Editing Event Settings

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:

  1. Select the "Events" tab from the top right.
  2. Click the event you'd like to edit.
  3. Click "Edit Event Settings" in the bottom left corner.

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How to update a recurring event:

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If you need to update a recurring events information (time, how often it repeats, etc.) follow these steps:

  1. Go to "Events"
  2. Click on the event series that you'd like to alter
  3. Click "Edit Event Settings"
  4. Click "Change" in the "Schedule" section
  5. READ THE ALERT! Changing the recurring schedule will adjust the dates and times for this event and all future events in this series. Warning: Continuing with this change will delete any attendance and volunteer data for events in the Sunday Service series that occur on or after [event date]. Attendance and volunteer data for events prior to [event date] will be retained. Click “Remove Data and Change Time” if you would still like to continue.mceclip0.png
  6. Now you will be given the screen where you can make your alterations for the rest of the series. 
  7. "Save"

Note: If you need to change a description in a series - for example, if there is no service/event on a certain day, instead of editing the entire event name to reflect: "No Sunday Service", we simply recommend deleting that particular event for that day. When deleting a recurring event, you will be asked if you want to delete the current event only, all future events, or all events: choose Delete Event only.

Areas within Settings:

Date & Time

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Name

The Name of the Event/Event Series

Calendar

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.

Starts On

Choose your event start date and time (uncheck "All Day" for the time dropdown to appear)

Ends On

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".

Schedule

Use the "Schedule" section to make an event recurring.

Helpful examples:
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 "custom", then "monthly", every "one months", on the "Third" "Thursday." 
If your event occurs on the 13th every other month, choose "custom", then "monthly", every "two months", "each" then select the day of the month.

Events cannot be repeated twice per month on a set day of the month or week of the month (i.e. the 1st and 15th or the 2nd and 4th Thursdays).  What you can do is create two separate events and Contact our Support Team to merge the events together for attendance reporting.

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Changing the recurring schedule will adjust the dates for this event and all future events in this series. Check in data and volunteer assignments currently associated with this event and future events in this series will be lost (data in previous events in this series will be retained). This means that if you have volunteers already scheduled for a recurring event, and you change the "Schedule" of the day or time of the recurring event, it will erase your volunteer schedule for all future events in the series and you will need to reschedule them for your event.

Location

This 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. 

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Description

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. 

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Check In

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Eligible People

When specifying who can check into an event, you can choose any of the following:

Option Description
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.

Name Tag

When creating or editing an event, different options can be selected. The chart below provides a quick reference for what those options allow. *Note: "Show More Options" will allow you to select which tags need to print. 

Setting Name Description
Print name tag at check in When a person is checked in, the system will automatically print a name tag for that person. *See note above if name tags are not printing. 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. 

Appearance

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. 

Default Mode

Choose how your event will open by default.  

Mode Description
Last Used

Use the last mode that was set within the check in page (Search, List, or Kiosk).

Search
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).
List
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.
Kiosk
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. 

Additional Options

Setting Name Description
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 of tags eligible for check in, 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. 
Enable Thumbnail Picture Updating By default, people can update their picture by clicking on it on the check in screen. Selecting this option disables this functionality.

 

 

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