Event

From Scout Manager
(Redirected from Events)
Jump to: navigation, search

Event Management

All units have meetings, campouts and other events scheduled for member participation. Scout Manager has a calendar built in so you can set up and manage those events with notifications to your members. In addition to the event calendar Scout Manager provides notification to users of upcoming events. For each event you can track the following:

  1. RSVP - a person says they're going to the event
  2. Payment - a person has paid for the event
  3. Attendance - a person is recorded as attended (this is tied into applying hiking, camping, etc activities tied to the event)

Event Views

The calendar allows you to view a day, week or month at a time. Select the view you prefer on the right hand side. To move between dates click the left or right arrow on the left side. You can also use the mini-calendar on the left side bar to quickly move between months and years.

The calendar can provide a view of several people's calendars simultaneously. To view your own calendar schedule check the box next to your name. To view another calendar schedule select the box next to the name. The calendar will be instantly updated.

The list of people you have is determined by the associations you have to scouts. An adult will have their associated scout's listed.

In addition adults with the leader role (e.g. cubmasters & pack/troop committee) will see an additional entry so they can view events scheduled across the entire unit.

To view the details of an event simply hover over or click the event on the calendar display. A popup will provide additional links to open or RSVP to the event.

Calendar.png

You can switch to list view by clicking *"My Events"*. Again this will only show you the events you've created and the ones to which you've been invited, but will show recently past events and events up to 3 months in the future. If you need to see a broader history the bar at the top labeled *"My Events*" has a drop down to select 1 year or 2 years back.

The list view also has the capability for members to respond to RSVP requests.

List-view.png

Adding Events

Click on Add Event and fill in the details. The *"TO"* field works just like Email -- invite the people or distribution lists that you want.

IMPORTANT!

The System Generated Distribution Lists are dynamically and automatically manged by Scout Manager as you add/remove and assign people to different roles. They are a powerful addition to Scout Manager and well worth taking a quick look at the ones that are offered and how they work. All distribution lists available when inviting people and groups to Events.

You can have Scout Manager automatically send out up to two reminder emails for this event by choosing how many days before the event to send the reminders. If you want Scout Manager to send an immediate notification (this is a good idea in some cases) there's a checkbox for that.

The fields to setup an event are defined as:

Main

  • To: start typing a user's name OR the name of a distribution list to add them to the event. You can mix and match users and distributions.
  • Subject: the title of your event. This is what is shown in the calendar and list views.
  • Location: where is your event going to be held?
  • Start time: the date/time when you event starts
  • End time: the date/time when you event ends
  • Time zone: the timezone for your event. This should get auto set based on your unit's timezone
  • Repeats: create a recurring schedule for the event
  • Details: this is the body of your message about the event.

Add-event.png

Options

  • Dues/Cost: how much does the event cost? This is used to help inform your members of event costs. It is not currently tied into the accounting system
  • Email Reminder: the number of days before the event you want an email reminder to be sent out
  • 2nd Email Reminder: the number of days before the event you want an email reminder to be sent out. You must chose a first reminder before this is available.
  • Immediate notification: checking this box will cause an email to be sent as soon as you click Save.
  • Add an Activity: if your event should result in scouts and adults getting credit for an activity them here. You can add as many as needed. When the Scout/Adult is recorded as having attended via Track Attendance Scout Manager will automatically give them credit for the activities.

Event-options.png

RSVP

  • RSVP: enables RSVP responses for your members. When an email is sent each person will receive an individual link that they can use to RSVP to the event.
  • Max Responses: if your event can only accommodate a certain number of attendees you can limit the number of RSVP responses you'll accept by putting in a number.
  • Response Cutoff date: allows you to stop accepting RSVP's by a certain date.

Coordinators

By default the creator of the event is the owner of the event and is responsible for managing it. You can grant additional adults and scouts the Event Coordinator role allowing them the same privileges as the owner to modify and run reports on the event. In addition Event Coordinators can send emails to participants and track attendance of the event.

To add an event coordinator edit the event and click on the "Coordinators" sub-tab. Start typing the name of the person you'd like to add and select their name from the list that appears. That's it.

To remove an event coordinator follow the same process as adding, but click the "X" next to the name of the person that you want to remove.

Access is granted (or removed) to your event coordinators on their next login.

Event-coordinators.png

Importing Events

If you have events in another calendaring application you can export them in the ICS format and import them into Scout Manager. Leaders can use the [| Administration => Data Import] calendar import function. It accepts ICS files which you should be able to get via an export from most calendar applications.

If you don't have the Administration menu you'll need to use this direct link => [| Import Events]

After the import the events will be added to your personal calendar. Nobody will be invited yet so you'll need to edit each event and invite your Pack, Den, etc and make any other changes necessary. If you don't invite anybody then they will not have visibility to the events!


Recurring Events

If this is a recurring event, click on Repeating Schedule and choose either weekly or monthly. You should be able to create just about any type of recurrence you need. By default the recurrence will end after 1 year. When you create the event Scout Manager will create all the events for you and link them together.

Recurrence.png

If you need to make modifications an Event with a recurrence you can change details of the Event for the entire series or an individual event, however once you set up and save an Event with a recurring schedule you wont be able to change the schedule. It's much cleaner to just delete the event and recreate than try to clean up a schedule that isn't quite right.

Delete an Event

Open the Event and click the Delete button. If you've opened an Event with a recurring schedule you can choose to delete an individual occurrence (the one you opened) or the entire series. For non-recurring events just confirm that you want to delete and it will be gone forever including any RSVP's that may be attached.


Calendar Security

The following precautions and restrictions are in place for the following roles.

  • Leader: can created, view and edit any calendar event
  • Den Leader: can created, view and edit their Den's events and see all Unit level events
  • Everyone: can view their events to which they've been invited.

Event Coordinators

By default the creator of the event is the owner of the event and is responsible for managing it. You can optionally grant additional people, both adults and scouts, the Event Coordinator role allowing them the same privileges as the owner. In addition Event Coordinators can send emails to participants and track attendance of the event.

To add an event coordinator edit the event and click on the "Coordinators" sub-tab. Start typing the name of the person you'd like to add and select their name from the list that appears. That's it.

To remove an event coordinator follow the same process as adding, but click the "X" next to the name of the person that you want to remove.

Access is granted (or removed) to your event coordinators on their next login.