Engage allows you to set up a listing of predefined locations that students can select from when creating their event. These locations can also be used in conjunction with an integration of your EMS system on campus, which you can learn more about here.

Creating a Location

To begin populating your Event Locations, first head to the Admin view in the Switchboard, followed by clicking Events in the grey navigation, followed by Event Locations. If you do not see Event Locations in your list, contact your campus consultant to have it enabled.

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Clicking Create Location will begin the process of gathering details about the location. Fields marked with a red asterisk (*) are required, while all other fields are optional.

 

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Setting an option for the Request Access section will determine whether or not it will appear in the location search while creating an event for that user:

Group Definition
Any User Any User is allowed to request this Location when proposing an Event
Administrators Only Only Administrators are allowed to request this Location when proposing an Event *
No Requests No Users are allowed to request this Location when proposing an Event
  • You can also allow certain positions to reserve space as an admin in the position template.

You can also provide contact information for the space, listing a contact name, phone, email, and any additional information. Once you've got what you need filled out, click Create at the bottom of the page.

Now that the space has been created, you can follow the instructions below to add an image and manage users that should be notified when the room is selected!

Modifying a location

After a location has been created, you can make any edits as you need, as well as provide additional details not covered during creation. For instance, you can provide an image for the space and also choose users to be added to the reviewers or notified when that space is selected.

To begin editing a space, simply click the name of the location from the Event Locations list. This will load the Properties tab of the event, where you can edit any of the initial details about the space. When you've finished making changes to this page, be sure to click Update at the bottom of the page to save your changes.

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In the Images tab, you can choose to upload an image of the location. Simply click Choose Files to select an image file (PNG, GIF, JPEG) and then chose to either Upload the individual item or Upload All.

 

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In the Access List tab, you can select users whom you wish to receive access to review any Submission for an Event proposed to occur at the location you are editing. This is so that they are able to approve or deny any space requests, as well as added as a reviewer to those event requests. You can search for a particular user, add them by clicking the green "+" next to their name, or remove a user by clicking the red "X" next to their name in the Assigned Users list.

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In the Notifications tab, you can add the users whom you wish to receive a notification when a Submission is received for an Event proposed to occur at this Location. Only users with the appropriate level of permissions or those listed on the Access List will be able to review Submissions.

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For your convenience, users added to the Access List are automatically added to the notifications tab, however, you may still remove these individuals if you do not wish them to receive notifications. As mentioned above, you can search for a particular user, add them by clicking the green "+" next to their name, or remove a user by clicking the red "X" next to their name in the Assigned Users list.

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