Full Administration Guide

EventU Administrator Guide

Welcome to EventU EventU is an organizational scheduling application developed for the unique scheduling needs of churches and schools. The full EventU manual covers all of the sections and options in the admin section. ServiceU Client Services [email protected] 901.869.5001

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Full Administration Guide Table of Contents Basic Info ........................................................................................................................ 4 Organization Info ....................................................................................... 5 Departments ............................................................................................. 6 Categories................................................................................................. 8 Bulk Update Departments/Categories ............................................................ 9 Login Security.......................................................................................... 10 Turn System Features on/off ...................................................................... 11 View/Pay ServiceU Invoices ....................................................................... 12

Users............................................................................................................................... 14 System Users .......................................................................................... 15

Calendar Setup ........................................................................................................... 17 Event Workflow ........................................................................................ 18 Calendar Coordinators ............................................................................... 20 Calendar Editors....................................................................................... 21 Saved Addresses ...................................................................................... 22 HTML Backup Settings ............................................................................... 23 Outlook Import File................................................................................... 23 Event Change Policies ............................................................................... 24

Newsletters .................................................................................................................. 31 Main Newsletter Options ............................................................................ 32 Message Coordinators ............................................................................... 33 Message Users ......................................................................................... 33 Email Format ........................................................................................... 34 Upload Un-subscribers .............................................................................. 37

Public Events ............................................................................................................... 38 Setting Up Your Web site ........................................................................... 39 Look and Feel .......................................................................................... 41 Social Networking Settings......................................................................... 43 Web Coordinators ..................................................................................... 44

Resources ..................................................................................................................... 45 Resource groups, Resources and Coordinators .............................................. 46 Resource Setup Forms .............................................................................. 50 Resource Combinations ............................................................................. 54 Conflict Report ......................................................................................... 57 Day Blocker ............................................................................................. 57

Settings and Tools ..................................................................................................... 58 Organization Announcements ..................................................................... 59 Setup Diagnostic ...................................................................................... 60 Large Form Editor..................................................................................... 61 Organization Activities (Logging Info) .......................................................... 62 Quick Event Entry (15 at a time)................................................................. 63 Quick Event Entry (Upload from Excel) ........................................................ 63

Support Services ........................................................................................................ 64

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Full Administration Guide Navigation in EventU is accomplished using the links located at the top of the screen. The link labeled “Admin” is where the organization setup is completed. The overview option will show the entire admin section, or you can select the links in the drop down and go each section.

Note: Only administrators can see the admin link.

Select the Overview button in the drop down list to see the page below. Overview

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Full Administration Guide Basic Info Overview

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Organization Info – Organization contact information for ServiceU. Please keep this up to date. Departments and Categories - A search feature that helps to break up the calendar into smaller sections for major organization groups such as ministries. Bulk Update Departments/Categories – You can edit the department or category assignment for multiple events in a single step. Privacy Policy - Where you enter your organizations website privacy policy which will be displayed on the public calendar. Login Security - Limits the location a user can log into the system with IP addresses. Please consult ServiceU before using this setting. Turn Features of System On/Off - Turn on or off major features available to you and your users in the EventU system. View/Pay ServiceU Invoices - Contains all of the ServiceU invoices sent to your organization and you can pay your bill here with a credit card or electronic check.

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Full Administration Guide Organization Info Org Info

This page contains important information about your organization. It is important that ServiceU has your correct contact information. Additionally the Time Zone field will ensure your organization is on the correct time in the ServiceU database. Please keep this page up to date.

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Full Administration Guide Departments Department List

A Department is a search feature that enables event searching and sorting on the internal calendar and the public calendar. Each event that is scheduled must be assigned to at least one department or ministry. Churches will normally use the department section for ministry searches. Keep in mind that a large numbers of departments will make this feature difficult to use. Add departments by selecting the Add Department button Delete or edit departments by selecting Edit or Delete.

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Full Administration Guide Note: Department or ministry calendars can be created in the Search section. A department list will be available on your public website calendar to allow people to search your calendar of events by department. Add Department

Show Department on Public Searches – If you select Yes, departments will show on the public calendar for searching. Note: This does not mean that if you answer No, an event will not show on the calendar. The public event controls are available when you create an event. This Department should be used for scheduling and searching events – If you select Yes, departments can be selected for an event. Select No if the department is to be used for the e-mail newsletter and not for calendar events. This Department should be used for subscriptions and e-mail newsletters – If you select Yes, departments can be selected for subscription emails. Select No if the department is to be used for event scheduling only. Select the Save button after you enter the department name and settings.

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Full Administration Guide Categories Categories

A Category is a search feature that enables event searching and sorting on the internal calendar only. Categories are not available for searching or sorting on the public calendar. Categories are not required for EventU to function correctly. Many ServiceU organizations do not have a need for categories. Searching and Sorting with categories is only available in the Events/Calendar feature found under the “Search” link. Add Categories

Enter the category name and select the Save button.

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Full Administration Guide Bulk Update Departments/Categories Bulk Event Editor

Bulk event editing allows you to change the department and/or category assignment for multiple events in a single step. You can search for a specific event by name or date, or search for all events assigned to a specific department or category. Select the events you wish to edit by checking the checkbox to the left of each event, or select the “ALL” option at the top. Once you have added your selections, click the Next option. You will then choose the departments and or categories you with to add the event to, or that will replace the existing event(s) information.

