Adding an Event

Management Users can create events manually (one at a time) or through a mass upload tool. Creating events manually allows projects to exercise flexible scheduling. 

Creating an Event

From the dashboard navigate to the menu header, click Event and select Add Event.

Event Details

This will open the Event Details page. Depending on your program configurations, you may be able to add an event name.

You may be able to choose the Event Status. Your options will be Requested or Scheduled. If the setup of your program defaults to Requested or Scheduled, this selection will be made automatically for you. Any of the scheduling fields with more than one option will offer a quick search field at the top of the list to make finding what you need quicker.

Next choose the event category. If there is only one active category, it will automatically be assigned. If there are multiple, use the drop down to select the correct option.

Select the Program. If there is only one active Program on the Client, it will automatically be assigned to the event.

Select the Event Type from the drop down menu. Event Type may include Conference Call, Retail, Training, Guerilla Parent Event, Sampling Event, etc.

Select the Recap to assign to your event. This will be the recap submitted at the end of the event. If only one recap is active on the program, it will be assigned automatically.

If you have more than one recap for your program to complete per event, you can also assign Additional Recaps. This is a user role permission so it may not be visible to all users.

Enter the Event Description in the text field. This description information will be visible on the Event Summary page as well as in the Event Details page on the Staff Portal. Some programs may not have the Event Description option available, so if you don’t see it, don’t worry, the field is optional.

Date & Time

Next, select the Date, Start Time and End Time for the Event. The Date field will default to today's date. Clicking on the field will populate a calendar to allow easy navigation to the appropriate date.

A default Start Time default can be set in the admin menu. Clicking on the field opens a window with toggleable arrows to enter the correct time. The hour field arrows increase by increments of one hour, the minute field by increments of one minute. Clicking on either the hour or minute field will open a quick select window in one hour or five minute increments.

The End Time defaults to 5:00pm. Clicking on the field will also open a window with arrows for easy editing. The hour field arrows increase by increments of one hour, the minute field by increments of one minute. Clicking on either the hour or minute field times directly will open a quick select window in one hour or five minute increments.

Multiple dates can be added in this section. Note, adding multiple dates will create the same Event for each date. Each day will have its own associated recap and scheduling. To add a second date to the Event, click Add Date.

Repeat the Date and Time steps as necessary. As many dates as needed can be added to the Event. To delete a date, click Remove.

Location

Selecting a Location for the Event is the next section on the Event Details page. This is a mandatory step. There are two ways to select the Location for an event, either Search Existing Locations or Add a New Location. Best practice is to search first to avoid duplicate entries in the system. The system default will be to the Search Existing Locations tab.

To Search Existing Locations, enter any or all of the following information: Market, Location Name, Location Street Address, City, State/Province, Country, Location Type. Click Search.

Search results will populate below the Search fields.

Click the correct Location from the results to add it to the Event.

If the correct Location does not appear in the Search Results, it may need to be added to the system. Click Add New Venue at the top of the Location box.

Complete the Location information to the fullest extent possible. Clear and complete information will ensure that future searches for the Location yield the proper results and decrease duplication across the site. Fields will include: Location Name, Market, Location Type, Street Address, City, State/Province, Zip. You may also find Venue Custom Fields at the bottom that can be specific to your site or client.

Positions

The final step in creating an event is to set up the shifts, if you are using the staffing functionality. Positions can be made to cover the entire event, or smaller segments of a longer event as necessary. Multiple positions can be created for each event as necessary for the staffing needs of each program.

To create a Position, first select the RSVP Send Time. This will determine when (or if) invitations for the shifts will be sent to eligible staff. The default send time is Next Daily Digest. This is a globally determined time that all pending shift invitations will be sent to Staff Users. This is the recommended choice as it sends all shift information in a single message and prevents Staff Users from missing messages if many positions are created in a single day. Other options include: Now (invitations will be sent immediately upon submitting the Event information to the server), Custom Time (Management Users can select the time that they would like to send the invitations), and Don't Send (no invitations will be sent and the shift can be staffed manually). The RSVP Send Time will be applied to all positions added.

Next, select the Position Type for the Shift. This will vary project to project but may include: Brand Ambassador - PT, Brand Ambassador - FT, Team Lead - PT, Team Lead - FT, Market Manager, Promo Model, DJ, Program Driver, and Costume Character. Make the appropriate selection, click Add Shift.

Note, when selecting the Position Type, only Staff Users assigned to that Position Type will be eligible for staffing the shift. If a Team Lead is going to be assigned to a Brand Ambassador shift, they must also be assigned to the program as a Brand Ambassador.

This will create the Shift Card which lists the Shift Start Time, End Time, and the Override Rate. The Override Rate will default to zero and is to be used for special circumstances only. This Override Rate field will override all other rate fields within the system and should not be used to reflect standard pay rates for Staff Users. The Start Time and End Time fields will default to the Start and End Times of the Event but can be changed as needed. Clicking on either field will open a toggleable clock window which allows for incremental and select options for choosing the time, as when the event time was entered.

Click Save to create the Event.

The Event Summary page will automatically load following submission of the Event Details. From here, you can assign staff to shifts, view all recaps and claim submissions, access uploaded media, edit the details, lock claims, approve, unapprove, and lock recaps, cancel the event, set a missed reason (providing the date has passed and no recap has been submitted), get directions and upload documents.