Adding Events to Presence
Summary
TLDRThis tutorial guides users on how to add an event in Presence, a platform for organizing and managing events. It covers the process from accessing the main dashboard, creating an event, and inputting details such as name, club, description, date, time, and location. The script also explains how to handle both in-person and virtual events, upload flyers, add contact information, assign relevant tags, and share additional information. It concludes with instructions on setting event visibility for members and submitting the event for approval, noting the approval schedule.
Takeaways
- 📝 Start by accessing your main dashboard in Presence and select 'Create' to begin the event creation process.
- 🎭 Specify the event details such as name, club, and a brief description, including the type of event like 'hat making'.
- 📅 Input the date, time, and end time for your event, using either the dropdown or manual entry.
- 📍 For in-person events, provide the room location; for virtual events, include the Teams link and mention it's virtual.
- 📎 Upload a relevant flyer or image that represents your event to enhance visibility.
- 💬 Include contact information for any inquiries, though it's not mandatory.
- 🏷️ Add relevant tags to categorize your event, such as 'career-related', 'first-year experience', or 'student organization meetings'.
- 🔗 If there's additional information or a website link, include it in the appropriate section for more details.
- 🔒 Use the 'Hidden from non-members' option for events exclusive to club members, making the event visible only to those on the roster.
- ⏳ Submit the event for approval, keeping in mind that approvals are processed Monday through Friday.
- ⏰ Ensure timely submission, especially for weekend events, to avoid delays in approval.
Q & A
What is the first step to create an event in Presence?
-The first step is to go to your main dashboard and select the 'create' option followed by 'event'.
Is it necessary to specify the type of event, such as in-person or virtual, when creating an event?
-Yes, you need to specify if the event is in-person or virtual, as this affects how you input the location and whether you include a Teams link.
What information is required when creating an in-person event in Presence?
-For an in-person event, you need to provide the event name, club, a brief description, date, time, and the room location where the event will take place.
How should you handle the location field for a virtual event in Presence?
-For a virtual event, you should paste the Teams link in the location field and mention that it's a virtual event in the description.
Can you upload a flyer or an image for your event in Presence?
-Yes, you can upload a flyer or search for an image related to your event by using the upload feature in the event creation process.
What is the purpose of the contact information field when creating an event?
-The contact information field is for providing a point of contact for anyone who may have questions about the event, though it is not required.
Why is it important to add tags to your event in Presence?
-Tags help categorize the event, making it easier for users to find events related to their interests, such as career-related, dialogue, or food events.
What does the 'hidden from non-members' option do in Presence?
-The 'hidden from non-members' option makes the event visible only to members of the club, not on the main events page for the general public.
How should you handle events that are exclusive to club members or staff?
-For exclusive events, after filling out the event details, you should check the 'hidden from non-members' box to ensure it's only visible to members or staff on the roster.
What is the final step after filling out all the details for an event in Presence?
-The final step is to hit 'submit for approval' to have the event reviewed and approved by the system administrator.
Are there any considerations regarding the timing of event submissions in Presence?
-Yes, event submissions should be made during the week, as the system administrator only works Monday through Friday, and submissions over the weekend may not be approved in time.
Outlines
📝 Adding an Event in Presence Dashboard
This paragraph provides a step-by-step guide on how to add an event in the Presence platform. It starts with accessing the main dashboard and selecting the 'create' option followed by 'event'. The process involves entering the event's name, club, and a brief description. Details such as date, time, and location are crucial, with options to specify if the event is in-person or virtual. For in-person events, the room location is necessary, while virtual events require a Teams link. Uploading a relevant flyer or image and providing contact information for inquiries are also part of the setup. Tagging the event with relevant categories helps in categorizing it for different types of events like career-related, dialogue, or food events. Lastly, the paragraph discusses the visibility settings for events, such as making them hidden from non-members, and the importance of submitting the event for approval during working days for timely processing.
Mindmap
Keywords
💡Event
💡Presence
💡In-person event
💡Virtual event
💡Flyer
💡Contact Information
💡Tags
💡Hidden from non-members
💡Club
💡Approval
💡Roster
Highlights
Introduction to the process of adding an event in Presence.
Accessing the main dashboard and initiating the event creation.
Entering event details such as name, club, and description.
Specifying the event type as in-person or virtual with appropriate details.
Setting the date, time, and end time for the event.
Entering the physical location for in-person events.
Providing a Teams link for virtual events and indicating it in the description.
Uploading a flyer or relevant image for the event.
Searching for and uploading an image or GIF if a flyer is not available.
Adding contact information for event inquiries.
Assigning tags to categorize the event, such as career-related or food events.
Highlighting the importance of the 'student organization meetings' tag for club meetings.
Including additional information or website links for more event details.
Choosing the 'Hidden from non-members' option for internal club events.
Ensuring visibility of the event only to club members and staff on the roster.
Submitting the event for approval and noting the approval process's working days.
Advice on submitting events in advance to ensure weekend approval.
Closing remarks and sign-off.
Transcripts
today we're going to talk about adding
an event into presence
i'm going to share my screen really
quickly
so in presence once you're on your main
dashboard you'll go over here to create
and hit event
if your event is an in-person event
you'd easily put in the name of your
event
your drop down of your club a little bit
about your event so maybe we're gonna do
hat making
[Music]
um
obviously spell everything correctly you
go to date time location
you'll find the date say it's then and
you can edit the time you can either
drop down the time
here or you can put in the time manually
and then you make your end time
and if the event is in person you go
ahead and write where your room is
is going to happen for your event and if
it is virtual this is where you would
now
paste your team's link so you paste a
long court
link in that location and then make sure
to mention that it's a virtual event
somewhere in here
you're going to upload your flyer so if
you have a flyer you can just go right
here
and upload it to your computer from your
computer and if you don't you can search
a image that is similar to your event
you're also welcome to upload something
that's maybe not a fire but maybe a gif
or something like that
you can put in contact information so if
anyone has a question um they can get in
contact with you but it's not required
here's where you'd add in tags make sure
you look through the different types of
tags to see if your event is career
related
or dave dialogue related maybe it's a
first year experience event or a
food event if nothing else you should
always look
the student organization meetings is an
important one as well
as you will be putting all of your club
meetings in this as well
so if you have other information you'd
like to share with people maybe a link
to a website that has more information
that's where this would go
and then down here at the bottom if it's
something that is just a
general meeting or an on rehearsal or
something that's just open to your
members
you're gonna go ahead and click hidden
from non-members and what that means is
it won't show up on the main events page
but it will show up for anyone who's a
member of that club so
if you are a sac member and you just
need to put in a sac general meeting
you would do that and then the hidden
members button would get clicked and
then just staff members who are on your
roster will be able to see the event
once you've filled all your spots out
you're going to go ahead and hit submit
for approval
as a reminder i only work monday through
friday so
if you have an event on sunday make sure
you get that in during the week so i get
a chance to approve it or else it won't
get approved over the weekend
all right have a good one
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