Avendoo® online documentation

Management of activated event dates

Prerequisites

  • The access right Create, change under Event management (objects) – Activated event dates is assigned to your author account or permission group. Thus the menu item Activated event date is shown in the menu Event management. Furthermore you as author have got the acess right Own event dates – Record attendances.
  • You have maintained the corresponding templates for the course activation, the course and the event under Options on the tab Master data in the Client wizard under Activated event date templates in the content client. You can add several templates for the course activation and the event.
  • You as author have the permission for the activation client to record participants.
  • Optional: To execute the user switch, the author and the team leader are linked (button Link to author under Related account on sub tab Extended of the tab Master data in the User wizard of the team leader). Note by this link, that the author shouldn’t be already linked to a user.

Use

Via the management of activated event dates you can create quickly events for a user group without authorizing access to the whole author backend.
Thus authors with very restricted Avendoo® knowledge and permissions can create event dates and register participants.
This part can also be taken by a speaker with author account.

The function Management of activated event dates is different to further following two functions in Avendoo®:

Quick instruction

User switch from user area to author backend

Optional

To switch from the user area to the author backend, click on

.

You get to the Dashboard.

Create activated event date

  1. Choose Event management → Acitvated event dates → New activated event date.
    The assistant Activated Event Date opens.
  2. Select the favored template on the tab Master data, if there are several course templates in the Client wizard on the tab Options stored. Then you click the button Accept (see first screenshot). If there’s a template for the event in the Client wizard defined, you select and accept this, too (see second screenshot).
    You get to the whole view of the master data.
  3. You can activate favorites of single fields by clicking the Star besides the field, Description and Course goal for example. Then you see the Star filled out and the corresponding field is marked as favorite. You can redo this field favorizing by clicking onto the Favorite star. This field is then gray again. Finally, you click the button Save.
    If you have selected your favorites under all possible fields, you activate the toggle Favorites by clicking it. Finally, you click the button Save. If you open the wizard next time, you will only see the mandatory fields and your favorite fields (see third screenshot).
  4. Enter a title and teaser for the activated event date.
  5. To enter a description for the event of the activated event date, click on the button Edit description. Move is integrated in the opening dialog window for designing the description page (see fourth screenshot). To create a new description page, click on the +tile for opening the Move editor. You can sort already existing design templates by the criteria Creation date and Title. Furthermore you can search for design templates by using the toggle Status “In Progress”. To open the HTML editor click on the arrow down which is on the +tile, and then choose HTML editor. A new dialog window of the HTML editor opens (see fifth screenshot). There is the editor available. Furthermore you can reset the page. Finally, confirm by clicking on the button Accept.
  6. To enter the course goals, enter the course goals in the dialog field Course goal. Your entries are the content of the certificate. Here you can enter the course goals as a dash list, each dash point separated with a paragraph.  This dash list is then available as variable “BulletPointCourseTarget” on the certificate. You can enter as many course goals, as the height of the form field allows.
    Please note, that the certificates are copied on the template course and the setting of the learning object is done by the template course, if the learning path is an one-object-course from a single event.
  7. To create an event date or a event date group, select the favored start date with time (From/Until), correct if applicable the learning time and click in the case of further event dates the button Add in the column Add event date.
    If you add a further event date, the following day with the same time is applied. Change these data if required.
    The option IDD training time corresponds to the learning time is set by default in the column. If the IDD training time should not be transferred, select the option IDD training time is not relevant per event date. If there should only be transferred a part of the IDD training time, select the option DD training time deviates from the learning time per event date and enter the favored value in the format  “hh:mm” in the column IDD training time.
    You can remove the added event dates by clicking the button Remove in the column Remove event date. The total sum of learning time as IDD education time is shown.
  8. You see, if the approval procedure for event is active for participants and the option (Approval is deemed “approved” or Approval is deemed “declined”). You can’t select it.
  9. You see, if the IDD for insurances is activated. You can’t select it.
    If IDD is activated, you can do the steps 10 to 13.
  10. Define the learning type, which is used for IDD, by selecting the favored learning type (face to face event, individual training course, externally controlled e-learning, self-controlled e-learning and on-the-job learning).
  11. Specifiy the learning content for IDD by selecting your favorite learning content (Multi-sector, consultation expertise, corporate client non-life insurance, personal non-life insurance, corporate client pension scheme, personal provisions for health insurance or personal provisions in the form of life insurance).
  12. Determine the learning comptetences, which should be used for IDD by setting a check mark in front of the favored option.
  13. Select a coordinator via the button Add coordinator.
  14. Select an event speaker via the button Add event speaker.
    To add a user per fast user entry, click on the button Fast user entry.
    Notes

    The user, which you create via the fast user entry, is marked as inactive.
    You have to consider regarding the client of the new user, that this is – alphabetically sorted – the first visible client, which is allowed to create users.


