This page provides information about the changes to the new Events System from our Legacy Events system. Please refer to our Events documentation for in-depth information regarding the current Events system.
|Interface||An overview of the new look of the Events system.|
|Activation||You don’t need to use the Event scheduler anymore, you can just create Events from the Events screen.|
|Events - Setup Tab||One of the tabs of an Event’s screen, includes Event Types, the difference in the use of Personnel, Communication Trigger Statuses for Personnel, Configurable Workflows, Invoiced and Forecast Revenue View and a simpler way to add Costs.|
|Events - Outline Tab||You don’t need to concern yourself with the disposition of a Course Template and how to schedule it because there are No more Dispositions , you just add Sessions for every Event.|
|Events - Students Tab||New ways to record Attendance and Recording Results.|
The first thing you are going to notice about the New Events System is the overhaul of the interface:
- Modern Facelift - not only is it easier on the eyes, it’s also more intuitive to use
- Responsive - it automatically scales and adjusts to the device or browser window it is being viewed on. Previously, if you viewed the Events page on a small resolution screen, such as that of a mobile device or older monitors, you would have to zoom in and out or use the horizontal scroll bars to see all the information
- Tooltips - hover your mouse over little circled ‘i’s to see more information about the function
You won’t need to shift to the new Events system overnight: you are free to switch between the old and new Events system at the click of a button, ‘View in Old/New System’ on either the Events list screen, or the Event’s screen itself.
You can turn on the new events system (whilst keeping the old version for comparison) within the Control Panel.
Click the cog icon (Super Users only) then in the Event sub-section click ‘Event Pages.’ Set ‘Enable New Events System (beta!)’ to Yes.
the ‘View in Old System’ and ‘View in New System’ will not be available using this method of activation.
You can preview the new event system without exposing the options to the rest of your team via direct URL.
Just append the following URI to your instance domain - /beta#/events/events
For example, if your sub-domain is called ‘demo’ then you would use the following:
You can disable all access to the legacy event system within the Control Panel.
Click the cog icon then in the Event sub-section click ‘Event Pages’. Set ‘Use Legacy Event System’ to No.
Previously, to schedule an Event it had to be done through the Event Scheduler. Now, all you need to do to schedule an Event is to click Create Event from the main Event Listing screen and fill out the details as instructed.
You can view and edit Event information and perform administrative functions through three tabs: Setup, Outline and Students.
You can define the setup and how to run the Event and its financials here. With the aforementioned Tooltips, you can view help whenever you see the ‘i’ symbol.
You will already be familiar with Active and Cancelled: Active are your standard running Events, and Cancelled is self-explanatory. What is new, is the Draft Event Type. This is used for Events which still need to be organised. For example, you still need to find a venue.
There are 2 clear behaviours for Draft Events:
- Students can’t be added to them
- They won’t be displayed on your website (through any of our integrations)
To set the Type, just click on Edit on the Event’s screen.
Previously, specifying an Instructor was a mandatory field for scheduling Events. This wasn’t suitable for those who didn’t necessarily link a set instructor or trainer to an Event, or had to assign an “Unallocated” or “Unnamed” person. Now you no longer need to specify any personnel (instructor or administrator) by default when creating a new Event. This means you can add your personnel at any time you wish, if you wish to at all.
If or when you do add an instructor to an Event, you no longer need to worry about double-booking them as you will be notified about their conflicts if your Event is being held at the same time they are booked elsewhere.
Previously, the status was only displayed for registered students for the Events, and to see the status of Communication Triggers for Event Personnel, you would have to go into the Trigger Log to find this information. Now you can see the status, and preview emails, of Communication Triggers for Event Personnel.
To do this, view the ‘Comms’ tab in the Personnel section.
Previously, you could import your default Workflow to each Event; however, it was a case of importing all the Tasks or nothing. You can now select which you wish to have for your Event when you import a Workflow.
Now you can see the revenue that has been forecasted for the Event, versus the amount that has been invoiced for. At a glance, you can see what amounts you still need to invoice for. In the example below, you can see that 900.00 (of whatever currency you’re using) has been forecast since that’s how many students worth that have been registered onto the Event. However, none of that amount has been invoiced for.
Previously, you had to add a Purchase Order to add a cost for an Event. Now you can quickly add costs for an Event by simply clicking Add in the Costs section. You can even specify quantities by selecting a group of people, or a Fixed (custom) quantity.
In the Setup tab you can specify the schedule you wish to apply to your Event. If you have specified a Schedule in the Course Template, on selecting the Course associated with your event, this will default to the Learning Mode you specified in the Template. In order to pull in the schedule from your template:
- Choose a start date
- Click ‘Create Sessions’
- Click ‘OK’ to generate the Sessions
- On saving your Event as ‘Active’ you will see your Sessions in the Outline tab.
In the Outline, you would specify your Sessions, LMS Content (if it’s an LMS Event) and Event Documents.
One of the biggest changes to the way Events are handled in the new system is that you no longer need to be concerned about what a Normal, Multi-session, or Compound Disposition is and how to set those up.
For those who are familiar with the Normal, Multi-session, and Compound dispositions of Course Templates and Event Scheduling, this is now deprecated. Now, all Events are treated as Multi-session this is not shown in verbose in the new Events system. If you didn’t know what the differences were, then this just makes it simpler!
Further to Activation, and because the new Events system treats all Events as Multi-sessions, you only need to specify the sessions of when the Event is being held. You can even hold different sessions on the same day - refer to the screenshot below for the entry of 26 June 2015.
Simply click Add to add the sessions, or just click on the date in the Calendar tab for when you wish to create a session, and follow the on-screen instructions.
In the list view of the sessions, you can view and edit the location, venue, personnel and Resources.
If you choose to edit a session, you will be presented with a window to override any given property for that session without changing the event as a whole.
In the Students’ tab, you would perform administrative tasks to do with the student. This includes registrations, invoices, notes, taking attendance, viewing the status of Communication Triggers, and recording the Student Scores and feedback. Think of it as a combination of the Delegates section and the Event Administration section in the old Events system.
Note you can see all the information against each student by simply clicking the tab (Overview, Attendance, Communications, Scores) you wish to see. The position of the student will stay uniform in each view so you don’t need to look for their name each and every time you switch tabs.
In addition to seeing what students are registered onto the event, you’ll also now see in detail students who exist as part of an interest from the sales opportunities system. You can also see here whether the places are ‘reserved’ - that is, that they do count towards the attendance capacity of the event.
In the Attendance tab, you can see at a glance the attendance of your students for all the sessions scheduled. Green signifies they’ve attended that session, and red signifies the session they didn’t attend.
You can edit the attendance of just one student for all the sessions, by clicking on the edit icon against their name...
...or you can edit the attendance of all the students for all the sessions at the same time! (Click twice to mark as didn’t attend)
In the Overview tab, you can see at a glance the Pass/Fail results for your students.
You can edit the results of all the students the same time from the Tools menu!
There is now a Feedback Entry Wizard to let you quickly enter a student’s feedback, each window showing a section of the Evaluation Form. This is accessible in the Tools button in the Feedback section.
Once you enter your feedback scores, the average per evaluated section is calculated and displayed in your Feedback section, in the Overview tab.
You can also view how each student evaluated your Event by viewing the Details tab.
Please let us know what you think about our new Events system, and how we can improve, through our feedback forum, which the product team will be able to see. The Feedback button is located next to the ‘View in Old System’ buttons on both the Events list and Event’s screens.