Avendoo® online documentation

Create event date

also valid for “Edit event date”

To create a new event date via the Event date wizard, click on this icon. The dialog window Event date wizard opens for defining details of the event date.

Note: If you change the event date time, this can influence the starting and/or end date of the appropriate run.

Create and edit event date

To create an event date via the Event date wizard, do the following steps:

  1. Choose Learning content -> Events and click on the event. The Event wizard opens.
  2. Choose the tab Dates.
  3. Click on the button Create event date. The Event date wizard opens.
  4. Enter the data and click on the button Apply and close.
  5. Click on the button Save in the Event wizard.

To edit an event date via the Event date wizard, do the following steps:

  1. Choose Learning content -> Events and click on the event. The Event wizard opens.
  2. Choose the tab Dates.
  3. Set the check box at the event and click on the button Edit. The Event date wizard opens.
  4. Do the appropriate changes and click on the button Apply and close.
  5. Click on the button Save in the Event wizard.

Mass processing of event date groups

To edit event date groups via the mass processing function, set the check box before the appropriate event date groups and click on the button Edit.  The dialog window Event date for editing the event date groups opens. Now you can change the event date groups regarding the following criteria by removing the check box “No change” and doing the appropriate changes:

  • Event date and time (starting date and end date, starts at, ends at and registration deadline)
  • Language
  • Event location (face-to-face session, virtual classroom)
  • Status (change status manually to “Initiated” or “Active”)
  • Participants & allocations (minimum, maximum and waiting list)
  • Description
  • External reference and reference type
  • Coordinator/speaker
  • Mail attachment
  • Document list
  • Price
  • Confirmation of registration cc
  • Send attendance list

If you can’t change, you will get it displayed, for example: language at follow-up event dates.

Avendoo® API

Experienced authors with appropriate HTML/CSS and JavaScript skills can use the  Avendoo® API (application programming interface) for the content of the event date table. So they can transfer certain parameters to an autonomous created design.

Master data

Event date and time zone
Select the appropriate event date. Besides the event date you find the time zone of the main location. If there is no main location, there will be the time zone of the server displayed. Further information for configuring the time zone you find here.
Enter the starting time and end time. Via click on the clock you can change the duration. It is possible, that you enter an event date, which ends on the following day, for example: Starting time 10/12 at 10 p.m. and end time 10/13 at 3 a.m.

Note: If the appropriate resources are already planned for this time period in a further event at least, Avendoo®  shows you the event date conflict after saving.

Coordinator
Click the button Add coordinator, set the check box at the appropriate coordinator and then click Select. The green circle symbolizes that the coordinator is active. If you click on the green circle the circle gets gray and the appropriate coordinator is for the appropriate event date deactivated and on the next turn removed. You can remove the coordinator for all event dates at once by clicking X.

Speakers
Click the button Add speaker, set the check box at the appropriate speaker and then click Select. The green circle symbolizes that it is the main speaker. If you click the green circle gets gray and the main speaker turns to co-speaker, if the time is defined. You can remove the speaker for all event dates at once by clicking X. Additionally you can remove the starting and end time and the duration.

Locations
Add venue/room
Click the button Add venue/room, select the radio button of the appropriate venue or room and then click Select and in the next dialog window click the button Select room. If you select this function the time will be preallocated with the event time.
The green circle symbolizes that it is the main location. If you click on the green circle the circle turns gray and the main location will be secondary location if the time is defined. You can remove the room for all event dates at once by clicking X. Additionally you can remove the starting and end time and the duration.

Add virtual room
Click the button Add virtual room. If you work with the format iLinc, select the option iLinc. If you work with the format Cisco Webex, select the option Cisco Webex. If you work with the format Vitero, select the option Vitero.

More information about connecting a virtual classroom you find here.

Add manual room
To create rooms manually, click the button Add manual room. Avendoo® shows the table entry Manually created room. To enter the room in the field, click on Add. There are three fields available, in which you can enter room designation, room number and floor.
If you add a manual room, Avendoo® defines it as main location.

Add hotel

Authors can add hotels to event dates only in the “Black Edition”.