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Full Administration Guide Login Security Security

Login Security is a security setting that will restrict any users on the EventU system to only log in from a designated IP addresses on a network. ServiceU is very serious about security and we have taken many other precautions such as encrypting passwords. Limiting IP addresses is not considered a necessary security option. Note: Unless you are the Network Administrator for your organization or you are knowledgeable about IP addressing, you should NOT attempt to use this feature. It is possible for you to lock out all of your organizations users including your self.

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Full Administration Guide Turn System Features on/off System Features

This page will allow control over the features that users can see in the EventU system. By default EventU will show all of the available features included in the EventU package that your organization has purchased. If there are certain features that are not going to be used, you can un-select those features so they do not show for the users. Note: If there are system features that have been turned off administrators will still have access to those features in the Admin section by using the “Overview” link that shows in the Admin drop down box.

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Full Administration Guide View/Pay ServiceU Invoices Invoices

The ServiceU invoice section contains record of all of the invoices that have been emailed to your organizations billing person and an option to pay the invoice online. Pay your ServiceU bill online by selecting the gray button that says Pay Bill Now. This option will open a new window were you can pay using both credit card and electronic check. Automatic Payments can be setup using the Pay Bill Now option. Look for a check box on the billing page that says “Automatically pay my balance...” A record of all ServiceU invoices can be seen in the box showing dates and totals. A copy of the invoice sent via email can be seen by selecting the blue dates in the invoice date box.

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Full Administration Guide Pay Bill Now

Pay your bill online You can pay your ServiceU bill online with a credit card or an electronic check. Enter the amount that you would like to pay, then select the credit card or check option and enter your billing information. Automatic Monthly Payment If you would like to setup an automatic credit card or electronic check payment, select the checkbox option that says “Automatically pay my balance On the 10th of each month using the billing information above.” The automatic payment option is located at the bottom of the screen. Note: If a transaction is declined for any reason the automatic payment feature will be turned off. Future automatic transactions will not occur unless you set it back up in this section.

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Full Administration Guide Users Overview

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System Users - People that can log into the system with a password. The Users section will enable you to add new users, edit current users, delete users, and transfer the ownership of events to other users. Configure Custom Fields – Configure the fields that will be used for exporting transaction data from TransactU to other systems, including Shelby Contributions© and ACS Contributions™

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Full Administration Guide System Users A system user is anyone in your organization that needs to access the ServiceU calendar and scheduling program. “Users” can include people who need to schedule events, people who need to approve events, staff people who just need to see the calendar, or facilities people who need to see and run reports. Users

Add a User – Add new Users, Administrators, and View Only Users. Users will have access to the system immediately after they are added. Delete a User – Delete a user and transfer the user’s events to another user. Transfer ownership of events – Transfer the ownership of events so another user can edit the events. User Info Changes Report – Logs showing the creation and edits of user accounts. Edit - Edit current user settings such as: User status, Email address, and user name. **Administrators can also reset a user’s password from the Edit User page. ** Note: In the User Type column it may say “Pending User Confirmation”. Pending User Confirmation refers to a confirmation email that a user receives after they are added. Users must click a confirm link in the email.

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Full Administration Guide Add a User

The user level is the setting that determines if a user is a View only user, Normal User, or an Administrator. Administrators have access to the admin section and can edit all events on the calendar. Users can only edit the events they have created or events that have been transferred to them. View Only Users can only look at the calendar and reports. View Only Users CANNOT edit or make changes.

The department options are for the user home page. The user will see departmental events on their home page in the Upcoming Events section. When you are finished adding or editing a user, select Save and Continue. Note:

Each user must have a unique e-mail address. Do not confuse administrators with coordinators because they are different settings. Do not select all of the departments for a user that needs to see all events, such as a coordinator. The department selection does not have anything to do with user rights or coordinating. Users immediately have access to the system after they are added. Keep that in mind if you have not set up your organization or trained your users.

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Full Administration Guide Calendar Setup Overview

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Event Workflow – Controls the approval process for routing and approving event requests. Calendar Coordinators – Is the highest level of coordinating. Calendar Editors – Can edit all events on the calendar. Saved Addresses – Shows in the event wizard so they can be selected as an event location. HTML Backup Settings – Controls the monthly and optional daily calendar backup emails. Outlook Import File – A CSV file that contains calendar data for the next year. Note: There is another Outlook option in Events/Calendar located under the Search link. The Event/Calendar Outlook option is more versatile because it will let you control the date range and it has filtering options. Event Change Policies - Event Change Policies allow you to establish a time frame that controls when events can be submitted, edited, or canceled by your users.

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Full Administration Guide Event Workflow Workflow

On this page you can customize the Event Approval Workflow process that your organization will use for approving events. EventU features a multi-tiered approval process for routing and approving event requests. Select the check box for the coordinating levels that you need. Tentative Approval – Will go to a Calendar Coordinator. Calendar Coordinators will receive all event requests. Resource Approval – Will go to Resource Coordinators. Resource Coordinators only approve events with resources selected. There can be separate coordinators for each resource group.

