When creating a new event, you'll have a number of options for the settings. If you've already created the event, you can edit the settings by following these steps:
- Select the "Events" tab from the top right.
- Click the event you'd like to edit.
- Click "Edit Event Settings" in the bottom left corner
How to update a recurring event:
If you need to update a recurring events information (time, how often it repeats, etc.) follow these steps:
- Go to "Events"
- Click on the event series that you'd like to alter
- Click "edit event settings"
- Click "Change" in the "schedule" section
- READ THE ALERT! This change will only affect that day's events and future events. However, check in data and volunteer assignments currently associated with this event and future events in this series will be lost. Data from previous entries will remain untouched. If you accept, press "continue"
- Now you will be given the screen where you can make your alterations for the rest of the series.
Areas within Settings:
Date & Time:
The Name of the event
Which calendar you would like the event to appear on. You can choose one of your existing calendars from the dropdown, or create a new calendar.
Choose your event start date and time (uncheck "All Day" for the time dropdown to appear)
Choose your event end date and time. Typically the same day as when the event started. If you would like to make this event appear on multiple days, see "Schedule".
Use the "Schedule" section to make an event recurring.
If your event occurs every week, make it repeat weekly, every 1 week
If your event occurs on the third Thursday of the month, choose "monthly", every "one months", on the "day of the week"
If your event occurs on the 13th every other month, choose "monthly", every "two months", on the "day of the month"
Allows you to reserve rooms & equipment for events. You can add items like TV, chairs, tables, etc, to your "locations" to use for equipment check out as well as rooms.
The public description that will appear when you click on an event. You can include links and images here.
If it's a recurring event, you can choose the dropdown next to "Save For This Event" to save for the entire series instead.
When specifying who can check into an event, you can choose any of the following:
|Everyone||Shows everyone in the database on the check-in list.|
|Specific Tags||Limits the check-in list to people who are in specific tags (e.g. Nursery tag for checking into the nursery).|
|Form Respondents||Limits the check-in list to people who have filled in a specific form or forms.|
|No One||Does not show anyone on the list. This is most useful if checking people in anonymously, not by name.|
When creating or editing an event, different options can be selected. The chart below provides a quick reference for what those options allow.
|Print name tag at check in||When a person is checked in, the system will automatically print a name tag for that person. For help on customizing the name tag, see Customizing Name Tag.|
|Print copy for Parent||This prints a copy for the parent so that workers can match the tags, increasing security by making sure the correct person is picking up the child. If used in conjunction with "Check In by Family," a single parent tag will be printed containing all of the children checked in (rather than one parent tag for each child). For help on customizing the name tag, see Customizing Name Tag.|
|Print Additional Name Tag||Will print a duplicate copy of the name tag. Very useful for putting a name tag/label on a bag that will go in the classroom with a child.|
Choose the appearance color of the check in page. By default it will appear blue, but several other color schemes are available.
Tip: If you have multiple services, use the color scheme to quickly note if the check in is set to the wrong service. You can choose a different color scheme for each of your services.
Choose how your event will open by default.
Use the last mode that was set within the check in page (Search, List, or Kiosk).
Allows people to check in by searching for their name, phone number, or by scanning a barcode. This mode is ideal when the check in screen will only be visible to staff or volunteers or when security is not as high a priority (e.g. it's okay if someone sees a name of someone outside their own family by typing in another name).
Displays a filterable list of all the people eligible to be checked in. This mode is ideal when the check in screen will only be visible to staff or a volunteer running check in.
Allows people to check in by searching by their phone number or by scanning a barcode. This is the recommended mode when the check in station will be viewed publicly and you do not want people to see names outside their own family.
"Require Password To Access Check In Settings" - checking this box will require the user to enter a password when changing any settings inside the event. Useful for extra security when setting up the check in as kiosk.
|Include Checkout||Allows people to be checked in and checked back out. The date/time is recorded for each.|
|Check in By Family||When checking in, if the person being checked in also has family members in the same list, a pop up will appear allowing you to select which members of the family to check in at the same time. If used in conjunction with printing a parent tag, a single parent tag will be generated containing all of the children (rather than one parent tag for each child).|
|Specify Add Person Fields||When adding a new person on the check in page, specify what fields are asked for.|
|Show Tag Name on the Check In Screen||When viewing the check in page, the tag name that makes the person eligible will appear under their name. Only an option if the event is eligible by tags.|
|Disable Thumbnail Updating||By default, people can update their picture by clicking on it on the check in screen. Selecting this option disables this functionality.|