Event Overview
You can find the events overview in the left-hand navigation bar under Events > Events. This section is used to create and manage events for each client.
All events are managed centrally in the event overview. Here, you can find, filter and open existing events, and edit them further depending on your permissions. The overview is the central entry point for managing current and planned events. From here, actions lead to editing, viewing, participant management and other event-related areas. The event overview can be sorted in ascending or descending order by column, provided the column is not highlighted in black.
The following information is displayed in the event overview:
Tasks
Uncompleted tasks assigned to the event.
Event lists (→ see Master Data)
A list of the event lists in which the event can be found (e.g. public).
Event No.
The event number is optional. For fee-based events (booked via the shopping basket), this appears on invoices. The event number is set in the event editor in the ‘Basic Configuration’ section.
Event heading/name
Titleof the event. The name is set in the event form under the ‘Basic configuration’ section.
Event period
The period during which the event takes place. For multi-day events or event series, the first and last dates are displayed. Event periods are set in the event editor under the ‘Dates’ section.
Participants
The number of participants is displayed here using a traffic light system (from left to right): minimum number of participants, current number of participants and maximum number of participants.
The display is colour-coded depending on the status:
red = minimum number of participants not reached or more participants than the set maximum.
green = more participants than the minimum number: the event will go ahead.
orange = maximum number of participants reached: you may need to organise a larger venue.
Clicking on the pill icon takes you to the event’s participant overview.
Registrations
Depending on how the registration type is configured, the selected option will be displayed.
- None
- Quick registration
- Order
- External website
Publish event
- Yes – The event has been activated and is ready to accept registrations.
- No – The event is deactivated. The event page cannot be accessed and no registrations are possible.
You can change the status by clicking on the dot. This status can also be changed in the event settings.
Cancel event
- Not cancelled – The event is going ahead.
- Cancelled – The event has been cancelled.
Clicking on the ‘Not cancelled’ label opens a confirmation dialogue box that clearly explains the consequences of cancellation and offers various options. There is no automatic rebooking, transfer of participants or ticket generation for the alternative date. Cancelled events display the date of cancellation as a tooltip. It is no longer possible to edit the field directly. When cancelling an event, there is an optional free-text field in the dialogue box for the reason for cancellation. This is made available in the email template via the placeholder E_CANCELLATION_REASON and is also displayed in the cancellation notice on the event details page. Replacement events can be selected from a drop-down menu. All published, non-cancelled events for a client are listed in the drop-down menu. Replacement dates are maintained in the event form for an event that has already been cancelled. The alternative dates must first be created as events and can then be selected as alternatives. Event participants are not automatically notified by email. If required, those on the waiting list can be contacted manually using the mass email function in participant management. Events remain published even if they are cancelled.
Event marked as completed
By default, only active events are displayed in the event overview – those with the status (Completed = No).
Completed events are hidden in the list view of events, but can be displayed by filtering for completed events. The filter must be set to (Completed = Yes), then click ‘Filter’ to apply the filter.
After the final date of an event, the status is automatically changed to “completed”. In other words, (Completed = Yes).
Archived
By default, the event overview displays events that are not archived or have the status (Archived = No). Events are archived by default after 365 days. This value can be adjusted in the system settings via BrainAppeal. Archived events can no longer be edited. As soon as an event is archived, it is given the status “Archived = Yes”.
Editor of theevent
The event manager is the person responsible for maintaining and managing an event. Depending on their permissions, they can create, edit and manage the event organisationally. All backend users of the respective clients can be selected. The dashboard features a ‘My Events’ tile, which displays the events associated with the logged-in user (for which the user is listed as the ‘Event Manager’) and allows the user to be redirected to an event via a quick link.
Client
Displays the client associated with the event. The column becomes visible as soon as a user either has the necessary administrator rights or has access to multiple clients.
Actions
In the “Actions” column, you will find links to the most important sections of the selected event. This allows you to switch quickly between the various administration views without leaving the event overview.