There are three ways to create a new Event (see here). This guide shows you how to complete the wizard you are taken to from any of the three 'New Event' starting points.
Step 1 - Event Description
Complete the Description page as appropriate, making sure that you include the Event Name and Code.
The rest of the boxes aren't mandatory, however, they can be helpful for providing detailed information and joining instructions about the Event.
The Meeting Link box can be used to add a link to an event being hosted on an online platform such as Webex, Zoom or Bluejeans.
As you will adding the Event's location address in Step 2, the Location Notes box should only be be used for additional information, such as car parking or accessibility, rather than the address for the Event.
Click the Next button at the bottom of the page when you have completed the boxes you would like to use.
Step 2 - Time and Location
The steps in this guide show you how to create an Event with a known date and time. However, it is also possible to set up an Event with an unknown date and time, for example, to gauge interest before booking a venue or external trainers. Please refer to the create an Event with an unknown date and time guide if you would like to do this.
Click on the Start Date field. A calendar will appear that will allow you to select the start date for the Event.
Alternatively, you can also click in to the date field and type it in.
Use the dropdown list next to the date to select the start time. The time can be set in one minute intervals.
Repeat with the above steps for the end date and time.
The Attendee Registration From field is the date and time that you would like attendees to arrive for the Event. For example, if the Event starts at 10:00, you could set the registration time to 9:30 so that attendees have the opportunity to get a refreshment before the start or to network.
You can select the date and time manually as you did for the start and end date.
Alternatively, you can tick the Same as event start time box to make the Registration From time the same as the Event start time.
Once you have set the start and end times, the Recommended CPD hours will be calculated automatically.
Although the Recommended CPD Hours will be calculated automatically, it is possible to overwrite this if necessary. For example, the LMS will calculate a 09:00-17:00 day as 8 hours, however, taking into account lunch and refreshment breaks, the number of CPD hours might only be 6.5. Another example, if your Event runs over multiple days the LMS will assume that each day starts and finishes at the same time and will calculate the CPD as each day being equal. If you need to adjust the number, simply highlight it and overtype it.
There are additional options within the CPD section to assign a CPD value, Activity type and Category if you wish.
You will now need to set the Event's location and you can take advantage of previously added locations to save time and ensure consistency.
To do this, start typing part of the address into the Search Locations field.
Select the correct address from the list and it will auto-populate the address fields.
If your location does not already exist in the database, ignore the Search Locations field and complete the address fields by typing the address in manually.
Please note that once an address has been entered manually, it will be stored in the database. It is therefore important to ensure that the correct address is entered to avoid incorrect duplicates being stored, which cannot be deleted afterwards.
Click on Next at the bottom of the page when you have completed the sections.
Step 3 - Registration Details
This step allows you to set up some of the key parameters for the Event.
The below table explains each section of this step:
| Registration ends on | Set the date you want to allow people to be able to register until. For example, if you need to confirm numbers with an external trainer 2 weeks prior to the Event, you can set the date accordingly. It will not be possible for users to be registered after this date unless by an Administrator. |
| Cancellation ends on | Set the last date an attendee can cancel from the Event. |
| Requires approval |
By default, this box won't be ticked however if a User must seek approval from their Line Manager before their place is confirmed, tick this box. When enabled, if a User tries to register onto an Event, the Line Manager will be sent an approval request by the LMS which they can Accept or Decline. |
| Enable registration | By default, this box will be ticked and means that Users can be registered on to the Event either by self-registering (see publishing an event for further information) or on their behalf by a Line Manager or Administrator. If you remove the tick from this box, no one will be able to register on to the Event (even via an Administrator). |
| Self Cancellation Enabled | This box will be ticked by default and allows the User to cancel from the Event, if required. If you remove the tick from the box, the User's Line Manager or an Administrator will need to cancel their registration. |
| Maximum Attendees |
By default, this will be set to zero, which means that an unlimited number of Users can register onto the Event. If there are limited spaces, you can add the number of spaces available. If a User tries to register once the limit has been reached, they will be unable to do so (unless you have set a waiting list - see below). Note: Administrators are able to bypass the Maximum Attendees limit when registering users to an event that has reached capacity. |
| Minimum Attendees | By default, this will be set to zero, which means that the Event can run no matter how many Users are registered. If the Event can only run with a minimum number of Users, for cost reasons for example, you can add the minimum number to the box. This will not trigger an automatic response in the LMS but is purely for information to the Administrator or Event organiser. |
| Maximum in waiting list |
By default, this is set to zero, which means that there is no waiting list for the Event. If you would like a waiting list, enter the maximum number of Users for the waiting list into the box. When using a waiting list, if Users try to register onto an Event that is full, they will be placed onto the waiting list. If a registered User subsequently cancels from the Event, the first User in the waiting list will be moved onto the Event. Note: Administrators are able to bypass the Maximum Attendees limit when registering users to an event that has reached capacity. |
Click on Next at the bottom of the page when you have set the parameters you want.
Step 4 - Confirmation
The final step allows you to review all of the information you have entered.
If you want to make any changes, you can click on the Previous button to return to any of the steps and amend the details.
If all of the details are correct, click on Finish to complete the Event wizard.
Your Event will now be added to your Event Calendar and Event List views within the Events homepage. However, it will not be available for Users to view and self-register until you publish it (see publish an Event in a Catalogue for further information).