Avendoo® online documentation

Create event date template

You can create one or more event date templates for an event. You can add preferred event speakers, locations and rooms and materials to the template in the Assistant for event date templates. Further you add follow-up dates in the template for event date groups lasting several days and you can add a pre-task and/or post-task. Also you can add resources (coordinator, speaker, location/room, hotel, material) afterwards from event date templates. If you select resources, the data of the event date template is transferred to the event date. Here the entered time, independent of the time zone is the same and the property “main event speaker/coordinator etc.” will be ignored.

Via event date template you can do examplary resource assignments and options for event dates without creating a real event date. Out of the template you can create then real event dates.

Event date templates haven’t to contain in contrary to real event dates a coordinator, an event-speaker or a location.

To create a new event date template, choose Learning content → Events Event date templates Create event date template. The Assistant for event date templates opens.

Master data

Event date and time zone

There is no date configured for the event date template.

There is a time zone displayed for the event date template. If there is a main location, the time zone of the main location is displayed. If there is no main location, you see the time zone of the server.

Further information for configuring the time zone you find here.

Coordinator

Click on the button Add coordinator, set the check box at the appropriate coordinator and click the button Select.

The green circle symbolizes that the coordinator is active. If you click on the green circle the circle turns to gray and the appropriate coordinator is deactivated for the appropriate event date template and will be removed on the next editing phase. You can remove the coordinator for all event date templates immediately by clicking the X.

Event speakers

Click on the button Add event speaker, set the check box at the appropriate event speaker and click the button Select.

The green circle symbolizes that it is the main event speaker. If you click on the green circle the circle turns to gray and the appropriate event speaker will be the event co-speaker if the time is defined. You can remove the event speaker for all event date templates immediately by clicking the X. Additionally you can remove the starting and end date and the duration.

Locations

Add room

Click on the button Add room, select the radio button of the appropriate room and click on the button Select and in the next dialog window Select room.

The green circle symbolizes that it is the main location. If you click on the green circle it turns to gray and the main location will be the secondary location if the time is defined. You can remove the room for all event date templates immediately by clicking the X. Additionally you can remove the starting and end date and the duration.

Add virtual room

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

Add manual room

To record rooms manually, click on the button Add manual room. Avendoo® displays the table entry Manually recorded rooms. You can enter the event venue, room and details on the event location. If you add a manual room, Avendoo® defines this as main location.

Add a hotel

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

Click on the button Add a hotel, select the radio button of the appropriate hotel and click on the button Select. The green circle symbolizes that it is main hotel. If you have added further hotels the circle is gray. If you click on the circle you can change the status. Further you can define, if the arrival date is 1 day beforehand for example and you can enter when the departure date is, how many days are selected in advanced and the capacity.

Add material

To add material for the appropriate event date template, click on the button Add material. In the opening dialog window select the appropriate material or create a new material via the button New material. Finally you click on the button Select.

Add resources

To add resources for the appropriate event date template, click on the button Add resources from event date templates. In the opening dialog window select the appropriate resource (coordinator, speaker, location/room, hotel, material). Also you can search for resources and event date templates.

When you have confirmed your selection, the resources are added with the time from the event date template. If the event date group has more follow-up event dates than the event date template, the resource is only added to the days, which the event date template has.

Parameters

Description

You can enter detailed information about the future event date.

Information for the speaker

Enter an information for the event speaker.

Status

Choose the status Being Planned, Initiated or Active. This status will be applied to the future event date.

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

Send registration confirmation CC to

Set a check box at Superior, Coordinator and Owner, if these person should receive a registration confirmation as copy. You can select further recipients by clicking the button Select, selecting the appropriate recipient and finally clicking the button Select. Via click on the button Remove you can remove the appropriate recipient.

Sending date for the attendance list

If you want to define the date of registration end from the event date template as sending date for the attendance list, select At the end of registration.

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, if you want to define that Avendoo® sends the attendance list as additional information to the main event speaker.

To add further recipients which need the attendance list as information, click on the button Add recipient.

Event date inquiries for event speakers

Here you can activate the event date inquiries for event speakers by setting the check box Activate.

Reminder

Here you can define and activate a reminder e-mail.

