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How to Use the Events Feature
How to Use the Events Feature
Updated over a week ago

Introduction

The Events feature enables you to schedule and promote an event for your participants on the platform. You can use this feature to invite participants to a program event you created exclusively for them and/or to other organizational events.

With the Events feature you you can easily manage your :

  • Selecting specific user segments to invite

  • Provide meeting information and virtual meeting links

  • Collect RSVPs

  • Send a reminder to 24 hours before the event

Why it matters: Events are an exciting component to add to any program and can reinforce the platform as a valuable one-stop-shop, with everything that is supporting the mentoring journey all in one place!

How To Schedule An Event

Navigation: Manage > Engagement > Events

Step 1: Click on 'Events' on the Engagement tile to open the Events page.

Step 2: Click the button on the upper right 'Create Event' to open the new event form.

Step 3: Complete the form by entering your information and selecting the desired settings for all fields on the form. Note that any field with an asterisk is mandatory. You will not be able to complete your form without completing it.

  • Image: Drag and drop an image that is 4mb or under in size. The file type must be .png, .jpeg, .bmp., or .gif If you don't have an image, the Chronus image will appear in the space:

  • Name*: Provide the name of your event. The asterisk indicates a mandatory field.

  • Description: Add a description of your event. You can include images, links or attachments if needed. This would be a good place to include an event flyer image that may not fit well into event image space offered above. This is an optional field.

  • Date & Time*: In this section you must add date and time, but can also add the optional country and timezone information by selecting from the dropdown.

  • Location: Select either 'In Person' or 'Virtual'. If your event offers both locations, add both the virtual meeting link and the in-person location in the field below.

  • Invitee List: Select your user view from the dropdown. To create a specific group of users that does not currently exist in the dropdown, see the next section, Inviting User Segments to an Event.

  • Limit the maximum number of event slots to: After the event limit is reached, no more users will be able to RSVP to the event. Or, you can leave blank and not set a limit.

  • Send email notifications to all invitees: This provides the recommended option to also send an email to invitees, rather than have it only appear on the platform. Wherever the attendees RSVP,

Note at bottom of form: It is advisable to verify that the program event invitation is sent as expected in different email clients (outlook, gmail, yahoo mail, etc.). Click on the 'Test Email' and add any email addresses that will view the test email of your invitation.

Once you've composed your Event, you can click to 'Post' or 'Save as Draft' on the bottom right of the page.

How to Edit Your Event

You can save your event as a draft and return later to edit it or post it on a specific date as this feature does not include advanced scheduling. Once saved and/or posted, you will find your events listed under one of the following tabs on the Events page:

  • Upcoming

  • Past

  • Drafted

Note: Once an event is posted for users, you cannot edit the invitee user view that was selected from the 'Invitee List' dropdown. However, all other fields can be edited.

Tracking Attendance for Upcoming Events

  • Once you've posted your event, you can view your invitee responses for upcoming events on your Events page, to the right of each event. Clicking on each of the 3 links will open the corresponding guest list:

    • Invited

    • Responded "Yes"

    • Responded "No"

  • You can also RSVP to events that you are invited to by another administrator.

  • Clicking directly on the event title will open additional details along with the ability to download a .csv file of your guest list.

End User Experience

Once you've posted your event, invited participants will see the event by clicking on the Community menu item on their left navigation menu, then clicking on 'Events'.

On the page above, users can view all of their events, dates and locations, as well as RSVP by selecting a response: Yes, No or Maybe.

They can also click directly on the event title to open an event. Here they can perform the same actions as well as view a list of invitees and their responses on the Guests tile.

If you've selected to have an email sent to your guest list regarding the event, they will be able to accept it from the email. This will both add it to their calendar as well as populate their response on that event in the platform.

How to Invite Specific User Segments

When creating your event, you will be prompted to select your User View on the 'Attendee' field, where you will find your available views in the 'Attendee' dropdown. If you wish to invite a custom segment of your users to an event that is not available in the dropdown, you'll need to create a new User View. For instructions, please click here to access this article: User Views: Managing Users & Custom Reports

User Views can be customized by selected filters such as:

  • Role

  • User Status: Active, unpublished, etc.

  • Language used

  • Profile: Specific profile field selections or status

  • Survey: Status (completed or not) or user responses to specific questions

  • Timeline: Various date selections such as user 'Join date', 'Last login date', etc.

  • Other: Specified tags

Once you've created your User View and selected it for your drafted event, it will be available for selection on the 'Attendee' dropdown. After selecting your view, you’ll see a user count for your list. Prior to the event, your list will continually update with any new participants who match the criteria of your User View.

Post-Event Attendance Report

After an event is complete, you can upload the users who attended the event and those that did not. This allows you to keep track of both RSVPs and attendance in a single Chronus report.

Step 1: On your Events page, click on the 'Past' tab to open your past events.

Step 2: On the right side of your event tile, click on 'Update Attendance' and a pop-up window will open allowing you to drag and drop a .csv file. You will need to upload two separate files and 'Mark all users as':

  • Select 'Present' to add your file of present attendees

  • Select 'Absent' to add your file of absent attendees

Note: The format of your attendee list is important. Create a .csv file with a single column for Email Address. The first row should be blank or include a header, such as "Email Address". The email address must match the user's email address in Chronus.

Once uploaded, the users who attended and those that did not will be reflected on the Guests card.

Screenshot
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