If you have selected the location type Hotel for the created hotel in the Venue assistant, you can add this, too. In contrary to the location you enable the participants of an event date to book the appropriate hotel. Authors see the details of the hotel in the Event date wizard and participants in the catalogue only, if you have set the status to Active under Parameters in the Event date wizard.

Click the button Add hotel, select the radio button of the appropriate hotel and click on the button Select. The green circle symbolizes that it is the main lodging. If you add further hotels the circle is gray. If you click on the circle you can change the status.

Further you can define, if the arrival is the previous day and you enter, how many booking days they are.
If the automatic hotel booking is active (in the Administration area under Properties), Avendoo® books after successful registration the chosen arrival and departure days (field Preselected).

Also you can define the capacity of the appropriate hotel via arrow buttons, this means you define the number of places at the main event date. Without limit (no value) is default.

If you move or change event dates, Avendoo® adjust automatically the data regarding the event dates, but not regarding the hotel bookings. You have to check existing hotel bookings manually.

If there are bookings on a hotel, you can’t remove the assignment of the hotel to the event date anymore.

You can book automatically the main hotel at registrations to event dates in Avendoo® and you can remove also automatically the booking at deregistrations, if you have configured the system propertie “seminar.event.automate.hotel.book” in the standard in an appropriate way.

Block view

Click first on the button Add a hotel and select an appropriate hotel. To enable bookings for the participants for each block in different hotels, click on the button Block view.

Enter a block
Click for marking first on the header of the event date. Then you can click on the button Enter a block.

Add resource with its capacity

If you want to add resources with its capacity, click on this button. Only these rooms are listed, on which you have entered an appropriate number under Contingent on the tab Parameters in the Room assistant.

When you have added the resource with its capacity, you see in the table, which places are still available and you can edit the capacity and the time.

Parameters

Registration and deregistration deadline
Select the registration deadline and the deregistration deadline of the event date.

Send date for invitation e-mail

If you enter here the appropriate date for sending custom invitation, the option Invitation e-mail sent automatically at the start of an event date or sent on the event date have to be configured similar on the tab Configuration in the Event wizard. Further information you find here.

End date for filling an event date automatically from the waiting list

If you enter this end date, it has higher priority than the date from fill from the waiting list in the Event wizard.

Description
You can enter detailed information of the event date in the description.

Information for the speaker

This information receives the speaker via Dynamic attendance list (e-mail pdf), suitable for the day. This information should be used for catering and other purpose. You can enter it per day of the event.

Status
Choose the status “Being Planned”, if you can’t do some bookings, this means the event date isn’t available for the registration process. This event date is not visible in the user and team leader frontend in every case.
Choose the status “Active”, if users should register as of now to this event date. This event date is for all users, which are added to the event, visible.
Choose the status “Initiated”, if the event shouldn’t be available for the users for self-registration. Later you can change all event dates from status “Initiated” to “Active”. An event date with the status “Initiated” is only visible after registration of the participant in the user and team leader frontend.
Avendoo® sets the status “Carried out”, when the event date is completed.

Reason for cancelation
Choose the reason for cancelation. Additionally you can add additional information regarding the processor of the reason for cancelation via clicking on +information and via choosing the user name or/and date/time.

External reference and reference type

External references are used for organizing and for linking to other systems. This you can use for manual assignments and on using interfaces, for example: REST API. You can search for external reference in the advanced filter function.
The external reference represents a reference value like ID, serial number or name. The external reference type describes which reference it is and how to understand the reference value. This is very important, if there are different sources or types of references, which use the same reference values.

Examples:
Reference type SAP customer number with the external reference 100234
Reference type SAP user ID with the external reference 000004

CC registration confirmations of participants to
Set a check box before Superior, Coordinator, Owner and/or Training coach, if to these a registration confirmation should be sent as copy. You select further recipients by clicking the button Select and selecting via radio button the appropriate recipient and finally confirming this via the button Select. Via a click on the button Remove you can remove the appropriate recipient.

