Avendoo® online documentation

Event management

In the area event management there are the following functions available:

  • You can manage individual event dates in contrary to the definition of the event dates or the display for the learner, see event object.
    The event manager is available to manage the event dates. The event manager helps managing participant lists, communicating with the participants and creating attendance lists.
  • You can manage Tasks .
  • You can manage Tasks by event date groups.
  • You can get the utilization diagrams of the resources speaker, room and material displayed. These Gantt diagrams use the browser time zone and not the server time zone. This means there is no mistake and the time on location is shown.

Overview of event dates

You can choose between the overview of event date and the overview by event date group. In the overview of event date you can choose between five display options (list view, daily view, work week, week or month). The display options daily view, work week and week have an agenda view, this means that isochronous event dates are listed in parallel.

In the overview by event date group Avendoo® lists the main event dates of the event date groups. Avendoo® makes an event date group from the start of the main event date until the end of the last follow-up event date. If there are no follow-up event dates, the end of the main event date is the end of the event date group.

Both overviews are sorted by title, event, title of the run, starting date, start (location), time zone for the event date, end, end (location), utilization, location, speaker, status, language and course activation. Via the two arrows on the top right you can move the display to the left or right side. You can click on the +-symbol top right for getting further filter options displayed in both overviews.

In these list views and also in all list views Avendoo® saves the sorting of the list view and this list view is available on the next login again.

If you choose the context menu of the title, you can choose between “Show report” and “Copy the event date to further event”. You can get all reports regarding the report category Event management and sub category Event dates displayed. If you choose “Copy the event date to further event” you can select a created event date and copy it into the Event date wizard.

Filter options

Generally you can filter by the following data (if you click in the filter area top right on the +- symbol, you see further filter options):

  • Title
  • Language (+): Language, in which the title of the event is displayed and to which the filter “Title” refers.
  • Event language (+):
    Language of the event dates
  • Course activation language (+):
    Language of the created course activation; the event is released by the course activation
  • I am the coordinator for the event
  • I am the speaker for the event
  • I am the initiator of the event
    The initiator is the person who has initiated the creation of the event date. And it is the person who hasn’t managed the coordination (training coach or event speaker), but is responsible for the event date. You can use this person in reports also as filter. Note that the initiator is optional. You can use this data, but don’t have to.
  • Active course activations:
    Filters the list of the event dates in such way that the result are event dates, which have via the course activations the status “Active” or “Closed”, not “Archived” or “Initiated”.
  • Contained in course activations:
    Shows only the event dates which are in events and integrated in a course, which is via a course activation accessible. This means, you can add participants to these event dates.
  • Activated event dates of clients not assigned to me in which learning content is allowed to be created (+): Shows event dates, which are in events and their content client are not viewable because of missing authorization. There are clients of the course activation, via the event is accessible,viewable.

Event date status

  • Being planned
  • Initiated
  • Active
  • Carried out
  • Closed
  • Canceled
  • Starting and end date:
    You limit the time period with starting and end date.

Note: Note that the starting date of the event dates are after the starting date of the filter and before the end date.

  • Location
  • Number of registered participants (max):
    Enter the maximum number of the registerd participants to find events with low capacity utilization. Example: Show me events, to which are only 10 participants or less are registered.
  • Number of free slots (max):
    Enter the maximum number of the free slots to find events with high capacity utilization. Also event dates are shown, at which 0 free slots are, because these event dates are completely used to capacity. Example: Show me events, at which only maximum 3 slots or less are free.
  • Title of the course activation
  • Title of run
  • Participants
  • User name
  • Last name
  • First name
  • E-mail
  • ID (+)
  • External reference (+)
  • External user reference type (+)
  • Identity Provider User ID (+)
  • Identity Provider ID (+)
  • Telephone (+)
  • Cell phone (work) (+)
  • Cell phone (home) (+)

Classifications

  • Target client:
    Choose the client, which classifications should be used for the classification filter.
  • Start date for registration deadline
  • End date for registration deadline
  • Announcement sent
    Choose between “Sent”, “Not sent” and “No choice”.