Materials

Click on the button Add materials, select the appropriate material by setting a check box and click the button Select. The green circle symbolizes that the material is active. If you click on the circle the circle turns to gray and the appropriate material is for the appropriate event date template deactivated and will be removed in the next editing phase. You can remove the materials for all event date templates immediately by clicking the X.

Add follow-up date

To add a follow-up date to your event date template, click on the button Add follow-up date.

Add pre-task

A pre-task is necessary, if multiple event speakers (authors and user-team leader and author-team leader) join a future event date. This persons get then, if activated on the tab Communication in the Event wizard under Activate date inquiries on speakers, an invitation e-mail for the event date of the pre-task.

To add a pre-task to your event date template, click on the button Add pre-task.

Add post-task

A post-task is necessary, if multiple event speakers (authors and user-team leader and author-team leader) join a future event date. This persons get then, if activated on the tab Communication in the Event wizard under Activate date inquiries on speakers, an invitation e-mail for the event date of the post-task.

To add a post-task to your event date template, click on the button Add post-task.

Parameters

Title of the template

Enter a title for the event date template. This is a mandatory field.

Language for a given event date

What language will be used to conduct the event on this date?

Price

Enter a value and choose the currency.

If applicable, select the option Adjust the price change for all event date participants. Caution: If you manually adjust the price for the participant, it will not be adjusted with this function.

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.

Participants & Quotas

Set a minimum and a maximum number of participants.
Schedule the number of participants by region, division, group or organizational unit (OU). Therefore select the appropriate participant group, enter the name and the number of particpants of the particpant group. Finally click on the button Add and Save.

To create automatic allotments (automaticaly generated allotments; represent a limitation and no reservation; they provide for only registering participants as allowed, who are part of this allotment), do the following steps:

  1. To deactivate the automatic allotments, choose “Deactivated” (set default) if applicable in the drop down menu.
  2. To activate the automatic allotments for a region, an organizational unit, group or division, choose the appropriate entry in the drop down menu and enter the appropriate number of slots for the automatic allotment.
    The appropriate automatic allotment will be generated on registering of the user and it will be displayed. Note that the user can’t always register, but the author can always register the users. In the last case no automatic allotment is generated.

You can combine the waiting list with the contingents and automatic allotments. The waiting list will be filled if the registration is impossible and participants succeed, if contingents or places get released.

Example: An event date has got 6 places. The automatic allotment AA1 for the organizational unit OU1 is activated with 2 places, also AA2 for OU2 and AK3 for OU3. All automatic allotments are taken, this means 6 participants are registered. Now a participant of OU4 registers by himself and because the places are all taken, AA4 will be generated and the appropriate participant is set on the waiting list. If a participant now deregisters, the participant of the waiting list succeeds (AA4 for OU4 is 2).

If the maximum number of particpants is achieved, the coordinator receives automatically an e-mail.
You can activate a waiting list for an event date. Therefore enter the maximum number of persons for the waiting list in the appropriate field.

Event date type

Choose the type of the event date:

  • Standard
  • Seminar
  • Training
  • Examination
  • Information event
  • Lecture
  • Instruction
  • Initial training
  • Definition 1
  • Definition 2

Tagging

Choose a tag for the event date.

Description

Stipulate the description of the event date group.

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

Choose an event date for which you want to configure the e-mail attachment.


E-mail attachment

Select the media to be sent as an attachment. Indicate for each medium when it is supposed to be sent. By setting the appropriate check box you define, with which e-mail type the attachment should be sent: Confirmation of registration, E-mail invitation, Thank you e-mail and/or Follow-up.

Documents

Date

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


Document list

Via the button Add document you define the media that are to be displayed as documents for the future event date.

Further you can define if the event date is specific to event date and if a notification should be sent with which priority.

Also you can select a specific event speaker and can define the display area. Under Visible from and Visible to you can choose the following options: No restrictions, Start of event, Days prior start of event and Days after start of event.

You can delete the assignment of the media via the button Delete.

Tasks

Task assignment
To add a task template, click on the button Add a task template, select the appropriate task template and click on the button Select.

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.


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


Overview task assignments
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.