Campus Events Documentation

Campus Events is used by many customers in the education sector. Because it is in daily use, it has established itself as a very stable and reliable software. Even though multi-stage quality checks are carried out to prevent errors from occurring as far as possible, they do happen just like with any other software.

However, it is important that feedback and errors are taken seriously and are rectified quickly depending on their severity.

The abbreviation SaaS stands for Software-as-a-Service. This means that the hosting and operation of the application software is handled by the provider. Operation no longer plays a role for the user or their IT department. The provider takes care of installation on a web server, commissioning, hosting and the provision of updates.

The advantage: everything comes from a single source, there is one point of contact, the software is matched to the hardware and all processes are optimised. A monthly flat rate is charged for the operation of the application, storage space, certificates and all updates.

In contrast to SaaS, on-premise hosting takes place on the customer's servers. This means that the customer must provide a technically suitable server and operate it permanently. In addition, access for Brain Appeal must be set up to enable support or updating of the application.

In addition to constant updates for bugs and security, the underlying software and the associated server components must also be replaced or updated approximately every two years.

To ensure secure operation, all components must always be kept up to date and the systems must remain compatible with the application. With on-premise hosting, this work is the responsibility of the customer. Due to the customer's individual circumstances (processes, infrastructure), a higher monthly flat rate is usually charged for support and the installation of all updates than with SaaS.

Our honest answer is: SaaS (Software-as-a-Service) by Brain Appeal on servers in German data centres is better than on-premise hosting. Why is that? You can find a list of the "pros and cons" here.

Reliable protection of personal data is an important criterion. Campus Events therefore applies strict standards, starting with data minimisation in the application. This means that, on a case-by-case basis, only the data of participants that is absolutely necessary is requested.

Consent to data processing can also be withdrawn by the participant. In order to comply with the data protection requirements of the EU GDPR and apply the right to erasure of their data, individual or all participants can be irrevocably erased at a central location. If data is distributed across several systems, this is difficult.

Self-developed solutions or the use of Excel files usually do not meet data protection requirements. In the age of digitalisation, a solid and reliable solution is required, particularly with regard to data protection.

It goes without saying that Brain Appeal provides a data processing agreement (DPA). In accordance with Art. 28 of the General Data Protection Regulation (GDPR), this allows Brain Appeal to process data on your behalf.

A user group with backend access rights is required. This authorises the user to access the admin area or backend area.

The System settings entry is activated in the drop-down menu of the user info line on the Campus Events start page. System settings leads to the admin area or backend area.

My profile

The login (with or without institutional access) is available in the top right-hand area. You have the option of entering a new password using the forgotten password function.

Once you are logged in, you can go to "My profile" or to the system settings = the backend area of Campus Events. You can log out using the "Logout" button.

In your profile you will find an overview of your upcoming events, your active programmes, event tickets, order overview, programme overview, watch list and your personal profile data. In the last section you can change your details or password and delete your user profile.

Multilingualism

In the top left menu, you can change the language of the user interface and the backend content. German (DE) and English (EN) are available.

List of all events

The calendar icon "can be used to jump to the list of all events with the status "Published".

Event search

On the Campus Events homepage, you can search for specific events using the "Search" text search field.
The detailed search offers advanced search options to search for events even more precisely.

Click on "Find events" to search for the character string contained in the name or subheading.
If the field is left empty, all events are displayed regardless of the name.

The detailed search on the Campus Events homepage helps to further narrow down the results of the event search and to find specific events. Several search filters can be used simultaneously to further narrow down the results. As the search filters are linked to each other, only those search results are displayed that fulfil all the criteria used in the search filters.

Start date and end date
These search fields can be used to search for events that fall within the event period Start date and End date. If a date field is left empty, events are displayed without a time restriction for this field. If both fields are left empty, events without time restrictions are displayed.

Categories
There is a drop-down list of all available categories that can be searched for. Multiple selection is possible. The system then searches for events that match one of the selected categories. If no category is selected, events from all categories are displayed.

