Event wizard you create new Events, define event dates for the event and invite the designated participants. In this case multiple authors can edit different event dates without overwriting the event dates. This means author A can change the communication settings of the event as author B edits the description text.Avendoo® supports the coordination and management of training sessions in your company. Via the
Furthermore you can use a template via the context menue of the button New event. Furhter information about the templates you find under Events -> Parameters.
Further information of managing participant lists, managing the communication with the participants and recording the attendance list you find in the chapter “Event manager“.
Define title, teaser, main language and external reference and reference type for the event.
- Information event
- Training or education
Convert event to a template
Example for the event date list: The event dates of an event are shown in the description for the user. The display of the event date list can also be inhibited, for example if the users can’t register themselves and shouldn’t see the other possible event dates.
Automatic recording of attendance lists
If you want that the attendance of the participants should be automatically recorded on coming up to the end of an event date, set the check box Use automatic recording. If you have an event with event dates in the past and in the future you can set this function later for being relevant for event dates in future. The attendance is set after the end of each single event date of an event date group.
Enter a date, from which the event should be valid. You can delete the date if applicable.
Enter a date, until which the event should be valid. You can delete the date if applicable.
Enter which version the event should have.
Enter notes for the event.
If this option is activated, the option Activate food requests will be activated in the Event date wizard on creating further event dates. Otherwise you have to set this option (if applicable) manually on creating event dates.
Select Empty page for creating an own design or select Design template. If you don’t select a description, the event title will be shown.
To add a document view to the event description, click on this icon in the editor. You can define the height and width of the view. Later on user can display this document view in the preview of the event date regarding date, starting date and starting time.
Enter an alternative text for the announcement e-mail for advertising purposefully single event dates.
You can select an Empty page for free design or a Design template.
- $CourseTitle$ = Title of the course
- $ObjectCertification$=Link to the certificate, if the course is passed
- $ObjectTeaser$=Teaser of the event
- $ObjectTitle$=Title of the event
- $UserCountry$ = Country of the registered user
- $UserDivision$ = Division of the registered user
- $UserFirstname$ = First name of the registered user
- $UserGroup$ = Group of the registered user
- $UserLastname$ = Last name of the registered user
- $UserOe$ = Organizational unit (OU) of the registered user
- $UserRegion$ = Region of the registered user
- $UserSex$ = Gender of the registered user
Sending of invitation e-mail
Stipulate the time at which the invitation e-mail is to be sent:
- Not sent automatically
- Invitation e-mail sent immediately upon registration
- Invitation e-mail sent immediately on registration deadline
- Invitation e-mail sent automatically at the start of an event date or sent on the event date
Therefore enter days prior to the start of an event date.
If you want that the invitation e-mail is not sent if the minimum number of participants is not reached, set the appropriate check box.
Fill from the waiting list
Via setting a check box you can define an automatic advance of participants on the waiting list. Enter if applicable the days prior to the start of an event date.
Substitute participant registration
Stipulate how a substitute participant can be registered:
- No substitute participant
- Substitute participants can be entered till the close of registration
- Substitute participants can be registered up to the start of the event date or up to:
Therefore enter days prior to the start of an event date.
To add a new message, click on the button Add message. If applicable you can change the message under Title via the button Change. In the column Recipient the recipient is strictly defined (hotels or locations). Furthermore you can assign a report or change via the button Change (only for selected overnight stays per hotel). In the column Send you can define, if the message should be sent manually by setting a check box or if there should be automatic messages (check box isn’t set).
If you have decided for automatic messages, you can define how many hours and/or days before or after start of the event date, registration deadline or deregistration deadline it should be.
If applicable, you can delete the message via the button Delete.
Here you can select the needed materials for an event, for example: books, scripts, exam papers or writing utensils.
Therefore click on the button Add. A new dialog window opens, on which you select available materials or create new materials. To increase or decrease the number of a material, select the appropriate material and define the number via and on the right side.
You create new materials under Resources → Materials .
On the tab Communication you define all settings of the communication between Avendoo® and your participants.
In the table below you see the whole proceeding of the event. Define for single phases, how the communication with the participants should be or which information should be sent to which persons.
The promotion phase starts with the announcement. You send in this phase promotion e-mails. Recipients can be all course participants, who still haven’t registered to the event. Then you can enter in the column Accompanying persons how many accompanying persons are allowed and if they are allowed. This is a manually and not a system-related mailing.
Decide, when and how Avendoo® communicates in the registration phase with the participants.
You can activate the reminder on event or event date level.
The reminder informs the participant in configurable time (days) before the event that he/she has to fulfill pre-tasks for participating the event. Pre-tasks are previous objects on the learning path, for example: hurdles, check points. The mail template reminder is used.
Therefore set a check box in the column Active. Afterwards you enter in the status column how many days before the starting date of event the participants should be reminded.
- If the reminder is activated, the sending is at 8:30 p.m. on the day, on which the reminder date is achieved. If the date is after 8 or 8:30 p.m. the appropriate e-mails are sent on the next day.
