 ways to register attendance; automatically, via administrator or QR code. Below all three of these are explained.
Automatically
With this setting, all users enrolled in the event will be marked as shown up automatically.
Administrators register attendance
After the session, an admin needs to go to the participant list and mark uses as shown up. If it does not show for you when entering this list, you should use the cogwheel to toggle the feature on.
Participants register with QR code
Participants register attendance by scanning a QR code at the event. After registering, they'll receive a ticket that can be used for entry. Registration opens 3 hours before the session and closes at its end. If you choose this option, you will be met with two choices; Display questionaire response on the QR code and Alternative registration. They are explained here:
Display questionaire response: you can select up to 2 of the answers to the sign up questions to be shown on the ticket.
Alternative registration: If any users are unable to scan the QR code, it can be enabled in that they can register register themselves in the app after the event. They will recieve a remninder via email if enalbed. The communication type triggered is 'User registers attendance to an event'.
Good to know💭 If the users misses to register themselves within one hour after the session, you will be able to register them manually in the event via the participant list.
Participant list
Each session has a list of participants; here, you can check the status of the invitations and mark users as shown up. If you have users who have declined the invitation and left a comment on that, you can see the comments here.
You can manually manage all statuses for the participants by clicking on the three dots to the right of the users name. This could e.g. be that you'd like to set them to going, univite them or add them to the waiting list.
You'll also see the overall status of all participants, how many have been invited, how many have accepted, etc.
You can filter the list by department, job profile, status, show-up status.
You can send emails to all/some people on the list.
You can export the list of participants to make a separate guest list, make name tags, etc.
Saving
All editing to the event is autosaved, but to make these changes visible, you need to publish the event. You can also choose to discard the changes; in that case, you will go back to the previously published version of the event.
To create sessions and invite users, you must have published at least one version of the event.