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Creating Events

Antony Campitelli
Updated

What is covered in this article? 

Overview

The Events module in Enquiry Tracker allows you to run onsite and virtual events for your school.  Events are categorized by Event Type, such as School Tour, Information Evening etc.  the Event types can be easily customized to your specific needs.  See Adding an Event Type to learn more about how to set these up.

Creating a new event

Follow the steps below to create a new event 

  • Go to Events> Event List
  • Click the ADD EVENT button
  • Fill in the relevant information for the event, including:
    • Event Type
    • Campus: If your school is a multi-campus school you will need to specify the relevant campus.

    • Location will default to the Campus of your schools, however you can change this or edit the details in the event this will be a virtual school tour. 

        Tip: If you are going to run a Virtual School Tour via Zoom, Microsoft Teams or Google Meet, we recommend you enter in the relevant information in the LOCATION field since this will also be included in the calendar incite that is sent with the initial email confirming registration.

       

    • Date: this is the date the event will be held on.
    • Start and End Time: both are required in order to send the correct calendar invite.
    • Max Number: this is used to monitor the RSVP list and allows us to auto disable registrations.
    • Description: An optional field whose content will be displayed on the Event Registration form if it has ben enabled.

Controlling Registrations

There are two ways to control how you prevent users from registering for any events.

  1. Online registrations: 

    1. When Enabled, families can register for the event using the regular event registration form
    2. When Disabled, If you decide you no longer wish to accept any further registrations for an event, then you must enable No longer accept online registrations for this event
      Note: If Hide event from registration form is OFF, the event will appear as Fully Booked on your sign up form and visitors will not be able to register for an event.  You can only have one of the above two options active at any one time.

  2. Close registration when capacity is reached When enabled, registrations will automatically turn off when the maximum capacity has been reached.  When this option is set the event will automatically appear as Fully Booked when the Maximum Capacity has been met.  This is when the RSVP level is equal to this value.

      Note: If a family is registering for an event and they enter 3 as the RSVP number on the event registration form and this exceeds the capacity, the registration will be accepted, but no further registrations can be made, unless this feature is disabled.

Getting the link for an event

There are two locations where you can quickly copy the link for a specific event

  1. From the Events> Events List screen
    1. Go to Events> Events List
    2. Locate the specific event in question
    3. Click in the link icon to copy the permalink for the registration form   
  1. From the Event Details Screen
    1. Navigate to the Event status section at the top of theEvent details page
    2. Click the COPY LINK TO THIS EVENT button

  • In both cases it will be the permalink that you can send to a family to register for that specific event. 

Subtours

Events can also support subtours, please see this article on how to set up subtours

 

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