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Full Administration Guide Support Service Approval – Will go to Support Service Coordinators. Support Service Coordinators only approve events with support services selected. There can be separate coordinators for each support service form. Final Approval – Will go to a Calendar Coordinator. Calendar Coordinators will receive all event requests. Web Approval – Will go to a Web Coordinator. Web approval is the step before a finally approved event is sent to the public calendar. Require a user to provide a reason for their changes – This requires that a user enter information about the event edit. The text will show in the event notes for coordinators to review. Require Final Approval when Editing Resources – Will go to a Calendar Coordinator. This requires that a calendar coordinator approves an event when the resources are edited. This approval is in addition to a support services coordinator. Require Final Approval when Editing Support Services – Will go to a Calendar Coordinator. This requires that a calendar coordinator approves an event when the support services are edited. Send Reminder Email to Admins about Old Pending Events – This will help Administrators ensure that events don’t stay on a coordinators homepage too long. Send Reminder Email to Coordinators about Old Pending Events and to Users about Old Rejected Events This will help Coordinators ensure that events don’t stay on their homepage too long. Note: Events cannot be edited while they are pending approval, except tentative approval. However the events can be resubmitted at any time. The tentative approval page for coordinators does show edit options. The reason events cannot be edited while pending the other levels is the event edits, as opposed to resubmitting, do not change the status of an event or resend the events back to previous approvals. This would be confusing to coordinators so the edits are not allowed. Hints: Entering a coordinator in more than one area of approval is probably NOT a good idea, depending on what you are trying to accomplish. Having a coordinator in more than one area does NOT increase the amount of data a person can see. All types of coordinators see ALL information selected in an event. Additionally a problem caused by this is a coordinator will have to approve an event more than once. If you only have one coordinator, it is helpful to make that person a tentative coordinator because of the available editing options on the approval page at that level. Make sure you have a coordinator or auto approve settings turned on for all levels of approval that are selected in the workflow area. If you do not then events will get stuck in the approval process. Auto approve settings are located is the resource and support service sections. Resource and Support Service coordinators only receive approvals when an item is selected from their specific group.

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Full Administration Guide Calendar Coordinators The EventU system has a built in workflow approval process for notifying and requesting approval for events from key people in your organization. The Calendar Coordinator is the first and/or last person in this approval process, if this is being used; event requests go first to the Calendar Coordinator for tentative approval and last for final approval. Depending on the approval process you set for your organization, the event may also go to Resource and Support Service Coordinators for their approval. Calendar Coordinators

You can determine the Calendar Coordinating level by selecting the Tentative Only, Final Only or Both buttons next to the name of the person you would like to be the Calendar Coordinator. After you select an option their name will appear in the top box labeled Calendar Coordinators. EventU will automatically route all new event requests to the Calendar Coordinator for approval if you enable Tentative Approval and/or Final Approval in the Workflow process. Remove a coordinator by selecting the Remove button. The Tentative level of approval is the first step in the work flow process. The Final level of approval is the last step in the workflow process. Resource and Support Service approval occur between Tentative and Final approval.

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Full Administration Guide Calendar Editors Calendar Editors

A Calendar Editor is a user that can edit ALL events in your organization regardless of who created the event. Select the Give Permission button to add a Calendar Editor and select the Remove button to remove a Calendar Editor. Note: There is a setting that allows users to only edit another specific user’s events and a setting that allows a user to edit only one specific event. It is not necessary to add an administrator as a calendar editor because an administrator can edit all events.

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Full Administration Guide Saved Addresses

Saved Addresses will show on the first page of the event wizard so they can be selected as an event location. This option is generally used for off site events however it doesn’t hurt to enter your organizations address. Select Add Address to add a new address. Select Edit Address to change the addresses and Delete to remove the addresses. Note: This feature is normally used for offsite events. Event Wizard

When an address is selected the public calendar will show the address as well as a map option which will show a map of the location entered.

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Full Administration Guide HTML Backup Settings Backup E-mails

HTML Backups are HTML calendar files sent via email. The files are sent once a month unless you sign up for the optional daily backup for a monthly fee. This section allows you to define an e-mail account that you would like an HTML Backup of the calendar sent to. Select Yes, enter in the e-mail address, and click Save.

Outlook Import File Outlook Import

The Outlook import file is a CSV file that can be import into an Outlook calendar folder. The instructions on this page will take you through each step of the process. Click on the link Click here to download this file to download the file to your computer. Note: This file is update on a daily basis only. There is another Outlook option in Events/Calendar located under the Search link. The Event/Calendar Outlook option is updated in real time and it will let you control the date range as well as filtering options.

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Full Administration Guide Event Change Policies Event Change Policies allow you to establish a time frame that controls when events can be submitted, edited, or canceled by your users. To set up your organization’s change policies, go to the Admin menu, Calendar Setup and select the Event Change Policies.

Event Change Polices apply to three major aspects of event scheduling: Creation of New Events Editing of Existing events Cancelling of Existing Events New Events The new events policy establishes a "deadline" for new event submission. For example, you do not want your users to submit a new event 3 days before the event is scheduled to start. You create a New Event Policy of 3 days, which prevents users from submitting a new event less than 3 days before the event’s first scheduled occurrence. The New Events section contains two identical sets of menus. This allows you to create 2 different messages that will appear at different times, depending on when the user submits his or her event. One message can be a warning, but still allow the event to be submitted, while the other message enforces the policy and prevents the event from being submitted.

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Full Administration Guide New Events Policy window

Enabled The “Enabled” checkboxes indicate which policy and/or warning message is in effect. You may choose one or both, depending on your organization’s needs.

Time Window The “Time Window” section is where you establish the time frame for the policy to be in effect. You may choose any number of: Days (includes weekends) Weekdays (does not include weekends) Hours Prior to the start date of the event.

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Full Administration Guide Display Message The “Display Message” checkbox will display your customized warning message to users when the policy has been violated. If only this option is selected, users will still be able to submit events, regardless of the policy in place.

Prevent Change The “Prevent Change” checkbox enforces the policy you created in the Time Window section, and will not allow the event to be submitted.

