Avendoo® online documentation

Events

Avendoo®  supports the coordination and management of training sessions in your company. Via the 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.

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“.

In the overview (Learning content → Event) you see all existing events. If you click on the title, you get to the appropriate Event wizard. Via the national flag you get to the preview of the user. Furthermore you here, where the event is used for and you can via click on the icon switch to the event management or the list of interested parties.

There are the mass processing functions Copy, MoveDeleteChange owner, and Export for events. More information about these functions you find under Events: Mass processing functions.

To create a new event, click on Learning content → Event → New event. The Event wizard opens.

Master data

Define title, teaser, main language and external reference and reference type for the event.

Parameters

Event type
Select the desired event type. Thus your participants know what event type it is. This setting has no further effect.

  • Seminar
  • Test
  • Information event
  • Training
  • Lecture
  • Instructions
  • Training or education

Convert event to a template

Convert this event to a temaplate by setting the check box Event is a template. This template appears then in the context menue of the button New event.


Options for event date list
If the event date list shouldn’t be displayed for the user, remove the check mark List of event dates.

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.

Note: The automatic recording of attendance lists effects that event dates are set  to “Closed” after Performing and all participants of the event are marked as “Present” and “Completed successfully”.


Valid from

Enter a date, from which the event should be valid. You can delete the date if applicable.


Valid until

Enter a date, until which the event should be valid. You can delete the date if applicable.


Version

Enter which version the event should have.


Note

Enter notes for the event.


Food requests

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.

You can do further options for events. Therefore go to Courses → Course contents (Learning path) → Settings per learning object.

Description

Available variables

Variable hinzufügenThere are different variables for the description of an event in the editor available. By variables selected content is automatically inserted:

  • $CourseTitle$ = 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

Configuration

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

Determine whether an event date can be filled from the waiting list and if so, specify how many days prior to the start of an event date this can occur.

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.

Further information about the selection of the substitute participant you find under Team leader cockpit → My cockpit → Employee.

Messages

Determine additional messages for the event, e.g. selected overnight stays per hotel, catering details for event venues.

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.

Materials

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 Veranstaltungs-Assistent Materialien Anzahl erhöhen and Veranstaltungs-Assistent Materialien Anzahl verringern on the right side.

You create new materials under Resources → Materials .

Communication

On the tab Communication you define all settings of the communication between Avendoo® and your participants.

How the event will proceed

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.

Promotion phase

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.


Registration phase

Decide, when and how Avendoo® communicates in the registration phase with the participants.

    • Reminder
      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.
    • Deadline
      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.

Deregistration phase

  • 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.

The end of registration can be set individually for each event date – this setting in the event date overwrites the general done settings.


Sending the attendance list

  • Time
    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.


Follow-up phase

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.


Options

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.
Registration confirmation

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.

E-mail templates

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.

Community templates

On the sub tab Community templates you define if and which community messages Avendoo® uses for creating community messages to a certain time or because of different trigger.

There is a selectable standard template configured for the content client of the event. Further you can create an individual community template under CommunityMessage templates.

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 EventsCommunicationRegistration and invitation e-mails.

Event date inquiry rejected (event speaker)

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

Event feedback

Follow-up (community)

External communication

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.

Dates

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.

Event date groups

You get the event date groups displayed with starting and end time and location, city, language and coordinator.

Further information about mass processing of event date groups you find under Create event date.

Dates

You get single event dates displayed regarding starting and end time, location, city, language and coordinator.

Lists of prospectives

You get the single lists of prospectives displayed regarding location, city, language and coordinator.

Event date templates

You get the single event date templates listed regarding title, location, city, language and coordinator. Then you can create an event date out of the template.

Furthermore you can activate Configure column view by setting a check mark.

Create event date

Click on this icon for creating a new event date via the Event date wizard. The dialog window Event date wizard opens for defining details of the event date.

Create an event date template

Click on this icon for creating a new event date template via the Assistant for event date templates. The dialog window Assistant for event date templates opens for defining details for the event date template.

Create an event date out of a template

Click on this icon for creating one or more new event dates out of a template.

Create list of interested parties (formerly: Preliminary event date)

Click on this icon if you want to create a list of interested parties. This function is for planning already events without defining the final date.

Edit

If you select one or more event dates in the table, you can edit this/them by clicking the button Edit. The Event date wizard opens.

