Adding a New Program
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Adding a New Program

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  • PDF

Adding a new program to an existing client is as easy as 1, 2, 3….4,5,6,7,8,9. Which is not to say it’s difficult, just that there are certainly some steps involved. Follow this document to learn how to create a new program and setup the admin for that program.

Global Admin

As with so many tasks on MainEvent, we begin our journey in the Global Admin section. Programs exist within a client so you’ll need to find the client list, and that lives on the Global Admin.

Find the Global Admin by clicking Admin and selecting View.

This will bring you to the Global Admin page. From there, click Clients in the global configuration menu.

You should now be looking at a list of all the clients that exist on your site. When you find the correct client, click Edit. If the client you are trying to add the program to does not exist in the list, speak to your account manager.

Client Admin

Now you’re in the Client level admin. Once again you’re going to turn to the configuration menu and expand the Clients section, then click Programs.

You will have been whisked away to the Programs section of the admin. You could also scroll to get here, if that’s your preference. This section will include all previously created Programs. You’ll want to click Add Program.

Program Admin

Now you’re on the New Program Configuration page. This is where you’ll really get into the good stuff of setting up your new program.

The first section you’re going to see relates to assigning both yourself and others to your new program. Assign this program to my own user profile is a Yes/No toggle. Choosing Yes will assign you to this program, which is the default. Changing that to No will mean that this program will not automatically be assigned to you and will not display any event data for you.

Next, you can choose to mass assign the new program to any management user role. Know that all Admin role users need access? You can assign everyone here in one go.

Program Settings

Next, you’ll find the Program Settings section. Here’s where you will set the Active status of the Program or where you can edit the name if needed. This section gives you an opportunity to add more specifics about a program if you want, but it is not required.

The Program Settings section allows you to set the following: Active Status (Yes/No), Program Name, Program Start Date, Program End Date, Program Code, Agency Fee Percentage, Budget, Country, Program Twitter, Program Facebook, Program Instagram, Hashtags, and Program Manager (single select from assigned users) and the Auto-Lock Claims Window.

Specific settings that you may wish to change:

Skip Recap

This will allow you to create events without assigning a recap. This is a program-wide setting so it is not to be used unless you wish to gather no recaps for the entire program.

Allow Staff Ad-hoc Visits

This will allow staff to create their own events from the Staff App.

Auto-Approve Recap

Enabling this setting will automatically approve submitted recaps without management oversight.

Auto-Lock Claims Window

Select the number of days after the event that you would like to have the claims lock. After that amount of time has passed, claims will no longer be able to be submitted against the event.

Auto-Assign New Staff

Enabling this will mean that all new staff added to the site will be automatically assigned to the program.

Break out multi-day activations into separate events with separate recap responses

This deftly titled setting does exactly what it says. If you want to have your multi-day events have recap responses submitted each day, then set this toggle to Yes. This option will only appear if you have multi-day single events enabled.

Automatically generate recap response submission link?

This will create a link to access a recap response.

Prompt Recap/Claims Joint Submission

This will prompt staff users to submit their claims and their recaps in a single session.

Request Assets When Adding New Events by Default

If you’re using Assets and would like to have the request process happen automatically, rather than manually, select Yes for this option.

Default Event Description

Tired of creating a unique event description for every event? You can opt instead to create one on the program level. This description will be applied to every event on the program.

Staff Settings

The final section in this first part of setup is the Staff Settings. This is a series of Yes/No toggles that determine what actions the staff users assigned to this program will be able to take within the staff portal. Select Yes to enable any of the permissions. At least one of these options must be enabled if staff are able to create events from their portal.

Staff Can Create New Locations

Allows staff users to create new locations within MainEvent. These Locations will be visible and useable to everyone across staff and management portals.

Staff Can Search Nearby Locations Database

Allows staff to use geolocation on their device to find locations within the system that are geographically close to their current location.

Staff Can Pick from “My Locations”

Staff can be assigned specific locations on their staff profile page. Enabling this permission will allow them to select from that list on their portal when creating events.

Staff Can Pick from “My Territory” Locations

Staff will be able to select locations based on their market assignments.

Staff Can Search Locations Database

Will allow staff users to search the existing locations when creating an event.

Now that you have everything here set up as you want it, click Save in the upper left corner.

This action will take you back to the Client Admin. You’ll be able to see your new program there.

Click Edit to enter back into the program and complete the setup. The Program Admin page will have new fields now that weren’t previously available. Now you can add custom fields, tasks and files or activate event types, claim types (if needed), and position types. You can also make any edits to any settings you’ve previously set up.

Adding Files

Adding files at the Program level will assign that file to all events created within that program. If you have instructions or other files that need to be conveyed to users for all events, adding the file here will save everyone time and effort.

Click Add File to get started.

The file upload process will be similar to other file uploads. Click Browse to open your machine’s file select program and choose the file you want. Once you see the name of the file in the uploader, click Save.

Your file will now be listed in the Files section and available to download as well. If you wish to remove a file, click Delete.

Event Types

Event Types are created at the client level but need to be made active on a per program basis. Under the banner Active Event Types, you’ll see a list of all Event Types that are available to select for your program.

Event types in the left box are active on the client but not on the program. Click on any of the event types to make them active on the program. You will know they are active when they are displayed in the right hand box.

After you’ve made your changes, make sure you click Save.

Program Claim Types

If you’re using MainEvent’s payroll feature, you’ll need to activate Claim Types on your program for your staff users to be able to submit claims. From the Configuration Menu, click Claim Types to navigate to the correct area of the admin.

You’ll see all the active claim types on the client listed here. Click Edit next to the name of the claim type you want to make active.

In the Claim Type Details menu, you’ll be able to configure this claim type to the specifics of your new program. Select Yes (default) from the Active Yes/No toggle. You can also enter an Activity Description (optional), set the claim type to Auto Approve (Yes/No toggle), set the program level default rate (which will override your previously set Global and Client level default rates), and add Position Rates.

The final section is Claim Type Permissions which will allow you to choose what event types you wish to allow to make this type of claim, as well as determine if you want the claim to automatically generate. If every Retail event has 15 minutes of admin time added to it, you may wish to have an automated claim for that, saving your staff the time of having to manually submit those claims. To find out more about automated claims on the program, click here.

To allow an event type to generate claims, click the checkbox under Allow Claims. If you wish to have the claim automatically generated, click the Automatically Generate checkbox.

Once you have made all the necessary selections, click Save. Your claim type will now be active and your settings will be applied. Repeat these steps for any claim types you wish to use for your new program.

Program Position Types

If you’re using Staffing for your program you will need to make Position Types active to be able to assign staff to shifts. To get started, click Position Types in the configuration menu.

You’ll be taken over to the Program Position Types section of the Program Admin (you can also scroll to get here if you want to). This section will list all active Position Types on the client site and display whether they are active on your new program (by default, they will not be). To start editing a Position Type, click Edit Program Position Types.

This menu will display a yes/no dropdown for each Position Type. For those you wish to use on the new program, select Yes. If you do not want to use them, leave them at No.

After you’ve made all your changes, click Save.

Once you’ve activated at least one Position Type, you can choose to add in a Default Position. A Default Position will be automatically generated when a new event is added. Under the Default Position header, click Add Default Position.

On the Edit Program Position page, select the default position type you would like to use from the dropdown of active options. Then set the start time and end time offset (the amount of time before and after the event start time that you would like to set as a buffer (if any) for setup or teardown). You can also enter Notes, if needed.

Once you’ve set it all up, click Save. Your new default position will now display in the menu, and on any new events you add!

And that’s it! You now have a fully functional program ready to go.