Message Text (HTML) The “Message Text” section contains your customized warning message that your users will see in a pop-up window if the policy is violated. You may use HTML tags to alter the appearance of the text. The “Preview…” link will show you a preview of your warning message in a pop-up window, exactly as your users would see had they violated a policy.

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Full Administration Guide Preview Window

Message Tokens When you create your custom warning message, you can include message tokens that will automatically populate your message with policy data. The two message tokens that are currently available are: [[TimeWindowSize]] [[TimeWindowType]] Simply include the message tokens where you would like the policy data to appear in your message, and the appropriate data will be populated in your message when it is viewed by the user. The advantage of message tokens is that if your policies ever change, you will not have to alter your warning message. The updated policy information will be automatically reflected in the message. [[TimeWindowSize]] This token controls the numerical data of your policy, which you can think of as the “size” of the time period (1 day, 2 days, 5 hours, etc.).

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Full Administration Guide [[TimeWindowType]] This token controls the time period of your policy, which you can think of as the “type” of time period (Days, Weekdays, and Hours).

Both tokens can be used together to greatly simplify the updating of warning messages, should your policies ever change. Editing The Editing section is identical to the New Events section in appearance and in function, except that it controls when an existing event can be edited. If you establish a 3 day editing policy, the event can not be edited less than 3 days from its first scheduled occurrence. Adding or changing resources/dates/support services/etc. is considered editing, as well as resubmitting the entire event. Cancelling The Cancelling section is identical to the New Events and Editing sections, except that it controls when an existing event can be cancelled and removed from the calendar. If you establish a 3 day cancellation policy, the event can not be cancelled within 3 days of its first scheduled occurrence.

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Full Administration Guide Policy Security The link for Policy Security settings is located in the upper right-hand corner of the Event Change Policies page:

Clicking the link will open a pop-up window containing a list of users who can be granted special permissions regarding Event Change Policies.

User drop down box The User drop down box contains the list of users for your organization. If you have a user you wish to give Policy privileges, select their name from the drop down list and click the “Include User” link. The user’s name will appear in the list directly below the drop down box.

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Full Administration Guide

Administer checkbox You can grant any user Administer rights for Event Change policies; that user does not have to be an Administrator. Administer rights allow the user to change any of the policies that are currently in place.

Override checkbox The Override checkbox allows the selected user special override privileges when creating, editing, or cancelling events. The user will be warned, but will have the option of ignoring any policies and continuing with the creation, editing, or deletion of an event.

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Full Administration Guide Newsletters Overview

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Main Newsletter Options - Contain important options for the Newsletter such as the option to turn on the public subscription option, the reply to email address and the approval setting. Message Coordinators - Approve new newsletter messages if your message approval setting is turned on. Message Users - Can create new messages. Users will not see the option to create new messages unless they are listed as a Message User. E-mail Format - Where you can create HTML templates for the newsletters. Upload Unsubscribers - Is for un-subscribing multiple subscribers at the same time by uploading a file with a list of email addresses.

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Full Administration Guide Main Newsletter Options Newsletter Options

Allow Signups – This controls if public users (viewing your public calendar) are able to subscribe to departments so they can receive a weekly e-mail of upcoming events and/or messages. Reply to E-mail – This is the email address that will show as the “From” and/or “Reply to” e-mail address in the subscription e-mail. Reply to Name – This is the name that will show as the “From” and/or “Reply to” name in the subscription e-mail. Require Approval? – This allows you to turn on or off the requirement for approval from the message coordinator when a user creates a subscription message. This is similar to event approval.

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Full Administration Guide Subscription Confirmation Text – This message will be included in the confirmation email sent to new subscribers. Confirmation emails will be sent to all new subscribers which include imported subscribers and manually entered subscribers, no exceptions. Day for Newsletter: This allows you to select what day of the week the newsletter will be sent.

Message Coordinators Message Coordinators are users that approve new messages or edited messages for a Newsletter. Select the Add button to add a Message Coordinator and select the Remove button to remove a Message Coordinator.

Message Users Message users can create newsletters.

Message Users

Select the Add button to add a Message user and select the Remove button to remove a Message user.

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Full Administration Guide Email Format Email Format

Email Format is for creating graphical templates for newsletters using HTML. From Date, To Date, and Subject - Is search criteria for finding previously created templates. When you enter your search criteria select the Search button. Add New Custom Template – Is how you create a new template. Select the View button to preview the template. Select the Edit button to change the template. Select the Delete button to delete the template.

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Full Administration Guide Newsletter Template

This page enables you to wrap graphics and links around the newsletter messages, using HTML. If you need help with this please contact ServiceU Client Services.

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Full Administration Guide Sample Newsletter

This is a sample Newsletter with the HTML Template.

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Full Administration Guide Upload Un-subscribers Upload Un-subscribers

Upload Un-subscribers is for importing a list of email addresses that need to unsubscribed. This can be helpful if you need to move a group of subscribers from one department to another or if you have a list of subscribers that are no longer with your organization. 1. Select a department from the drop down list. 2. Select the Browse button to look at the files on your computer or type the file path. 3. Select the upload file button. Be sure that your CSV file has one column labeled “Email Address” and that your email addresses are all in the same column under Email Address or it will not work. You can also click on the here link to use a pre-formatted file.

