How To: Modify An Event

Saima Akhtar
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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 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.event_management.png

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

3) Click the Edit button. click_Edit_to_modify_event.png

4) Create a Webinar Password under the Webinar Section. Click Save.
Edit_-_enter_Webinar_Password_and_Save.png

5) Then, click the Create Zoom Webinar button.click_Create_Zoom_Webinar_button.png

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.Click_View_on_the_Registrant.png

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

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

                   check_box_to_add_or_update.png

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


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. 

    event_management.png

  2. Select the event record.  

    select_draft_or_published_event_only.png

  3. Click the Edit button.

    click_Edit_to_modify_event.png

  4. Enter new or update 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.
    use_scroll_bar_to_scroll_down_to_other_details.png

 

Add Workshop Presenters

1) From the Home Page, select Events.

event_management.png

2) Select the event record.

select_draft_or_published_event_only.png

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

Add_Workshop_Presenter.png

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.

workshop_presenter_added.jpg

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

workshop_has_been_added.jpg

 

Add Event Resources

  1. From the Home Page, select Events.

    event_management.png

  2. Select the event record.

    select_draft_or_published_event_only.png

  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.click_upload_file_or_drag_and_drop_file.png
      • Use Add Files if you are adding a file previously saved in the system click_Add_Files_not_Upload_Files.png
      • 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.
        search_field_checkbox_and_click_Add.png

         

Adding an Event Main Image

1) From the Home Page, select Events.event_management.png

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

select_draft_or_published_event_only.png

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

Upload_New_Image_in_an_Event.png

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

upload_file_or_drop_file.png

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

file_uploaded_in_the_system.png

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.

remove_or_replace_and_then_click_Next.png

 

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.

event_record_page.png

arrow.pngevent_landing_page_online.png




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