CC invitations of the participants to

Set a check box before Superior, Coordinator, Owner and/or Training coach, if to these an invitation should be sent as copy. You can only select this function, if the invitation isn’t sent as meeting request, this means the Ical file isn’t  in the invitation mail.

Further information about the parameters you find under System settings.

Sending date for the attendance list

If you want to define the date of the registration deadline from the event date as sending date for the attendance list, select necessarily At the end of registration.
If you select 0 days prior to event date start April 27, 2018, Avendoo® sends the attendance list, once the number of days is reached (defined in the Event wizard on the tab Communication). Avendoo® don’t use in this case the date of registration deadline of the appropriate event date.
You can select an individually defined sending date in the field Alternative sending date.
Avendoo® sends in both cases the attendance list to all speakers.

If you want to deactivate the automatic sending of the attendance list, select “No automatic sending”.

Recipient of the attendance list
Set the check box at the option Coordinator, if you want to define that Avendoo® sends the attendance list as additional information to the coordinator.
Set the check box at the option Main speaker (or Event co-speaker), if you want to define that Avendoo® sends the attendance list as additional information to the main speaker (or event co-speaker).
To add further recipients of the attendance list as information, click the button Add recipient.

Event date inquiries for event speakers

To send event date inquiries for event speakers, set the check box Activate on the appropriate event date.

If you have set the check box Send date inquiriy on the sub tab Registration and invitation e-mails of the tab Communication in the appropriate event, this is the default for all new created event dates and event date templates. That has no influence on already created event dates. You define the recipients of the date inquiries in the Event wizard on the sub tab Registration and invitation e-mails of the tab Communication.

Reminder

You can activate the reminder on event and event date level.  The reminder is for participants, who haven’t done the pre-tasks for the event date. Pre-tasks are previous objects on the learning path, for example: hurdles and check points. The mail template reminder will be used.

Activate the sending of a reminder by setting the check box and define how many days before starting date of event this reminder of the appropriate event date should be sent.

Materials
Click the button Add material, select the appropriate material by setting a check box and finally click the button Select. The green circle symbolizes that the material is active. If you click on the green circle the circle turns gray and the appropriate material is for the appropriate event date deactivated and will be on the next turn removed. You can remove the material for all event dates immediately, if you click the X.

Add resources from event date templates

Click the button Add resources from event date templates and choose Coordinator, Speaker, Location/room, Hotel, Material or Capacity resource. Select from a sorted list the appropriate resource by setting a check box and click on the button Select.

Status of the event date inquiries
If you move with the mouse over the status display of the event date inquiry (gray, black, red or yellow box) in the column Event speaker, the description is shown.
To activate the event date inquiries, you have set the check boxes for event date inquiries for the event speaker or/and the event co-speaker on the sub tab Registration and invitation e-mails of the tab Communication of the Event wizard.
The e-mails will be sent only if the status has changed from Being Planned to Initiated or higher.

Add follow-up date
An event date can include several follow-up dates. A follow-up date is always assigned to a main event date.

To add a follow-up date to your event, click on the button Add follow-up date. A second table entry with the follow-up date, which you can individually adjust, appears.

Add pre-event task
A pre-event task is necessary, if several speakers (authors and user-team leader and author-team leader) are participating on an event date. You and the speakers receive then an invitation e-mail for the pre-event task, if Activate event date invitations to speakers is activated on the tab Communication in the Event wizard.
To add your event a pre-event task, click on the button Add pre-event task. A further table entry with the pre-event task, which you can individually adjust, appears.
If you add a pre-event task for an event date group, there is no mandatory data (speaker, location) necessary.

Add post-event task
A post-event task is optionally necessary, if several speakers (authors and user-team leader and author-team leader) are participating on an event date. You and the speakers receive then an invitation e-mail for the post-event task, if Activate event date invitations to speakers is activated on the tab Communication in the Event wizard.
To add your event a post-event task, click on the button Add post-event task. A further table entry with the post-event task, which you can individually adjust, appears.
If you add a post-event task for an event date group, there is no mandatory data (speaker, location) necessary.

Parameters

Language for a given event date
What language will be used to conduct the event on this date?

Price
Enter the value and choose the currency. Possible currencies are loaded from the data base.