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Full Administration Guide Public Events

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Setting up your Website – Contains public links including the public calendar, department calendars, and some registration links. Look and Feel - Contain links to style sheet pages for controlling the colors and font of the public pages including the calendar and registration pages. Social Networking Settings – Enable links on your public pages for users to share your event information via social networking sites. Web Coordinators – Receive approvals for events set to show on the public calendar. Events Submission by the Public – Is a public form that enables non-users to request an event.

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Full Administration Guide Setting Up Your Web site Setting Up Your Website

Setting up your website gives you the links and event feeds you can use to link your website. There are many ways to link to your public calendar information. You can find more information by clicking on the here link next to the method you are interested in. Public Event Feeds – Create an event feed to your public events using many popular formats, including iCal, RSS, and XML. Public Department Event Feeds – Create an event feed to only public events in a specific department. Organizational Calendar Links

Event List View – Shows a list style calendar. Event Monthly Calendar View – Shows a standard block style calendar Today’s Events View – Shows a list style calendar of the current day’s events.

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Full Administration Guide Department and Category Calendar Links

List View for Departments – Shows a list view calendar of specific departments. Calendar View for Departments – Shows a standard block style calendar of specific departments. List View for Categories – Shows a list view calendar of specific category. Calendar View for Categories – Shows a standard block style calendar of specific categories. Links to Special Pages

Direct Page for Newsletter Email Subscriptions – Shows a small option where public viewers can sign up for a weekly Newsletter.

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Full Administration Guide Look and Feel

These links are for style sheet pages that allow you to control the colors and fonts of public pages. Search Header Section - Will control the top portion of the calendar which contains the date and department search. Listing Sections - Will control the list style calendar, the open registrations page, and the open payments page. Monthly Calendar Page - Will control the monthly calendar. Event Details Page - Will control the event details page. Event details can be found by selecting an event name on the public calendar pages as well as some other pages.

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Full Administration Guide Calendar Style Sheets Header Style Sheet

Monthly Calendar Style Sheet

You can use each of the individual style sheets to customize the public page of your calendar. Any changes you make can be previewed in the Preview Area box. After you make a change, click on the screen somewhere and the preview area will update. Be sure to select the Save Settings button when you are ready to save your changes. If you need help with this please contact ServiceU Client Services.

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Full Administration Guide Social Networking Settings You can enable links on your public pages to allow users to share your event information on social networking sites, such as Facebook, Twitter, and MySpace. To enable your social networking settings, go to the Admin menu, Public Events and click on Social Networking Settings.

Social Networking Settings

Enable Social Links – Turn your social networking links on or off for your public pages. Image Links – Choose the sites you wish to display an icon for on your pages. Generally, you will limit this to two or three options. Show Additional Links Popup – You can then have a link that will allow the user to choose from a list of additional sites. “Share” Text – When users share your information, you can set a default message that will appear when the event is shared.

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Full Administration Guide Example of Sharing an Event on Twitter:

Web Coordinators Web Coordinators approve events before they go to the public calendar. Select the Add button to add a Web Coordinator and select the Remove button to remove a Web Coordinator. Note: Web approval is only for approval of an event showing on the public calendar. A Final Coordinator will see the event before the web coordinator will. When an event is finally approved the event will show on the internal calendar and the resources will be reserved before web approval is required.

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Full Administration Guide Resources Organization Info

Resources are one of the most important features of Event Scheduling. Resources are any physical items that will be scheduled using the EventU reservation system. When an event is created, conflicts with resources are checked. This can save a calendar coordinator time because when an event is pending approval it will not have a conflict or the system will list detailed information about a conflict.

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Resource Groups, Resources, and Coordinators – Resources are items that are reserved such as rooms, vehicles and equipment. Resource Setup Forms – Forms attached to resources that allow users to request room setups with a resource reservation. Resource Combinations – Pre-saved selections of resources and support services for common types of events. Conflict Settings – Controls who can schedule a conflict and when a resource is marked as reserved. Conflict Report – Shows a list of all events with conflicts. Day Blocker – Reserve all resources a day at a time.

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Full Administration Guide Resource groups, Resources and Coordinators You will find this page by going to the Admin menu, Resources and clicking on Groups, Resources and Coordinators. At first you will only see Organization Level in the Resource Groups box. As you set up your Resource Groups, the list will display all of the groups that you have created and the page will look more like the picture below.

To Add a Resource Group: 1. Make sure the Radio button next to Organization Level is selected. 2. Select the Add button at the bottom of the page in order to create a new Resource Group. To Edit a Resource Group: 1. Select the radio button next to the group. 2. Select the Edit button at the bottom of the page to view that Resource Group.

Editing with Quick Links for Resource Groups Quick Links make editing much easier. The sections: resources, coordinators, attributes and documents can be accessed by using the edit buttons, but the quick links let you skip directly to the sections instead of clicking next through the extra pages.

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Full Administration Guide Group Name

Group Name - This is the name of the Resource Group. The group name will appear for users to select in the event wizard. Auto Approve - This feature will automatically approve only the Resource requests for a specific group. Auto Approve will not affect Tentative Approval, Support Service Approval, or Final Approval; it will only affect the specific Resource Request for the group. This is needed when you have resource approval turned on in the workflow settings, and the group does not have a coordinator. (Default is No) Display Publicly - When resources are selected for an event the resources will show up as the location for the event on your public calendar on your website. If you do not want to show the Resources in this group as the location for the event then mark No to this question. Rooms should be Yes because they are locations, vehicles and other pieces of equipment should be No because they are not locations. (Default is Yes) Default Form - Select the Resource Setup Form that you would like to use for all of the Resources in this group. You may individually assign Resource Setup forms to single Resources when you create each Resource. This feature saves much time since a single form can be preset as the default for all of the Resources in that group. Description - Type an optional description for the Resource Group.

