Adding Events to Presence

MCLAedu

19 Jan 202102:58

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

00:00

📝 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

An event in the context of the video refers to a planned occasion or activity, typically organized by a group or organization. It is central to the video's theme as the entire script revolves around the process of creating and adding an event in a platform called 'Presence.' The script provides a step-by-step guide on how to input event details such as name, date, time, and location.

💡Presence

Presence is the name of the platform where the event is being added. It is a digital space that facilitates the organization and management of events. The script mentions navigating through Presence's dashboard to create an event, indicating its importance in the video's instructional narrative.

💡In-person event

An in-person event is a gathering that takes place at a physical location. The script differentiates between in-person and virtual events, providing specific instructions for each type. For in-person events, the script instructs to include the room location where the event will occur.

💡Virtual event

A virtual event is conducted online rather than at a physical location. The script explains how to indicate a virtual event in Presence by pasting a Teams link into the location field and mentioning the event's virtual nature in the event description.

💡Flyer

A flyer is a promotional document, often distributed in print or uploaded digitally, to advertise an event. In the script, uploading a flyer is part of the event creation process, allowing event organizers to share visual information about their event with potential attendees.

💡Contact Information

Contact information refers to the details provided so that interested individuals or attendees can reach out with questions or for more information. The script emphasizes the optional nature of this step in the event creation process, but highlights its utility.

💡Tags

Tags are labels or keywords used to categorize and filter events in the Presence platform. The script advises looking through different types of tags to ensure the event is properly categorized, which aids in searchability and organization.

💡Hidden from non-members

The term 'hidden from non-members' refers to an event visibility setting in Presence. The script explains that by selecting this option, an event will only be visible to members of the club, making it a private or exclusive gathering within the platform.

💡Club

A club in this context is a group or organization within the Presence platform that hosts events. The script mentions selecting the club from a dropdown when creating an event, indicating that events are often associated with specific clubs.

💡Approval

Approval in the video refers to the process where the event details are submitted for review before they become publicly visible on the platform. The script reminds users that approval is required and operates during working days, emphasizing the importance of timely submission.

💡Roster

A roster is a list or register of members, typically used in the context of organizations or clubs. The script mentions that staff members on the roster will be able to see the event when it is set to be hidden from non-members, indicating the roster's role in managing access to events.

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.