Target groups
There is a drop-down list of all available categories that can be searched for. Multiple selection is possible. The system then searches for events that match one of the selected target groups. If no target group is selected, events for all target groups are displayed.

Organiser
There is a drop-down list of all available organisers that can be searched for. Multiple selection is possible. The system then searches for events that match one of the selected organisers. If no specific organisers are selected, events from all organisers are displayed.

Backend Campus Events

Explanation of terms

List view = Name for the results list of the various Campus Events data records

Batch action = term for the simultaneous editing of multiple data. The batch actions can be applied to several events at the same time, for example. On the left under the event list, there is a drop-down menu to select from the batch actions. Click on one of the actions and then confirm with the OK button next to it to apply the action to the previously selected events from the list.

Multi-client capability = term for several separately functioning areas/departments (called clients) that can be customised and used simultaneously and individually, each without access to the data and configuration of the other areas/departments. However, it is also possible to use data across clients and thus enable cross-departmental use of the data. The creation of clients and the assignment of users to clients is set in the system configuration.

Basic functionalities

Multilingualism

It is possible to change the language of the user interface and backend content via the flag icon in the top right-hand menu.

Create translation for a content element

1. The starting point is an overview of the data records in the backend, e.g. participant details.
2. The appropriate language is selected by clicking on it, the selected language is then highlighted in colour, the other language is greyed out
3. Click on Edit in the Actions column of the desired data record to edit it in the previously selected language.
4. Enter the corresponding content.
5. The changes must be saved before switching to another language, otherwise the changes will be lost.
6. During editing, the selected translation can be changed as described in point 2 for the corresponding data record.

Help texts

By clicking on the question mark symbol in the top right-hand menu, you can display or hide the help texts for all elements of the content page.

Client selection

The clients can be selected via the column symbol in the top right-hand menu. Here you can determine in which client the respective Campus Events content should be saved. The user's authorisation can be used to control how many clients are assigned to the user.

Jump to other Academic Hero apps

The cube icon in the top right-hand menu can be used to jump to the homepages of Academic Hero products.

User administration

The person icon in the top right-hand menu can be used to log out as a user or to navigate to the authorisations of the logged-in user.

Dashboard

The house icon in the top left menu can be used to jump to the Campus Events backend dashboard. Depending on the user's authorisation, various information tiles and tables are displayed here, which have a jump to the respective area.

General filter function

The individual areas can be filtered using the filter function, giving you a better overview.

There are a variety of criteria by which you can filter, for example to display events with a desired selection of criteria in the list view. It is possible to save this selection of criteria in a separate filter. To do this, select the relevant criteria, fill in the filters with the relevant data (e.g. select target groups to filter by from the dropdown) and click on Apply. Then go to Saved filters and click on Save current filter. The saved filter is now available to you and you can switch between the saved filters. Click Reset to reset the display to the standard filter.

Saved filters can be used to call up more complex filter options with a single click. Saved filters can be managed in the configuration and it can be selected whether this filter should act as the default search filter in this application and therefore be used each time the list is called up. You can also define whether the saved filter should be displayed on the Campus Events backend dashboard.

Actions

Various actions are available in all Campus Events areas that can be used to execute processes and navigate within the application. Here is an overview of possible actions in Campus Events:

• New (= creation of a new data record)
• Display (= display of the data record)
• Back to list (= return to the results list of data records)
• Preview (= display of the data record in the frontend)

Create new

The separate New button (top right) can be used to create new content for the currently open page.

Export / Entries per page

Selected content can be exported via the Export dropdown (below the list view). The following file formats are available for export:

• CSV
• XLSX

The Entries per page dropdown can be used to define the entries per page. This number is exported accordingly.

Editing of data records possible/additionally visible for

Visibility

• No access restriction - Every backend user can read, edit and use the data record.
• Client - Only backend users who are assigned to the selected client and have the corresponding authorisations can read, edit and use the data record.

Note: If only one client is assigned to a user, this client is automatically selected for newly created data records.

Also visible for

• All clients: Every backend user can read and use the data record
• Selected clients: Only backend users who are assigned to the selected client and have the corresponding authorisations can read and use the data record.