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Full Administration Guide Add a resource by selecting the button Add a Resource. Edit will let you change the resource settings such as the name, group, setup form, public setting and description. Delete will delete the resource, but only if it is not being used in an event. You will have to edit events and remove the resource if you need to delete it.

After you select Add a Resource, you will see a page similar to the one pictured below.

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Full Administration Guide Resource Name Is the name or room number that will be used to identify the resource. Resource Group Lets you select different groups for adding resources. This is especially helpful when a room needs to be moved to another group when an event is already scheduled for it. It is not something you will use when adding a new resource because the correct resource group will already be selected. Forms are used to communicate the room setups and other room requests. Select the form that will be used to specify how this resource should be setup. Auto Approve This feature will automatically approve only the Resource Requests for a specific resource. Auto Approve will not affect Tentative Approval, Support Service Approval, or Final Approval; it will only affect the specific Resource Request for the resource. This is needed when you have resource approval turned on in the workflow settings, and the resource does not have a coordinator. (Default is No) Display Publicly When resources are selected for an event, the resources will show up as the location for the event on your public calendar on your website. If you do not want to show this Resource as the location for the event then mark No to this question. Rooms should be Yes because they are locations, vehicles and other pieces of equipment should be No because they are not locations. (Default is Yes) Description Will show for the users making a request but not on the public calendar. This will be used in addition to Resource Name to identify this Resource or give helpful information such as: “max number of people – 300.” Inventory Items – This will enable you to enter a number of the item available. The system will keep track of the actual number of items available. The number available will display in the resource section of the event wizard. Required Support Service – Required a support service form to be displayed and completed by a user when a resource is selected. This is commonly used for resource inventory items and rooms with special features like Audio Visual equipment. Deactivate This Resource - This will remove the resource from the event wizard. If you have a unit based pricing structure you will continue to be billed for deactivated resources.

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Full Administration Guide Resource Setup Forms Learning about Resource Setup Forms

In EventU, when you select a resource to be reserved, you can also specify how that room needs to be setup. EventU has a feature called “Resource Setup Forms” that allows people requesting new events to specify how they need each resource to be prepared for their event or how the resource will be used for the event. A Resource Setup Form is an electronic question form that is assigned to a specific resource. The EventU system then automatically displays the appropriate Resource Setup Form each time that resource is selected for an event. When a person scheduling an event completes an electronic question form, the EventU system routes the information, along with the rest of the event request, through the event approval process, and to the Resource Setup Form reports. Example of a Resource form in the Event Wizard:

EventU does not limit the number of Resource Setup Forms that can be created for your organization. However, the fewer forms you use, the easier it will be to run reports, often it is only necessary to use one form. If you use one Resource Setup Form for all of the rooms in your organization, then you can run one report and it will provide a comprehensive list of all the rooms that will be used. On the other hand, if you use more than one different Resource Setup Form for all of your rooms, then it would be necessary to run the same number reports in order to obtain a comprehensive list of all the resources being used. When you create the Resource Setup Forms for your organization, you can specify your own questions and totally customize the form to fit the needs of your organization. The following pages will assist you in creating a Resource Setup Request for your organization. The instructions will take you through creating the request form and all of the questions on the form.

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Full Administration Guide To get started creating a Resource Setup Request select the Resource Setup Forms button from the admin section. This page will show a list of the Resource Setup Forms that are available in your organization. Resource Forms

Add Resource Form button – Create a new Resource Setup Request form. Edit - will let you edit the questions on the form and other settings. View - will show what the form looks like from the perspective of the registrant. Copy - will add a duplicate form in case you need to have a similar form that can be edited. Delete - will delete the form from the admin section and the users section. If the form is being used information in the reporting section will be lost. Add Resource Form

1. In the Description box, please enter the name you would like to give your form. 2. Introduction will show at the top of the form for the users. It can be used for instructions on how the form should be completed or as a description of how the form will be used.

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Full Administration Guide

To add new questions select the Add Question button. To Edit or Delete a question select the appropriate link next to the question. Question - This is where you type your question as it will appear on the form to your users. Report Title - If your question is more than a couple words, you may want to provide a report title. This will show up on the report related to this form, it will let you abbreviate the question so it does not take up too much room on the report. For example, your question might be "How old are you?" Your report title could be "Age" or something similar so that it doesn't take up so much room on your report. Office Use Only - This will let you hide questions from the users entering events. You may need to use this if you have a question you need to make unavailable to the users instead of deleting it. This will allow you to keep your information in your report. If you delete a question you will also delete the answers to the question in the report. Required - If you mark the question as required, the user will be required to provide an answer before submitting the form. Answer Type - You can tell the system how to ask the question by picking an answer type. A list of Answer Type Definitions and examples are located at the end of this manual. Actions - You can change the order of questions by selecting the up or down arrows, and you can delete a question with the X. If you delete a question you will also delete the answers to the question from the report. o X – Select the X to delete. o Up and Down Arrows – Changes the order of questions.

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Full Administration Guide Report Viewer

The viewer is the person who has access to run a report on this form. The reports can be found in the reporting section located at the top of the screen. Select the Add button to add report viewers. Attachments

Attaching an image to a resource form can be helpful for users filling out the form. The most common type of attachment is an image containing diagrams of standard room setups. Title - This is the name you would like to use for the image that will be attached to the form.