    Enter in the appropriate fields the first name and the last name (mandatory) and select the gender.
    Optionally you can enter the e-mail address, the user name and the password of the new user.
    Notes

    – If you edit the Master data of the new user in the User wizard later on, you have to enter the e-mail address.
    – If you enter no user name, the user name will be generated automatically from the user name of the creating author and the current time.
    – If you enter no password, the password will be generated regarding the defined rules of the client.

  15. Select between Virtual location (Teams or GoToWebinar connection) and Manual location.
    If you have selected Virtual location, click on the button Add virtual location and select the favored virtual location.
    If you have selected Manual location, enter the Event venue, Room and Details of the event venue (room number, street, building etc.).
    Notes

    Note that
    – you cannot select a virtual location with VC type Link input.
    – in the field Details of the event venue are 6500 characters at maximum allowed.

  16. Select the activation client, in which the course activation should be created, under Memory location of the course activation.
  17. Select the favored status of the course activation. If you select Archived, you can delete the released event date.
  18. If you have added a participant, you get a list with Registered on, First name, Last name, User name, E-mail, OU and Invitation status.
  19. Add an e-mail-attachment via the button Add e-mail attachment. The favored e-mail attachment has to be created as medium before. It only belongs to the main event date.
  20. Add a document, as medium created before, by clicking on the button Add document and selecting the appropriate medium. The document is always shown.
  21. Click on the button Save.
    After clicking on the button Close you see your created activated event date listed in table with the columns Title, Start, End, Owner, Recording attendance, Change date, Created on and Status of main event date. Via right click on the table header you can select the option Always show selected columns or Edit display of columns and order and you can add the columns Start (location) and End (location).
    You can use the following filter: Title, Include subcategories, Start date, End date, Starting date (location) and End date (location).

These event dates are available for the authors with access of the whole author backend in the Overview of event dates via Event wizard and Event date wizard. There has been created automatically one course activation per one event date and these course activations are only visible and editable for the authors with access to the whole author backend. An invitation e-mail will be sent to the added participants.

You can filter in the overview of Activated event dates for the following criteria: Title, Include subcategories, Event date group status (Being planned, Initiated, Active, Carried out, Closed and/or Canceled), Start date, End date, Starting date (location), End date (location), All event dates, My event dates, Owner (User name, Last name, First name, E-mail).

You can use the mass processing functions Copy and Delete for the created activated event dates.

Notes

– Users can create own event dates under My content at the Learning place. These event dates you can see in the overview Activated event dates, if you set the filter option All event dates. You can edit these event dates. Note that, if you want to delete an activated event date, that all participants are deregistered and the course activation has to be archived and that nor course or event should be in use.
– If you edit an activated event date, the event date status of future event dates is set to Active.
– If you have created a new activated event date, the activated automatic mailing will be adopted from the attendance list and nearly all fields for new event dates are adopted from the event date of the template event. Exceptions are Participant requests, IDD hours, Materials, Hotel bookings and fields, which the author can set via the wizard Activated Event dates.
– The API for Activated event dates with the functions Create, Read, Edit, Delete and Request provider is available. Further information you find in the API doc.

Participant registration or Self-registration to the event

  1. You select in the Overview of the course activations the course activation of the activated event date and select Participant management. Prequisite: You have the access rights Show, create and edit course activations and Manage course participants.
  2. On the tab Users you configure the self-registration possibilities or do the registration.
  3. Close the Participant mangement of the course activation.
    The participants registered by you, receive a registration confirmation.
  4. If you have configured the self-registration possibilities, the added participants can register by themselves.

Record attendance

  1. In the Overview of the activated event dates you click on the link Record attendance of the appropriate released event date.
    The Event manager with the tabs Event date group and the single event dates or only with the event date tab if only one event date is created, opens.
  2. You can record the attendance like you want (Event date group or single tabs).
    Therefore set for each participant the check mark Present and select the Status, Comments and the Payment method.
    You see the registered participants +1.
  3. Click on the button Save attendance list. Further the buttons Attendance checklist (pdf), Attendance checklist (xlsx), Attendance checklist (Extended) (xlsx), Save attendance list and close the event date and Close are available.
    You get feedback, if there were already recording of single participant attendances on event dates for this event date group. Furthermore you can reset already recorded attendances.

Results and following activities

You can switch back into the user area by clicking on Switch user.