E-mail regarding event date groups
Specify whether just one e-mail for the event date group is to be sent to the participants or multiple e-mails for each individual event date in the group.
If you haven’t set this check box, Avendoo® sends an e-mail for each individual event date of the event date group. In both cases the following e-mails are considered: confirmation of registrations, invitations, deregistrations, confirmation of registration and deregistration on waiting list, confirmation of registration CC and thank-you e-mails.

Substitute participant registration

Enter the date, at which the substitute participants can be registered up to.

Quotas

Select one of the following options:

Event date type
Choose for a better differentiation one of the following event date types:

  • Standard (default)
  • Seminar
  • Training
  • Test
  • Informative meeting
  • Lecture
  • Instruction
  • Education
  • Definition 1
  • Definition 2

Tagging

Select a tag (attribute with additional information) for the event date. You define the tags in the system settings (“seminar.event.tags”).

Initiator

Select the initiator of the event. You can delete the selection of the initiator if applicable. Later you can filter for “I am the initiator of the event” in the event management.

Food requests

To stipulate whether food requests should be able to be recorded for each participant and event date group, set the check box Activate food requests.

E-mail attachment

Date
Select an event for which you want to configure the e-mail attachment. So you can configure for an event date with follow-up dates for example per event date or day also the e-mail attachments.

E-mail attachment
Select the media to be sent as an attachment. Via the button Add an e-mail attachment you define for each medium when it will be sent. Finally you define by setting a check box, with which e-mail type the attachment will be sent, for example with the invitation.

Documents

Date
Select an event for which you want to configure documents.

Document list
Via the button Add document you define the medium, which should be displayed as document for the event date.
Further you can define, if the event date is specific (this means the document ist only used for this event date) and if a community-message (notification) should be sent to all relevant users with normal or high priority. This message is sent when the document is visible. If you select the priority “High”, the unread community messages are sent to the relevant person.

Also you can set a checkmark before “Important”, if you want that the document can be opened, even there is no access to the course.

Furthermore you can define the document as speaker-specific, this means the document is shown at the description page on the event date to the appropriate speaker, on which he/she is also speaker or co-speaker. Prerequisite is that the author has added documents on the tab Description via the button in the editor in the appropriate event.

To look after as author, if documents are uploaded for a certain event date, choose in the Event overview in the column Event dates the context menue Information and then Used media on the tab General.

Additionally you can define the display area. Under Visible from and Visible til you can select the following options: No restriction, Event date start or Days after event date start. Via the button Add document you can add further entries for Visible from and Visible til.
You can remove the assignment of the medium via the button Remove.

Example:

You want to add a photo to an event. You want that on copying the event date the photo isn’t transferred. It should be configured that the unread community messages are sent to the relevant person. Also it should be configured that the photo can be shown, even there is no access to the course. The photo should be visible for all and from January 1st til December 2019.

Therefore do the following steps:

  1. Select the appropriate event date.
  2. Click on the button “Add document” and select the appropriate photo.
  3. To transfer the photo on copying an event date, there shouldn’t be set the check mark at “Event specific”.
  4. To send the generated community message and to send the unread community message, set the check mark “Send” and select the priority “High”.
  5. To open the photo, even there is no access to the course, set the check mark “Important”.
  6. To show the photo for all users, there shouldn’t be selected an event speaker under “Speaker specific”.
  7. To configure the display period, enter “1/1/2019” under “Visible from” and “12/31/2019” under “Visible til”.
Tasks

Date

Select an event date, for which you would like to configure task templates.

Direct task templates
To add a task template, click on the button Add a task template, select the appropriate task template and click on 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.

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.

You can define, who receives the task (owner of the event date, owner of the event or selecting an author) and the due date of the task in hours and days before or after the event date starts or before or after registration or deregistration deadline. You can delete the task if applicable.

Direct task templates on the event date
On this sub tab you have an overview of your task assignments so far regarding the appropriate event date.

Overview of all assigned task templates
On this sub tab you get an overview of your task assignments regarding relationship, title of the task template, who the task receives and the due date of the task.