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Full Administration Guide How should this attachment be displayed - select the type of image/file that you would like to upload. The system will allow you to upload any file types, as long as the file size is less than 500KB. 1. Show On form is for image files such as JPEGs and GIFs, they will display as an image below the questions on the form. 2. Link On form is for document type files such as Word, Excel and PDF. They will display as a link and when clicked the documents will open in a new window. File path - use the Browse button to locate the file that is saved on your computer for upload. Up to ten attachments can be loaded on each form. Image files such as JPEGs and GIFs will display as an image below the questions on the form. Uploaded documents such as Word, Excel, PDF, etc… display a link, that when clicked, open the linked documents. 1. Select the Browse button to find the file on your computer. 2. Select Upload Attachment to save the file. 3. Select the Finish button to complete the form.

Resource Combinations Resources Combinations

Resource Combinations are pre-saved selections of resources and support services. Add Resource Combination – Create a new resource combination. Edit – Will let you edit a current resource combination. Delete – Will let you delete a current resource combination.

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Full Administration Guide Add Resource Combination

Select the resources and support services that need to be saved. Combinations are a great way for administrators to help users by providing pregrouped resources and support services for events. New users and users that do not schedule events often will not have to worry about remembering all of the resources needed for a specific type of event.

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Full Administration Guide Conflict Settings

These settings control the possibility of entering events with conflicts. Who can schedule events that have conflicts? 1. No one – No user can select a conflicting resource in the event wizard. (Recommended) 2. Only Admin Users – Only administrators can select conflicting resources in the event wizard. (This works well if the administrators understand the ramifications of submitting conflicts.) 3. All Users – All users can select conflicting resources in the event wizard. (Not recommended in most cases) When would you like your resources to be marked as “booked”? 1. After Event Submitted – Resources will be reserved when the event is submitted for approval. (Highly Recommended) 2. After Event Approved Tentatively – Resources will be reserved when the event is approved tentatively. 3. After Event Resources Approved - Resources will be reserved when the event is approved at the resource level. 4. After Event Support Services Approved – Resources will be reserved after the event is approved at the support service level. 5. After Event Final Approval – Resource will be reserved after final approval. Note: Coordinators will be notified of all conflicts, so allowing the possibility of conflicts can be double checked at the coordinating level. It is highly recommended that After Event Submitted is selected for the marked as “booked” option. The other levels cause a higher possibility that an event with conflicts will be submitted.

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Full Administration Guide Conflict Report

The conflict report will show all future, approved events with resource conflicts. The events names are hyperlinked and can be clicked to view the event details page.

Day Blocker

Day Blocker will let you easily reserve all resources a day at a time. This may be helpful in alerting users about days the facility is closed. This feature is limited to one day at a time. Day Blocker will appear on the calendar as an event entered using the event wizard.

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Full Administration Guide Settings and Tools

o o o o o o

Organization Announcements – Announcements administrators can send to all users in the system. Setup Diagnostics – Is a diagnostic tool that will show potential problems with the setup and approval workflow. Large Form Editor - Is an editor that will show all types of forms in the system and allow editing. Organization Activities – Logs showing changes in the system and who made the change. Quick Event Entry (15 at a time) - Is a fast way to enter events without resources or support services. Quick Event Entry (upload from Excel) – Is a way to import events without resources or support services.

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Full Administration Guide Organization Announcements Announcements

Organization Announcements is a helpful tool for alerting EventU users about things they need to be aware of. It is common to post announcements about scheduling related items such as staff meetings and the facility being closed. Announcements are sent to all users. Add Announcement – Create a new announcement to be sent to all users. Edit – Will let you edit a current announcement. Delete – Will let you delete a current announcement. Homepage

Announcements will show on the user’s homepage. Simply click the New Announcement(s) link.

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Full Administration Guide Setup Diagnostic

The Setup Diagnostic tool is helpful for new organizations getting started with setup and organizations editing a current setup. This tool is especially helpful in finding problems with the event workflow process. Messages in the color black indicate a proper setup for that specific area. Errors in the color red indicate a problem that must be addressed for the system to work properly. Warnings in the color blue indicate an issue that may need to be reviewed, but is not necessarily a problem for the system to work properly.

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Full Administration Guide Large Form Editor Large Form Editor

The Large Form Editor contains all of the forms in your EventU organization. The forms can be both internal forms like resource setup forms and public forms like registrations. Originally this editor was used to help with the creation and editing of very large registration forms. Several years ago when we designed the current form editor a few of our customers had a need to create extremely large registration forms. The Large Form Editor was necessary because the pages for large registration forms would load faster than the pages in the event wizard and registration templates. We later made the registration pages load faster so the Large Form Editor was not necessary. However we found that it was also useful in some cases to have all forms for the entire system available in one place for administrators, so we decided to keep the Large Form Editor. View - Is a preview of the form. Edit Intro – Will let you edit the instructions which show at the top of the form. Edit Form – Will let you edit the form. Report Viewers – Are people that have access to the form report. Upload Attachments – Will let you upload files such as pictures and word documents.

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Full Administration Guide Organization Activities (Logging Info)

Organization Activities will show a record of many types of system changes and edits. This will help you track things like deleted events, workflow changes and more. Select an item from the drop down list and the report will load.

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Full Administration Guide Quick Event Entry (15 at a time)

Quick Event Entry will let you enter simple events that go straight to the calendar and skip the approval process. You cannot select resources or support services for these types of events. Normally this is used for Holidays and/or Office closed days.

Quick Event Entry (Upload from Excel)

Quick Event Entry from excel is a fast way to import events from another calendar. You cannot import events with resources or support services. The instructions on this page will help with this process.