If you want to edit multiple event dates simultanously, set the check boxes before the favored event dates and then click on the button Edit. The dialog window Event date opens.

Copy

Select an event date in the table and then click on the button Copy. The Event date wizard opens.

If you want to have alternative event dates of an event, you can simply copy the appropriate event date via this icon. Afterward you adjust date, time, event speaker, room etc. directly in the copy of the event date and save the new event date. This is in contrary to the follow-up date independent of other event dates.

Note that you can change the status of the appropriate event date after copying into “Being Planned”. Further information about changing the status you find under Master data in the Event date wizard.

Delete

If want to delete an event date, select the appropriate event date in the table and then click on the button Delete. To confirm finally the deleting of this event date, click on the button Delete in the dialog window Delete.

Add follow-up date

Follow-up dates are parts of events series. You can offer event dates with nearly same content as events series. Therefore create a first event date and add for example three further event dates as follow-up dates. The participants, who are registered to main event date (first event date), are automatically participants of the follow-up dates. Thus follow-up dates can only be added to an already created event date. In the overview on the tab Dates are the main event dates bold marked, follow-up dates are not bold.

Select the favored event date in the table and then click on this icon. The Event date wizard opens.

Duplicate

The function Duplicate is only available if you have selected an event date. Via click on this icon the Date duplication wizard opens for creating an event date with regular pattern out of the selected event date.

Convert

The function Convert is only available if you have selected a list of interested parties. You can convert it via click on this icon to a real event date inclusive date.

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.

Options

Under Options you can define the information, which should be displayed for the learner at his/her learning place:

  • Show the event speakers
  • Show the event price
  • Show the list of participants and the free slots for all event dates
  • Show the list of participants only for participants and the free slots for all event dates
  • Do not show the list of participants but do show the free slots for all event dates
  • Show neither the list of participants nor the free slots for all event dates

Poll

On the tab Poll you see a list of all polls, which are created for this event.

Polls are created via embedding of feedback forms. Thus you have before you generate a poll to create a feedback form. Therefore choose Learning content → Feedback forms.

Feedback form

  • Feedback form
    Select the feedback, which you have created before and now want to use for the poll.
  • Description
    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.
  • Reminder
    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.

  • All event participants
  • All superiors of the event participants
  • All training coaches of the event participants
  • Coordinator
  • Event speaker
  • Event co-speaker

Documents

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.

The difference to the Shared files is that these files are available for a whole course. If a course contains multiple events, so the new document list makes the single documents available per event.

Edit

Opens the central media center for editing or replacing the medium.

Delete

Deletes the selected medium from the document view.

Show event dates

Select a document by setting a check box in the appropriate line. If you click on the button Show event dates, the Event wizard switches to the tab Dates.

Document view (Table)

You see all documents in the table, which are in the event included.

Title
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.


Creation date
Shows the date, on which the medium was created.


Use in event dates
Represents the number of event dates, in which the document is used.

How to add a document list to an event (Quick instruction)

To add a document list to an event, do the following steps:

  1. Choose Learning content → Events Create new event. The Event wizard opens.
  2. Click on the button Create event date on the tab Dates. The Event date wizard opens.
  3. Scroll to the document list and click on the button Add document. The Media center opens.
  4. You can select an already uploaded file or you can upload a new file via the button New media.
  5. After clicking Save you can do the settings for the document. See for more information.
  6. Then click on the button Apply & Save. You see now the uploaded file on the tab Documents in the Event wizard.
  7. Select the file and click on the button Show event dates for displaying to which event date the document belongs.
  8. Switch to the tab Description and select Empty page or a favored design template.
  9. Click on the button Add document in the editor. Define, how the 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.
  10. Click on the button Save and close the Event wizard.

Tasks

To assign a task, click on the button Add a task template, select then the appropriate task template from the list and confirm with the button Select.

To create a new task template, click first on the button Add a task template and then on the button New task template.

Direct task templates

Task template
Select a task template and configure the person responsible for it and the due date for the task. You can change the selected task template via the button Change.


Trigger
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.


Who is given the task (task owner)?
Define the responsible person for the task by selecting the appropriate radio button: 

  • 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.

Due date
Define the due date of the task in the following format:

  • Hours
  • Days
  • Addtionally you select, if the due date of the task should be
    • before start of the event date, registration deadline or deregistration deadline or
    • after start of the event date, registration deadline or deregistration deadline.

Via the button Delete you can delete the task assignment.

Further functions