An event draft serves as a prepared basis for creating an event. Master data, content, registration details and dates can already be entered in the draft. The new draft is then displayed in the overview of event drafts. The draft can be saved and created as an event at a later date, or created as an event and published straight away . A draft can only be used once (i.e. created as an event or created and published). After that, it is considered to have been “created” or “created and published” and can no longer be found in the drafts (only under the filter ‘Event created = yes’, but it cannot be reused here either; nor will any changes made to the ‘original’ draft be applied retrospectively to the created event. Unless the event that was originally created as a draft is deleted, in which case the draft can be edited again and created, or created and published.)
Create event: All details from the event draft, except for the owner, are transferred to a new event. The event is not published initially and is therefore not publicly accessible either in the event overview on the front end or via a direct link. If the direct link is accessed, a 404 error page is displayed. Publication can be enabled later in the event form under the ‘Classification’ section.
Create and publish an event: All details from the event draft, except for the owner, are transferred to a new event, and the event is published immediately. It can then be accessed via the selected event lists and via its direct link.
When creating an event, the details from the draft are transferred to the new event. Once created, an overview of the event is available, where you can view the data that has already been entered and decide whether to add further master data or data in the event form section. However, from the moment the event is created or created and published, the event draft and the event are independent of one another. Changes made to the draft are not subsequently transferred to the created event. Deleting a draft (under the filter ‘Event created = yes’) does not automatically delete the event created from it. The draft remains available in the event drafts if the filter is set accordingly (“Created” -> “Yes”). It is not possible to create a new event from the draft. However, if an event that has been created or created and published is deleted, the event originally created as a draft becomes available again in the event drafts. Using the filter (“Created” → “No”), the event draft can be located again and the event can be created or created and published once more.
Form fields
Title: The title of the event draft is automatically generated from the selected organisers, target groups and categories. This field cannot be edited manually. Changes to the underlying details are reflected in the title. The title is only updated when the draft is saved. In the Configuration > Settings section, you can change the name template used to generate the name.
Individual event details: Depending on the configuration of the client’s individual event details, all available individual event details (=fields) are displayed here. These labels and available options are created in the Master Data > Event Details section.
Categories: Assign a category to the event draft. The categories are used to classify the event by content and can later be used for filtering in the event and detailed search. Categories are defined in the master data under ‘Event Categories’.
Target groups: Select a target group for which the event is intended. This assignment is carried over to the event created from this and can be used for filtering in the event and detailed search functions. Target groups are defined in the Master Data section under ‘Target Groups’.
Venues: Select one or more venues where the event will take place. The selected venues are carried over to the event created from this and displayed in its details view. Venues are defined in the master data under the ‘Venues’ section.
Organisers: Select one or more organisers who are responsible for the event. The selected organisers are carried over into the event created from this and displayed in its details view. Organisers are defined in the master data under the ‘Organisers’ section.
Description: Enter a detailed description of the event. The content is transferred from the draft when the event is created and can subsequently be edited independently in the event form. The integrated editor offers you various formatting options.
Event lists: Select the event lists in which the published event is to be displayed. If no event list is selected, the event will not appear in any list. However, a published event can still be accessed via its direct link. Event lists are defined in the master data under the ‘Event Lists’ section.
You can also create the master data mentioned above directly in the draft using the ‘New’ button.
Registrations: Specify whether and how interested parties can register for the event.
- None – display the event only: The event is displayed for information purposes only. Registration via Campus Events is not possible.
- Via external website: Registration or booking takes place via an external system. To do this, enter the full address of the external website in the ‘URL to external booking system’ field.
Dates: Enter at least one date for the event or add dates via a date series. The dates created are transferred from the draft when the event is created and can subsequently be edited in the event form.
Owner: Assign an owner to the event draft. By default, the currently logged-in user is preselected. You can select a different user via the drop-down menu. The owner is the user who created the event draft and is responsible for it.
Note on permissions:
| Events > Event Draft Administrator | The Event Draft Administrator role extends visibility to include event drafts created by other users. |
| Events > Event Draft Owner | Authorises the user to create and edit event drafts. |
Create tasks and ticket restrictions
Tasks
After creating or creating and publishing event drafts, predefined tasks for the event can be generated in the Tasks tab based on a task group and assigned to a user. The task groups and assigned tasks are managed under the Tasks menu item.
The Tasks overview displays all tasks that have already been created for the event. If no tasks exist yet, a corresponding message appears.
One or more pre-defined tasks for the event can be created via the “Generate new tasks” section.
Task group: Select the required task group. A task group contains one or more predefined tasks. The number of tasks it contains is shown in brackets after the name.
Assigned to: Select the user who is to be responsible for the tasks created.
Clicking the “Create Tasks” button creates all tasks from the selected task group for the event and assigns them to the selected user. They are then displayed in the task overview.
Ticket Restrictions
In this section, you can directly set a ticket restriction for the event created from the drafts. For further information, please refer to the chapter ‘Ticket Restrictions’.