Use the Events feature to create events that guardians attend as part of the application process. An event can be a welcome night, interview, orientation, audition, testing session, school tour, etc. Use the Events module to manage and review RSVPs from students/guardians.
If you are interested in adding the Events module, contact your Implementation Specialist, Customer Experience Manager, or Technical Support to enable.
Prefer to watch instead? Check out the video version here.
In this article:
- User Permissions for Events
- Create an Event
- Adding Events to Application and Registration Forms
- Event Selection for Guardians
- Guardian Dashboard
- Manage an Event
- Training Video
User Permissions for Events:
User groups can be set up with varying levels of access to Events.
Create an event:
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Click Events in the top navigation bar
Click Add Event
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Complete the Event Details tab.
Enter a name for the event (e.g., Open House).
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Choose your Event Type
If the type doesn't exist yet, you can create a new one by clicking + Add New Event Type
Enter a description for the event. (e.g., Guardians taking a tour of the school through month of July)
4. Click the Session(s) tab on the left side of the page.
You can create sessions manually or import a CSV file with many sessions. Click here to learn how to import sessions.
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To create a session manually:
Click + Continue by adding session date, time, and details to add your first session.
Enter the session name.
Enter the date and time of the session.
Enter the total capacity.
Enter the location and details.
Click Add Session.
5. Click the RSVP Settings tab on the left side of the page.
Enter the deadline to RSVP (i.e., The number of hours before a session starts). This is to prevent last-minute bookings. (e.g., Entering 24 hours would mean a guardian could not sign up for a session within 24 hours of the start of the session.)
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If you enable “Allow guardians to reschedule”:
Enter the number of times a guardian can reschedule. (Leave blank if you do not want a limit.)
Enter a deadline to reschedule. (e.g., Entering 24 hours would mean a guardian could not change their RSVP within 24 hours of the start of the session.)
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Choose whether to send a confirmation email and/or text message to the guardian after they RSVP to a session.
Note: the system-default templates for Events are the only templates available to be sent (copying and customizing templates per event is not available, as the system will only send the system-default template).
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Choose whether to send a session reminder email and/or text message to the guardian. If selected, choose how many days in advance the reminder will go out and at what time.
Note: the system-default templates for Events are the only templates available to be sent (copying and customizing templates per event is not available, as the system will only send the system-default template).
6. Click the Assign to Programs/Schools tab on the left side of the page.
You can restrict an event to appear for only a specific program or set of programs.
By default, events are available to all students if used on an Application or Registration form.
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Select “Students Applying to Selected Programs” if you want to restrict who this event appears for.
Click “Select” to the right of the Programs that should see this event. The programs will be displayed on the right of the screen.
Click the “X” to the right of a selected program to remove it from the list.
7. Click Save Event.
Adding Events to Application and Registration Forms
Once an event is created, add it to an Application or Registration form using the Scheduling/Events field type.
Open your form process Settings > Forms > Select Form Type > Manage Steps.
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Create a new step for your event(s).
Click Add Form Steps.
Name the step (e.g., Attend an Open House).
Click Save Step.
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Add a field to the new step.
Click Add Fields on the new step.
From the Field Type menu, choose Scheduling/Events.
Enter a field label (e.g., Open House).
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Select which events to show.
All Events - This will show any active event a parent is eligible for (based on the program restrictions when configuring the event.)
Select Event Types - Add only specific events for a particular field (e.g., Open House). You can select one or more events.
5. Click Save Field.
Event Selection for Guardians
Guardians complete the Event step as part of the Application or Registration form (e.g., Attend an Open House).
From the guardian view of the Event step, they can select an event.
Click “Book Session” for a listed event.
2. Guardians can then select a time for the date displayed, or change the date to view additional sessions.
3. Guardians will confirm their selection by clicking Book.
4. Once booked, the session they selected is listed on the step. They can then click Save & Continue to move to the next step of the form.
Note: The session is not officially booked until the guardian submits the form
Guardian Dashboard
To view scheduled events from the guardian dashboard:
Click “View Submitted Forms”.
Scheduled events are listed with the date and time.
Guardians can click “Modify RSVP” to change sessions.
Manage an Event
Use the filters at the top of the Manage Events screen to narrow your search by Program, Date, or Event Status (enabled/disabled).
Click the RSVP button to the right of the Event you would like to view on the RSVP Tracker page
RSVP Tracker
Use the RSVP Tracker page to manage the RSVPs for all of your sessions.
Statistics for the event sessions (i.e., Submitted RSVPs, Available seats, Not Submitted RSVPs) are displayed.
If the total number of RSVPs plus Not Yet Submitted RSVPs is greater than the capacity of all of the sessions for the event, a warning message is displayed.
Filter by Session Name and Date Range.
Click Manage to view a list of people who have submitted RSVPs or have selected the session but have not yet submitted their RSVPs for the session.
View the list of people who have submitted or “not yet submitted” their RSVPs for the session.
Filter by status (i.e., Submitted, Not Submitted) and bulk send a message to those families that have RSVP’d for the session or have not yet submitted their RSVPs for the session.
You can also mark guardians in bulk as having attended the session.
Events Overview Training
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