Members-Systems Help

Help Topic: Managing Events

Most organisations hold events. The Events section of Members-Systems is used to record details of the members who attended a particular event and also which events a member attended. It also allows users to communicate with members who are attending a future or past event or to see what the interest in an event is.

Events can be created from the Manage Events screen (Events|Manage Events screen) by pressing the Add New Event button. Each event must have a name, and may also have an event type if your organisation's administrator has specified one. Events must have a start date and an end date, and, if the 'Use Times' checkbox is set, a start time and end time. End dates may be the same as Start dates, allowing single day events.

Events can also be associated with a group, and are known as Group Events - you will need to specify an event participant status for those members who are automatically added (see Event Participant Status and Roles for more details). Group Events can be very useful but the concept can be complicated - see Group Events for more details.

From the Manage Events page, you can also edit and delete events. You can also perform actions on the event via the Actions dropdown, such as send email to active or all participants in the event, maintain attributes (see Event Attributes) or scheduled messages (see Scheduled messages for an event) for the event, or make copies of the event.

Event Participants - which of your members is in the event

From the managing events page, you can see which of your members is taking part in which events. By clicking on the event title, you can see all participants (both active and inactive) in the event. Click on the appropriate number of participants to see either the active or the inactive participants only in the event. See Members taking part in an event - Event Participants to see details of the Event Participants screen and what actions you can take from there. It also gives information about how to set a member as a participant in an event.

Copying events and recurring events

Many events happen at regular intervals, with similar details to previous events. While we do not currently support recurring events, we allow you to make copies of your events either for one time only or with a regularly occurring pattern.

To copy an event, select the 'Make Copies' option from the Actions dropdown and press Perform Action. The resulting page allows you to specify what parts of the event you wish to copy - which may be the participants and/or the attributes (see Event Attributes) and scheduled messages (see Scheduled messages for an event) for the event. You will need to give a status to those participants who are copied (see Event Participant Status and Roles).

You can then specify either that you are making a single copy of the event, on a particular date, or a series of events at the interval that you specify. Press 'Make Copies' to copy the information that you have requested.

Note that once you have copied the event, each event created is treated as an independent event with no link to any other event.