How To: Modify An Event

Audience: Event Manager

Introduction

Once an event is created, an Event Manager may need to make edits to the event details or add event materials and training presentations to the record. This article describes how to accomplish both of those tasks.

Note: To view the full list of notifications for the Event Journey, click here. (You must be signed into your @scorevolunteer.org account.)

Table of Contents:

• Modify Event to Create a Zoom Webinar (from Face to Face Workshop to Zoom Webinar)
• Modify Event Information
• Add Workshop Presenters
• Remove/Replace Workshop Presenters
• Add Event Resources
• Add Event Main Image

Modify an Event to Create a Zoom Webinar 

When to follow these steps:  Chapters should do the following steps when switching their face-to-face workshop to a Zoom Webinar.

1) From the Home Page, select Events - Last 90 Days. Note: Other list views can also be used here: Upcoming, Need Action, Completed.

2) Select a draft or published event that is not yet set up in Zoom.

3) Click the Edit button.

4) Create a Webinar Password under the Webinar Section. Click Save.

5) Then, click the Create Zoom Webinar button.

Note: New registrants will be able to get 2 confirmation email messages, one email confirmation registration from Engage and another email from Zoom with the webinar details.

6) For existing registrants who have registered prior to creating the event as a Zoom webinar, the Event Manager needs to perform these steps to ensure that they will also receive the Zoom webinar details. Now that the webinar is created in Zoom, View the registrant’s record.

7) Then, click the Add/Update Zoom Registration button.

8) On the pop-up window, make sure to check the box to Add/Update this Zoom webinar registration. And click Next. 

                   

9) Click Finish on the next box. The Zoom Webinar details notification email should now be sent to the registrant.
                  . 

Modify Event Information

Notes on Published Events:  Do not edit the EVENT TITLE on Published events as this may cause the integration tools to be disconnected from your Constant Contact account and/or Zoom.

Your edits may show up immediately or up to an hour.

1) From the Home Page, select Events - Last 90 Days. Note: Other list views can also be used here: Upcoming, Need Action, Completed.

2) Select the event record. 

3) Click the Edit button.

4) Enter new or updated existing information. Also, scroll down to the other event details you may want to modify or review using the scroll bar on the right. If you are missing the scroll bar, please review the Best Practices for Mac Users. When done, click the Save button.

Add Workshop Presenters

1) From the Home Page, select Events - Last 90 Days. Note: Other list views can also be used here: Upcoming, Need Action, Completed.

2) Select the event record.

3) Once on the event record, click the Add Workshop Presenter button.

4) Enter the name of the Workshop Presenter and click Save.

Note: A Workshop Presenter will get a notification email when they are added to an event. They also get the reminder email sent out 24 hours before the event starts.

5) You will now be able to view Workshop Presenters on the event record.

Remove/Replace Workshop Presenters

1) From the Home Page, select Events - Last 90 Days. Note: Other list views can also be used here: Upcoming, Need Action, Completed.

2) Select the event record.

3) In the event record page, you will find the Workshop Presenters section on the right panel where all the related lists are, and click the drop-down arrow . Then, select Edit.

4) In the edit page, remove the entry by clicking the X to the right of their name in the Workshop Presenter field. If you do not want to replace the Workshop Presenter for this event, you can click Save after removing their name. To replace the Workshop Presenter, proceed to Step 5.

5) To replace it with another Workshop Presenter, search their name in the field and select it from the drop-down result. Click Save when done.

Note: If the SCORE Workshop Presenter does not show up in the result, check that their profile in Engage includes the Classification of a Workshop Presentation. Review this guide if the volunteer needs to add the Add-on Classification: Workshop Presenter.

After saving the changes, you should immediately see that the Workshop Presenter has been updated. It may take up to 5 minutes for your chapter website to reflect the change (if the event is Published).

Add Event Resources - Include Resource in the Confirmation Email

1) From the Home Page, select Events - Last 90 Days. Note: Other list views can also be used here: Upcoming, Need Action, Completed.

2) Select the event record.

3) Add event materials and presentations.

• Use Upload Files if you are adding a file from your local drive to the Event page for the first time. Or you can drag and drop files from your computer.
• Use Add Files if you are adding a file previously saved in the system
• When using the Add Files button, a Select Files window will open up for you to select any existing files owned by you, shared, recent, etc.
• Search the document you wish to upload in this event, select them by clicking the checkbox next to the file, and click Add. Note: You can upload up to 10 files at a time.
  

4) To include the file in the Event Confirmation Email that goes out to every registrant (when they register for an event), click the drop down and View File Details.

5) On the next page that opens, click the pencil icon to edit the option to include the selected file in the Registration Confirmation Email.

6) Check the box to Include (the file) in Registration Confirmation and then click Save. The file will be included in the Registration Confirmation Email sent to registrants.

Note: The attached files are sent as links in the Confirmation Email so there is no limit to the size or how many files can be attached/sent.

Adding an Event Main Image

1) From the Home Page, select Events - Last 90 Days. Note: Other list views can also be used here: Upcoming, Need Action, Completed.

2) Select the event record by clicking the Event Name.

3) On the top of the event record page is a section for the Event Main Image. Click the Upload New Image button.

4) Upload your image from your local device or drag and drop it to the Image Upload window. Then click Next.

Note: Make sure that your event image has a unique filename before uploading it.

5) Click Done when the file is successfully saved in the system.

6) Review your uploaded image on the next window. You can remove your image completely by select the Remove Image button or you can also replace the image by uploading a new image file. Click Next when done reviewing.

7) The image is now available on top of the event record page. When the event is published online, this Event Main Image will appear on the left side of the event landing page online.