The back-end module “Events”

This module provides easy-to-use access on event records, organizers, speakers and registrations.

Important: Only the records of the currently selected sysfolder get displayed. This means that you need to select different sysfolders if your records are located in several sysfolders (for examples you registrations might be places somewhere different than your event records).

Records that are created via this back-end module are saved in the currently selected sysfolder, too.

Tab: Events

Column/GUI element: Column/GUI element
Meaning: Meaning

Column/GUI element

Meaning: creates a new event record in the selected sysfolder

Column/GUI element: download as CSV
Meaning: downloads all events as CSV file which can be opened e.g. in Excel

Column/GUI element

Meaning

Record type:

a

b: Single event

a

b: Topic for multiple events

a

b: Date (for a topic)

Column/GUI element: accreditation number
Meaning: manually assigned number for an event (can also be empty)

Column/GUI element: title
Meaning: the event’s title

Column/GUI element: date
Meaning: the event’s date

Column/GUI element

Meaning: edit an event

Column/GUI element

Meaning: delete an event

Column/GUI element

Meaning: temporarily hide an event

Column/GUI element: act.
Meaning: the current number of registrations; the CSV button creates the registration as a CSV download which can be opened e.g. in Excel

Column/GUI element: queue
Meaning: the number of registrations on the waiting list (if the event has a waiting list)

Column/GUI element: min.
Meaning: how many registrations are needed for the event to take place

Column/GUI element: max.
Meaning: how many seats there are for this event in total

Column/GUI element: enough
Meaning: whether the event has enough registrations to take place

Column/GUI element: full
Meaning: whether the event is fully-booked

Column/GUI element: status
Meaning: canceled, confirmed or planned (neutral)

Column/GUI element: Button “cancel”
Meaning: cancels the event and send and email to all registered participants (using an email form)

Column/GUI element: Button “confirm”
Meaning: marks the event as confirmed and send and email to all registered participants (using an email form)

Canceling an event

If an event needs to be canceled, you can cancel it by clicking on the “Cancel” button. This also sends an email to all registered participants:

In the email form, there already is a default text which you can edit before sending the email. The placeholder %s will automatically be replaced with the participant’s name.

A canceled event still will be visible in front end, but is clearly recognizable as canceled (so that you don’t get tons of “Where can I find information about the event on the web site?” request after canceling it ;-) ). Registration for canceled events is not possible.

Marking an event as confirmed

When you feel sure that an event is certain to take place (if enough participants have signed up and you’ve got the speakers’ okay), you can mark an event as confirmed by using the “Confirm” button. This also sends an email to the registered participants:

Signing up for a confirmed event still is possible (as long as there are any vacancies); only the text in the confirmation email is a bit different.

Tab: Registrations

In this tab, all registration records of the currently selected folder are displayed (i.e., of all events).

The first list Regular registrations contains those registrations that are not on the waiting list.