Using the Events Module

Transcription

1 Using the Events Module

2 Contents 2 Contents Using Events... 3 Creating Events... 3 Inviting People... 4 Event Visibility and Attendance...6 Viewing Events in a Place... 6 Displaying Events in a Place... 8 Using a Tile on an Activity Page... 8 Using a Widget on an Overview Page...8 icalendar Integration... 9

3 Using Events 3 Using Events Events allow you to schedule, discover, and RSVP to events from your Jive community. Like other content types, they're searchable, taggable, and visible in streams. Creating Events An event is a great way to invite people to community activities, and to track RSVPs or just use events privately to manage your own schedule. Events can be created in spaces, groups, projects, or your own personal container, like other content types. You can even feature guest for events and specify the event language and time zone. Events created in places will show up under the Events tab for that place until its end date. Tip: If you have an ongoing event, you can always copy the last one by going to Actions > Create a Copy and giving it a new title. To create an event: 1. Click and select Event or, if you are in Events browse, click. 2. Add a banner image for your event, if you want one. You can have a little fun with this by adding a picture that tells a story of the last event, or captures the spirit of the event. Banner images are centered by default. You can change the position by selecting a different option under Background Position. 3. Give your event a title. It helps to add a descriptive title, so when people see the event in a stream, they know right away whether it matters to them. 4. Specify the date and time of the event, which is required. You can also choose the time zone that the event takes place in. The default time zone is your time zone. Note: When you change the time zone for the event, everyone, including you, will see the event time in their own time zone. 5. Specify the event's location. Click Add an address if you want to provide exact location information, and if you want to specify the event language. 6. Optionally, add a description to provide more information about the event. The description will show up below the title. You can also click Attach to upload an attachment that guests can download. 7. Select an Event Type. In the events list and in calendars, events are color-coded based on event type. 8. Click Add Contact Info to add info like , phone number and website for the event.

4 Using Events 4 9. Select the Event Visibility & Attendance Policy. It could be open to the entire community, or only open to those who are invited. 10.In Set Attendee Limit, you can specify how many people can attend your event, which is helpful when you only have a certain amount of seats or space. Once that many Yes RSVPs have been received, the event will display a message saying the event is at capacity, and no one else will be able to respond. 11.Specify a guest to feature. Maybe there's a special guest like your CEO, or maybe they're a noncommunity member who is coming to talk to the group. You can specify them here. Don't forget to add their twitter or other social ID, so guests can find them. 12.Select where you want to publish this event. You can publish to a Jive place if you want to only expose it to those following that place, or publish it to the entire community for everyone to see. When it's hidden, only you can see it. When you publish an event in a place, it's displayed on the calendar for that place, which is in the Events tab. Place permissions affect who will be be able to view your event. 13.Add tags so the event will show up in searches and more people will find. 14.If you want other community members to edit the event, select Add authors, select Specific People, and enter those community members or select them from. 15.Click Create event. Select Create another to be taken to another Create Event page if you are on a roll and adding several events at once. Don't forget to invite some people, especially if you created a closed or private event. Inviting People You can invite other community members to your event to encourage more people to attend and to track RSVPs. Attention: You can invite people only if you created the event, if you have rights in the Jive place where the event was created, or if the event creator added you as an author. To invite other people to an event: 1. Open the event from an Inbox event notification, from an , from the stream, or from a place calendar.

5 Using Events 5 Restriction: If you can't view an event, you don't have rights to it and, therefore, can't invite other people to it. 2. Click Invite people. 3. Enter the names of the community members you want to invite, or select them from If you want, you can also change the Message that will accompany the invitation.. 4. Click Submit. The community members you chose will be invited through an Inbox event notification and will be able to RSVP. You can view RSVP responses, and the avatars of your connections who were invited, by toggling between Going, Not Going, Maybe and Not Responded in the published event. You can also export attendees and attendee information by going to the published event and selecting Actions > Export attendees. Select the attendee information you want to export, or click Select none, and click Export attendees. The information you selected will be saved to your computer as a.csv file.

6 Using Events 6 Note: You can share an event with community members in a message by clicking in the published event. This does not invite them, only notifies them of the event. Place permissions apply. Event Visibility and Attendance Who can see your event and who is invited depends first on place permissions and then on event access type. Place permissions apply to events, so where you create your event determines who sees it. All place members can see events that are created there, and events show up in activity streams. To further manage access to your event, choose an event access type (Open, Closed, or Private) when creating your event, if they are enabled in your community. Event access types provide another layer of permissions over the place permissions. Event access type Visibility Attendance Policy Open events Closed events Private events Open events can be seen by anyone with access to the place where they're posted and anyone following the place in a stream. Closed events can be seen by anyone with access to the place where they're posted and anyone following the place in a stream. Private events can only be seen by people who have been invited. Everyone is invited, and an RSVP link is visible to everyone until the event is at capacity. Only the people you invite will see an RSVP link. Only the people you invite will see an RSVP link. Tip: If you create an open event in a private or secret group, everyone in the group will be invited but only the group members will see the event. Viewing Events in a Place You can view a place's events by selecting the Events tab in the place menu. You can also filter events by tag, category, type, and date to view related events together.

7 Using Events 7 Events Browse When you select the Events tab, you can browse through all of the place's events, beginning with the next upcoming event. You can also filter events in the following ways: Enter a keyword in Select an option from the drop-down to view a specific set of events. Select a day in the mini-calendar to view that day's events. Select Filter by Category or Tag and enter categories and tags to view events with those attributes. Select an Event Type to view only events of that type.

8 Using Events 8 Calendar When you select the Events tab and then View full calendar, you can view the place's events in the place calendar. Events in the calendar are color-coded based on event type. Note: Event type is specified when events are created. Displaying Events in a Place If you are an administrator or the owner of a place in your community, you can display upcoming events in a widget or tile. If your place is using a Place Template, you can add an Upcoming Event tile to your Activity page. If your place is using an Overview page, you can add an Event Calendar and an Event View widget. Using a Tile on an Activity Page You can include the Upcoming Events tile on your place Activity page to notify place visitors of events. If your place is using a Place Template, add an Upcoming Event tile from your Activity page: 1. Add a tile. 2. From Collaboration, select Upcoming Events. 3. Click Save to save your Activity page. The tile will automatically be populated with events scheduled in your place. Using a Widget on an Overview Page You can include event widgets in your place Overview page to notify place visitors of events. To add an event widget from the Overview page:

9 Using Events 9 1. Select Manage > Overview Page. 2. In the Widgets section, select Content. a) Select Event Calendar, Event View, Tagged Event Widget, or Upcoming Events. b) Drag to Add your selection into your page layout. Option If you choose the Event Calendar widget If you choose the Event View widget Description Any events created in the place are automatically pulled into it. Click the drop-down arrow in the widget, select Edit this widget, enter the Event ID, and click Save Properties. To find an event's ID, look at its URL. If you choose Tagged Event Widget If you choose Upcoming Events Click the drop-down arrow in the widget, select Edit this widget, enter a tag associated with the event you want to display, and click Save Properties. Any upcoming events created in the place are automatically pulled into it. 3. Click Publish Layout. icalendar Integration If you use an icalendar-compatible program like ical or Outlook, you can add Jive events to your calendar. Add Jive events to your calendar by clicking Add to calendar in the Actions menu of a published event or in an notification. Note: The formatting of the description information in your event may be different than the formatting of the same information once it is added to your calendar. Restriction: If you don't see an Add to calendar link, your administrator may not have enabled this in your community.