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Full Administration Guide Support Services

List of Support Service Forms and Coordinators – Support Services are request forms for services. Support Services are not reserved and they are not checked for conflicts. Sample Forms - Are samples of how a support service form can look.

In the EventU system, a Support Service Form is an electronic request form that is available in the new event scheduling process. Support Service forms are designed to provide a way for people who are scheduling new events to request unique items or services such as Child Care, Food Services, Audio Video Equipment, etc…. Each Support Service is designed to have its own coordinator, who will receive an e-mail requesting approval for the Support Service to be supplied for the event. Creating Support Service Forms is identical to creating a Resource Setup Request. The difference between these two types of electronic forms is the way they are used by the EventU system.

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Full Administration Guide List of Support Service Forms and Coordinators From the administration section select the link List Support Service Forms and Coordinators to see the list of Support Services for your organization. The next page is pictured below.

Create a new Support Service by selecting the Add Support Service button. Edit will let you change the support service settings and edit the questions on the form. View will show what the form looks like from the perspective of the user making an event request. Copy will add a duplicate form in case you need to have a similar form that can be edited. Delete will delete the form from the admin section, users section, and reporting section. Note: Any information in the report will be lost. Coordinators allow you set up a user to approve the request.

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Full Administration Guide Adding a Support Service Form

Description is the name of the form as it will appear to the users. Introduction will show for users as they enter a new event. Support Service Requirement: The system will default to optional, but if you would like the form to be pre selected when a user is creating an event select Suggested. The users will be able to de-select the Support Service form if they do not need it. However, if you would like to require the form, select Required. Selecting required will mandate that the person scheduling the event has to view the form. Does this form require approval? Select Yes if you would like to require a coordinator to approve the form, Select No if you would like for the Support Service form to be automatically approved. (Note: You must have the support services option in the workflow section turned on if you need support service approval).

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Full Administration Guide Support Service Form

To add new questions select the Add Question button. To Edit or Delete a question select the appropriate link next to the question. Question This is where you type your question as it will appear on the form to your users. Report Title If your question is more than a couple words, you may want to provide a report title. This will show up on the report related to this form, it will let you abbreviate the question so it does not take up too much room on the report. For example, your question might be "How old are you?" Your report title could be "Age" or something similar so that it doesn't take up so much room on your report. Office Use Only This will let you hide questions from the users entering events. You may need to use this if you have a question you need to make unavailable to the users instead of deleting it. This will allow you to keep your information in your report. If you delete a question you will also delete the answers to the question in the report. Required If you mark the question as required, the user will be required to provide an answer before submitting the form. Answer Type You can tell the system how to ask the question by picking an answer type. A list of Answer Type Definitions and examples are located at the end of this manual. Actions You can change the order of questions by selecting the up or down arrows, and you can delete a question with the X. If you delete a question you will also delete the answers to the question from the report.

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Full Administration Guide Report Viewer

Viewer Only – Enables access to the support service report. Viewer and Coordinator – Is the Support Service coordinator in the event workflow process. This person will approve the specific support service requested in an event. Attachments

Attachments can be helpful for users filling out the form. You can attach pictures or diagrams of setups. Title - This is the name you would like to use for the image that will be attached to the form.

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Full Administration Guide How should this attachment be displayed - select the type of image/file that you would like to upload. The system will allow you to upload any file types, as long as the file size is less than 500KB. 3. Show On form is for image files such as JPEGs and GIFs, they will display as an image below the questions on the form. 4. Link On form is for document type files such as Word, Excel and PDF. They will display as a link and when clicked the documents will open in a new window. File path - use the Browse button to locate the file that is saved on your computer for upload. Up to ten attachments can be loaded on each form. Image files such as JPEGs and GIFs will display as an image below the questions on the form. Uploaded documents such as Word, Excel, PDF, etc… display a link, that when clicked, open the linked documents. 1. Select the Browse button to find the file on your computer. 2. Select Upload Attachment to save the file. 3. Select the Finish button to complete the form.

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Full Administration Guide This is a list of answer types with examples. Answer Types This is used when you want someone to type in a short answer. TextBox

Short Answ er

This is used when you want to provide answers and let a person pick one or more of them. Good for short lists. Checkbox

Answer 1 Answer 2 This is used when you want to provide answers and let a person pick only one of them. Good for short lists.

Radio

Answer 1 Answer 2 This is used when you want to provide answers and let a person pick only one of them. Good for long lists.

Drop Down

This is used when you want to provide answers and let a person pick one or more of them. Good for long lists.

Multi Select

Answ er 1 Answ er 2 Answ er 3 Answ er 4

This is used when you want someone to type in a long answer. Long Answ er. Long Answ er. L

TextArea

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Full Administration Guide This is used when you want someone to type in a date and have it verified. Date mm/dd/yyyy

This is used when you want someone to type in a number and have it verified. Number 123

This is used when you want someone to type in a dollar amount and have it verified. Currency 123.45

Currency (TaxDeductible)

This is used when you want someone to type in a tax deductible dollar amount and have it verified. 123.45

Comment

This is a question that does not have an answer. This is useful for inserting instructions anywhere into your form.

Merchandise Question

If you are selling some sort of merchandise, you can name it with this question. This will generate a box that holds a number for the quantity. There is a cost associated with this question. The total the user will pay is the number they type in times the cost you specify. 1

Quantity Question

This is similar to the merchandise question except it doesn't have to be taxed. 1

($5)

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