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Like petitions, events have a selection of tools available to org admins. Admin tools are available in a few separate locations. The majority of tools are available by clicking the Admin button on the event page. However, event moderation is only available from the event's main RSVP page.
Like petitions, events' moderation statuses determine their visibility. When events are created, admins will be asked to moderate them. To see events in need of moderation go to the admin homepage > Events > Moderation. Clicking the name of the event will bring you to the event's RSVP page, and from there, admins can set a moderation status.
There are four possible moderation statuses for events:
- Unreviewed: These are newly created events that have not yet been looked at by admins. These events are visible to anyone with a link to the event.
- Inappropriate: These events are not visible to anyone but the host and admins. When choosing inappropriate, the admin will be asked for a reason why the event is inappropriate. That reason will be included in an email informing the host that their event was marked as inappropriate.
- Approved: These events are visible to anyone with a link to the event. However, events with Approved status will not be shown on group pages/calendar hub pages / in petition post-signing daisy chains.
When you've chosen the appropriate status, click the Save & Next Event button to save the event's moderation status and go to the next event in need of moderation.
Event Admin Page
To access the event's admin page, go to the event's RSVP page and click Admin. From this admin page, you can see information about the event's host, attendees information, settings, etc.
On the first tab, the Details tab, you'll see the host information. To change the event's host to another user, click the Switch User button. The new host must already have an account on the platform. If you don't want to replace the event's host, but want to invite additional users to be hosts, click the Manage Additional Co-hosts link. This will bring you to the event's manage page where you'll be able to invite additional co-hosts.
The attendees graph shows the number of RSVPs and when they were submitted.
Next is the Tech Bits section. Click Expand to view information about when this event was created, updated, moderated etc. If the event is included in a partnership, the partnership will be included in this Information section. To remove an event from a partnership, click the Remove button. The event will still exist, but it will not be associated with the partnership.
In the Social Sharing section, you can Disable or re-Enable Sharing for the event.
The last section on this page allows you to Hide or Delete the event. Clicking to Hide an event will make it invisible to site visitors (except org admins and the event hosts). Attendees will not be notified that the event has been hidden. When you want the event to be visible again, click the Unhide button. You can also Delete an event. This will delete the event itself and will also delete all attendee information. Deleting an event is final and it CANNOT be undone. You can also click to Hide an event.
The Settings tab allows admins to override the automatic emails, update the attendee form, toggle the discussion forum, and override the post-RSVP daisy chains.
Adding custom fields
Admins can include custom fields on the event RSVP form. This allows organizations to collect additional information which may only be useful for specific events. For example, if the event includes a meal, you may wish to collect information about dietary restrictions from guests.
Information about adding custom fields is available here: https://controlshiftlabs.zendesk.com/hc/en-us/articles/360000559475.
Overriding default emails
There are three default emails that may be automatically sent to event attendees. While the text of these emails can be set at the global level, admins can also override this text at the individual event level. The available options are:
- Override thank attendee email content: This email is sent when a user RSVPs Yes to an event.†
- Override approaching event for attendees email content: This email is sent to attendees 24 hours before the event.†
- Override waitlisted attendee upgraded to attending email content: This email is sent when a user who has been waitlisted is promoted to attendee status (either because the attendee limit is raised or because previously Yes-attendees change their RSVP to No).†
Click the corresponding checkbox, and then enter your new text. After clicking to save, we'll use the new template when that email is sent.
† Please note: these messages should be written in HTML. If they are not written in HTML, the text will not be formatted. For the variables that are normally included in the various emails, please see the matching email template in CMS > Content > Events.
When deciding which emails to send to attendees (or hosts), we first check the individual event to see if the messages have been overridden there. If the event is included in a calendar, we then check the calendar's settings to see if overrides are included there. If overrides are not present in either location, we'll use the default text included in CMS > Content > Events.
Overriding the post-RSVP actions
Also in the Settings tab, admins can override the default post-RSVP daisy chains. To change what happens when someone RSVPs, click the Expand button and then check the Override default post-action settings box. You can also set a Different post-action experience for new members.
In the Discussion Forum section admins can choose to turn the discussion on or off. The default behavior for the forum (whether it's enabled or disabled by default) is part of the organization's settings (admin homepage > Settings > Options > Events). However, this default setting can be overridden at the event level from this section.
The final tab, the Attendees tab, includes information about an event's attendees.
In addition to the list of attendees that's displayed on this page, clicking the Export Attendees button will generate a CSV of event attendees. The statistics information will include information about the sources associated with event attendees.
If you need to update an attendees status, find their record in the list and then click the Update button in the Update Status column.
Event sources and petition sources follow the same formula, and source codes added to a calendar page's URL will persist through to the event page. To add a source code to an event or calendar page, append
?source=foo to the URL. (Where foo is the source that you want to track.) For example, https://demo.controlshiftlabs.com/calendars/national-day-of-action-against-fracking?source=foo. When a user goes to the sourced URL and chooses an event within the calendar, the event URL will also have a source code (e.g. https://demo.controlshiftlabs.com/events/frack-is-whack-1?source=foo). Any RSVPs made on that URL will be tagged with the source code. RSVPs with source codes will be aggregated into the Statistics section and the CSV export will include a source column.