Creating an Event

Owned by Richard Larcombe
Last updated: Jun 09, 2022 by Alice Wharton
6 min read

How to create and customise an Event.

This article will explain how to create and customise an Event, as well as all the different features available when creating one. 

What is the different between an 'Event' and a 'Session'?

  • An event is the core structure.

  • Whereas an Event can have multiple different sessions.

  • Sessions can be at different times or locations.

  • E.g., You might have an Event called 'Health and Safety Training', but there might be different sessions of this. One session might be delivered in Meeting Room 2, but another session containing the same training might be held in an external location at a different office. 

How to create a Basic event

  • When you click to add an Event, the first screen that you see will be to create a 'basic' Event.

  • See an example Event below:

 

Setting Total time

  • A few different ranges of time are already available for you to select.

  • But there is also 'Custom', which allows you to create your own specific amount of time (see example below).

 

Creating more Advanced Settings

  • By selecting 'Advanced settings', different settings will be made available to you.

  • You can customise your Event even more.

 

Visibility 

For further information about visibility, please read the following article: https://support.learnamp.com/knowledge/choosing-the-visibility-of-learnlists-and-items

 

Notifications 

If you do not wish to send any notifications about this Event, then select the following:

If you do wish to send notifications, you can easily select who will be notified and what kind of updates they will receive:

 

Permissions

  • When you are adding or editing an Event, you can decide who else will be able to edit it.

By default, users with a role of owner, admin or curator are able to edit Events. 

However, if you would like additional users to have edit Permissions for the Event too, then you will be able to add them by searching for their names. 

 

Time window

  • You can set a date for an Event to go live.

  • You can set a date for the Event to expire. Expiry date is a particularly useful feature for Events, as you can make sure that once they've happened, they no longer show up and create confusion.

 

Reminders

  • Being able to set reminders is a feature that is unique to Events in the Learn Amp system.

  • It is a very useful tool, and we recommend using it - so that attendees do not forget about their upcoming Events.

  • You can set several different reminders, if you so wish.

 

Note: If the Event is happening sooner than the reminder has been set for, the system will send out only the available reminders, e.g., if you create an Event which is happening in two days time but you have set a reminder for seven days before, then a reminder will not appear. 

Choosing a host and session specific details

Host: This will be the person who is hosting or in charge of the Event. You can only select one person for this.

Session specific details: Any extra details which are specific to this session. They will be included in reminder emails. (e.g., Please bring your laptop to this session).

 

Choosing an Event location

When creating an Event you will see that there are different location types you can select from. 

Link

  • Particularly useful for an online meeting or webinar.

Map location

  • Enter an address and a Google Maps lookup will be performed.

Free-text

  • Enter any text. 

  • Particularly useful if the location is not an address, but is something like a meeting room.

Zoom link (video conference)

  • Learn Amp has an integration with Zoom. 

  • Select the name of the Zoom host whose meeting room will be used, and the Zoom conference will be launched through Learn Amp.

  • The Zoom link will become available to the attendees five minutes before the event.

For further information about our Zoom integration, please read the following article: https://support.learnamp.com/knowledge/zoom-integration-info

Selecting when the session takes place

  • If you want a one-off session then simply select when you would like the session to start and end.

Setting a session to recur

  • If you want a session to recur, you can select how often you would like it to recur.

  • This setting is useful for meetings which happen at the same time every week, or even weekly social events which might happen every Friday after work.

Selecting how many spaces are available 

Unlimited

  • If there is no limit to how many people can attend this Event, select 'unlimited'.

  • This may be useful for Events such as webinars.

Limited 

  • If there is a limit to how many people can attend this Event, select 'limited'.

  • This might be the case if there are only 50 spaces in the meeting room where the Event is to be held, for example.

Reserving spaces for admin enrolment

  • This setting is for if you need to reserve a set number of spaces for admins.

  • If you have a total of 50 spaces for the event but need to save 10 of these for admins, then only 40 spaces will be displayed as available.

How do users enrol in an Event?

User Enrolment

  • Users sign themselves up to the Event manually.

  • This is useful for company social events or events which would be useful to a wide range of audiences.

Admin Approval

  • Users can request to attend the Event, but the admin will have the power to accept or deny requests.

Admin Enrolment Only

  • Users will not be able to sign themselves up for the Event.

  • Only admins will be able to invite users to attend the Event.

 

Coming soon! We are currently working on installing a 'waiting list' feature. 

Adding an enrolment deadline

  • If you wish, you can set a deadline for when users have to enrol by. 

  • This is useful for some types of Event e.g., a company meal out at a restaurant, where the admin has to know how many places to book at the table.

 

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