Events

eSIS allows you to create and manage your school events via the Events Maintenance module. The Community Portal can be configured to display events such as dinners, reunions and concerts to community members and enable community members to:

• respond to an event indicating their intention to attend or not attend

• book tickets

• pay for tickets and events

• make voluntary contributions to appeals.

Creating an Event

• From the Develop module select Events Maintenance from the drop down menu:

• Click New on the Set Events Search Criteria screen.

• In the Create Event window, type in a unique Event Code and a meaningful Description for the event

• Select the Type of event

• Click Finish

The Event Tab

• Record the Event, Invite and RSVP dates

• The maximum number of attendees and tickets and attendees per table can also be set in the Event tab

• Click OK

The Location Tab

• Enter the Location Code in the Location tab. Locations are maintained in the lookup table luLocation.

• Add the main contact for the event

The Organisers/Staff Tab

• Enter the organiser(s) or responsible staff member(s) in the Organisers/Staff tab.

• Press OK

The Web Tab

Using this tab it is possible to select:

• • the events to be displayed

  • when the details will appear on the Community Portal

  • an email address for queries

  • a merchant identifier for financial transactions

• Enter data to be shown on the school website in the Web tab

The Attributes Tab

Use the Attributes tab to add tickets and ticket prices to the event (if required) as well as to define any special considerations for each attendee group. Attributes are usually tickets, checkboxes or text.

Tickets: If tickets are available, information such as ticket type (Adult, Student, Concession) can be entered along with the price of the tickets. Setting the price of the tickets will updated the ticket prices on the Event tab.

Checkboxes: These are selectable attributes where a Yes/No response is required e.g. an attendee can indicate whether or not disabled access is required.

Text: The text attribute provides a 'free text' field which can be populated.

• Click Add...

• Select the Attribute to be added (use Control+Shift to select multiple options at the same time) from the Select Attributes to Add to Event window

• Click OK

• Make any changes as required e.g. to ticket prices

The Current/Past Attendees Tab

Once the attributes have been set up, two new sub-tabs appear on the Current Attendees and Past Attendees tabs titled Tickets and Attributes. The Tickets tab contains required ticket purchases which update ticket purchases against the attendee, while the Attributes tab contains the defined Checkbox and Text attributes.

Deleting Events

To delete an Event in eSIS:

• Right-click on the event in Events Selector:

Note: Events cannot be deleted if:

• The Show on Website field is selected on the Web tab

• Attendees are listed in the grid area of either the Current Attendees or Past Attendees tabs

To delete an event:

• Search for the event to be deleted

• Click on the Web tab

• Deselect the Show on Website field

• Click the Current Attendees tab

• Click Bulk...

The Events Bulk Add/Delete window is displayed.

• Update the selections to delete any current attendees from the grid area

• Click the Past Attendees tab

• Delete any past attendees

Note: It is only possible to delete individual attendees on the Past Attendees tab but you can select Mark as NOT Concluded on the Event tab to transfer past attendees back to the Current Attendees tab where you can select Bulk... to use the Events Bulk Add/Delete window.

• Click the Event tab

• Click Mark as Concluded...

The Confirm Event Conclude window is displayed.

• Type CONCLUDE

• Click OK

• Right-click the event you want to delete in the Events Selector

• Select Delete

The Confirm Delete window is displayed.

• Type DELETE

• Click OK.