If the participant hasn’t fulfiled his/her appropriate pre-tasks to a certain deadline, he/she can be deregistered from the event. The pre-tasks are all mandatory content, which are before a hurdle on a learning path.
This deadline can be activated by setting a check box in the column Active and is defined by a selectable number of days, which are before the event.
- If the deadline is activated, the sending and deregistration is at 8 p.m. on the day, on which the deadline is. If the date is after 8 or 8:30 p.m. the appropriate e-mails are sent on the next day.
- End of registration
The end of registration can be set on the starting date of the event or on any number of days before the starting date of the event. After the end of registration participants can only be registered and deregistered by authors. All participants on waiting list and the event coordinator receive an information on the end of registration. Optional the waiting list can also be emptied on the end of registration for allowing no participants on waiting list, even if a person is registered by an author.
- End of registration
- Deregistration deadline
After a deregistration deadline only authors can deregister the participants. Note that you can define the deregistration deadline separately on each event date.
You can define, if the deregistration deadline is on the end of registration (default), if the deregistration deadline is on the start of the event date or if it is a defined time before the start of the event date (in days). You can empty optional the waiting list on the deregistration deadline for allowing no participants on waiting list.
Sending the attendance list
Enter a number of days for the sending of the attendance list in relationship to the start of the event date. Then the attendance list will be sent independent of the end of registration or of the deregistration deadline.
Note: You have to select the appropriate option for sending the event date list on the event date, also select the recipient of the attendance list on the event date.
Otherwise you can select an appropriate report template. Default is the report template Attendance checklist. If applicable you can remove the selected report template.
Hotel booking list
Select one of the suggested report templates. If applicable you can remove the report template.
By activating the e-mail for the post-processing the event can be closed. This e-mail will be sent on any number of days after the event. All as present marked event participants are in this case recipients. For this e-mail the template of the thank-you e-mail is used.
Define if it is allowed for the participants that they
- register to several dates by setting the check box Allow registration for several dates
- register on alternative date if they have missed a date by setting the check box Participants are allowed to register on an alternative date if they missed a date
A date is missed by the participant if the participant isn’t recorded as present on recording the attendance list and the event date is closed. In this case the participant can register to an alternative date.
- register for a waiting list, although there is already a registration for another event date by setting the check box Additional registration for waiting list. If there will be a free place on the participants list of the event date with registration for waiting list, the participant succeeds automatically on the free place and will be deregistered from the other event date.
Furthermore you can define if
- the participant is removed from the waiting list, as the end of registration on the non-desired event date is by setting the check box Remove participants from the additional waiting list if the deregistration deadline is reached for the event date with registration
- participants succeed automatically from the waiting list as a place on participants list is available by setting the check box Automatic advance of participants on the waiting list.
If this option isn’t activated, the participants succeed only by manual registration from the waiting to the participants list.
- there is a query regarding the reason for cancelling the registration (user area) by setting the check box Query regarding the reason for cancelling the registration (user area)
- the “Query regarding the reason for cancelling the registration (user area) is activated.
Avendoo® sends neither invitation e-mails nor confirmations of registration. You can trigger invitation e-mails manually in the event management. Date and time in the invitation e-mail represents the time zone of the main location. You find further information about configuring the time zone here.
First define the sending behavior of the confirmation of registration.
Not sent automatically
- No confirmation of registration
- Invitation e-mails must be manually triggered
Automatic confirmation of registration
- Confirmation of registration sent automatically upon registration
- Invitation e-mails must be manually triggered
Afterward you can select below the table which persons should be informed, if a participant rejects an invitation or a confirmation of registration and who should be informed, if someone replies to an event e-mail.
If you select Let me know if a user rejects the date inquiry in an invitation or confirmation of registration, you define that the coordinator of the event date, the event speaker and/or the event co-speaker should be informed when an user has rejected the date inquiry of an invitation or the date inquiry of a confirmation of registration.
If you select Inform when a user responds to an event e-mail, you define if the coordinator of the event date, the event speaker, the event co-spekaer and/or any free address should be informed when an user responds to an event e-mail. If this function is activated, the subject line of the event e-mail contains a code at the beginning to allocate the reply to the participant and the event date.
If you activate the option Default for event date inquiries to speakers (“Send date inquiry”), then the option Event date inquiry to speakers will be activated on creating event dates. Otherwise you have to set this check box manually when creating event dates.
Further you can define Recipients of event date inquiries. Select whether Speaker and co-speaker, Event speaker or Event co-speaker should receive the event date inquiries. Event date inquiries are sent to the selected speakers if the option Event date inquiries to speakers is activated in the Event date wizard. If important changes are subsequently made to the event date (e.g. adjustments to the time it starts/ends or selection of a different location), updates are sent to the selected speakers.
If you select Event date registration and deregistration updates, you define if a community message should be generated for the registration and deregistration of a participant for an event date. This message can be generated for participants and CC recipients such as superiors, coordinators and owners of the event.
If you select Community update about response from speakers, you define who is to be informed about a speaker’s response to an event date invitation: owner of the event and/or coordinator of the event date.
