DEPRECATION WARNING

This documentation is not using the current rendering mechanism and will be deleted by December 31st, 2020. The extension maintainer should switch to the new system. Details on how to use the rendering mechanism can be found here.

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

img-29 Abbildung 13: Tab “Events” in the back-end module “Events”

Column/GUI element

Column/GUI element

Meaning

Meaning

Column/GUI element

img-30 Create new record

Meaning

creates a new event record in the selected sysfolder

Column/GUI element

img-31 download as CSV

Meaning

downloads all events as CSV file which can be opened e.g. in Excel

Column/GUI element

img-13 img-15 img-14

Meaning

Record type:

a

img-13

b

Single event

a

img-14

b

Topic for multiple events

a

img-15

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

img-32

Meaning

edit an event

Column/GUI element

img-33

Meaning

delete an event

Column/GUI element

img-34

Meaning

temporarily hide an event

Column/GUI element

act.

Meaning

img-35 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 e-mail to all registered participants (using an e-mail form)

Column/GUI element

Button “confirm”

Meaning

marks the event as confirmed and send and e-mail to all registered participants (using an e-mail 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 e-mail to all registered participants:

img-36 Abbildung 14: canceling an event

In the e-mail form, there already is a default text which you can edit before sending the e-mail. 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 e-mail to the registered participants:

img-37 Abbildung 15: marking an event as confirmed

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

Tab: Registrations

img-38 Abbildung 16: Tab “Registrations” in the back-end module “Events”

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

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

Tab: Speakers

img-39 Abbildung 17: Tab “Speakers” in the back-end module “Events”

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

Tab: Organizers

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