If you select Information on “Unauthorized deregistration from event date”, you define who is to be informed in a community update that a participant rejected the e-mail invitation: coordinator of the event date, superior of the participant in the event date and/or any user. Unauthorized means that an information community message is sent to the selected recipient, if the participants who deregisters, is registered via a run or when the approval procedure for deregistrations is activated.
Here you see a list of all event e-mail templates. Either you use the standard (e-mail) templates or you write an own e-mail template. If you want to write an own e-mail template, click on the button New and the editor for the e-mail template opens.
Event date invitation (speaker)
Event date inquiry accepted (event speaker)
If an event speaker has responded a date inquiry, select the template, from which the community messages should be created. Further settings regarding the date inquiries to event speakers you find under Events → Communication → Registration and invitation e-mails.
New request for approval of deregistration from event date
If a deregistration from an event date have to be approved, select the template, form which the community messages should be created. You can activate the function Approval request of deregistration from event date in the course activation, in the rules on participants and in the participant management by setting the check box Activate approval procedure.
Deregistration from event date was rejected
If an approval request of a participant of an event date was rejected for a deregistration from an event date, select the template, from which the community messages should be created to a participant of an event date. You can activate the function Approval request of deregistration from event date in the course activation, in the rules on participants and in the participant management by setting the check box Activate approval procedure.
Deregistration from the event by e-mail
Registration for event date
Registration for event date CC
Deregistration from event date
Deregistration from event date CC
Announcement of run
There have to be configured an interface for communication with or via an external system. This means the communcation is not via the Avendoo® mail server. In dependency of the external system, the effects of the configuration have other effects. If you have questions , just ask our Avendoo® support team.
The tab Dates is subdivided into two areas. In the upper area you can select diverse functions for an event. In the lower area you see the sub tabs Event date groups, Dates, Lists of prospectives and Event date templates with the appropriate tables.
Via the entry fields you can search in the single table lines for event details or you can sort the view via the buttons. You see follow-up events via the icon. If there is a date conflict you see also the event date participations.
Via click on the icon in the first column of the table you can configure the columns of the table, for example you can show (add) the maximum number of participants. Also you can hide (delete) columns.
You get single event dates displayed regarding starting and end time, location, city, language and coordinator.
You get the single lists of prospectives displayed regarding location, city, language and coordinator.
Hide list of interested parties
If appplicable you can hide the list of interested parties to get a better overview. Therefore click on this button.
On the tab Poll you see a list of all polls, which are created for this event.
- Feedback form
Select the feedback, which you have created before and now want to use for the poll.
Here you can describe the poll for writing motivations or having a good differentiation between different polls.
Define time period
- Start after event date
This value is the time period, after which the poll should start. The time period starts at the starting date of the event.
- Duration of the poll
Here you define the time frame for the poll.
If you activate the reminder, you can enter after how many days after the start of the poll the learner should be reminded of the participation of the poll per e-mail.
Recipients of the poll
Select the participants of the poll.
Select the media, which should be displayed for the event date. You can use this document listbeforethe event date for making preparing materials available for example. You can also add a document to the document list after an event date for making edite documents available.
On the tab Documents you see the documents, which belong to an event. To add a document or a file to an event, you have to upload it before in the media center and then you have to add the favored document on the tab Dates (→ Create new event date → Document list). Only then the appropriate data is shown on this tab.
Opens the central media center for editing or replacing the medium.
Document view (Table)
You see all documents in the table, which are in the event included.
Click on the title of the medium for displaying the file or for downloading it. If applicable you can search for certain media via the entry field.
Shows the date, on which the medium was created.
How to add a document list to an event (Quick instruction)
To add a document list to an event, do the following steps:
- Choose Learning content → Events → Create new event. The Event wizard opens.
- Click on the button Create event date on the tab Dates. The Event date wizard opens.
- Scroll to the document list and click on the button Add document. The Media center opens.
- You can select an already uploaded file or you can upload a new file via the button New media.
- After clicking Save you can do the settings for the document. See for more information.
- Then click on the button Apply & Save. You see now the uploaded file on the tab Documents in the Event wizard.
- Select the file and click on the button Show event dates for displaying to which event date the document belongs.
- Switch to the tab Description and select Empty page or a favored design template.
- event documents should be displayed (width, height and scroll bars). Important: If you don’t add this area for the documents there will be displayed no documents, even if there are. Click on the button Add document in the editor. Define, how the
- Click on the button Save and close the Event wizard.
Direct task templates
You can select the trigger (Event date activation, Changed food requests, Changed overnight stay bookings, Substitute participants, Registrations, Registration cancellations, Advance on the waiting list, Too few participants or Too many participants). You define by setting the check box, if the trigger is immediately active or how many hours and days before or after Start of the event date, Registration deadline or Deregistration deadline.
- Coordinator of the event date
- Owner of the event (event creator)
- Selecting an author
Click therefore on the button Select, select the appropriate author from the list and confirm with the button Select.
Define the due date of the task in the following format:
- Addtionally you select, if the due date of the task should be
Via the button Delete you can delete the task assignment.