By default, Engage already collects basic details about events, like the event name, date, time and categories when users create events. However, you have the option to require users to fill out additional custom fields specific to your administrative branch when requesting an event. Remember that your Branch Custom Fields allow you to collect additional data, helping you as an administrator make informed decisions about the events you are reviewing. This is a perfect time to have users upload catering requests, ask about A/V equipment needs, discover the security needs of the event and so many other possibilities! The branch custom fields are in addition to any Additional Fields your campus creates for events at the community level.

Creating the Event Submission Process

Engage branch administrators have the ability to determine the event request and approval process for events created by organizations underneath their branch. You can access your event submission process settings by switching to the Manage view and opening your branch, then clicking "Event Submission Process."

The first tab you will see is called Form. You will first see the Standard Event Details, which show you every question hard-coded into the basic set of details requested from users. This section will also expose your campus's Additional Fields. Remember that additional fields for events are configured at the community/Admin level and are consistent across campus.

To request information specific to your branch, click "Edit Custom Fields." This will take you into the Engage Form Builder. Within the event form builder, utilize form questions and logic conditions to make sure you are collecting the information you need. When you are ready for these fields to be filled out, switch the fields from inactive to active to ensure data is being collected during the submission process.

A screenshot pointing to editing custom fields on the event submission process setup

Adjusting Event Form Reviewers

Adding reviewers to all submissions or by conditional logic

Switch to the Reviewers tab to manage the reviewers for your branch's event submission process. Any user added to the Reviewers list will automatically be given the ability view and comment on event submissions. These users will also receive notifications upon event submission. To add reviewers to the event form, click on the blue + icon. 

A screenshot pointing to the add reviewer button on the reviewer tab of the event submission process configuration screen

Search for the user by name. When you add a reviewer, you will also see an additional option to give the user the ability to "vote" on event submissions. If you give the user the right to vote, you are giving them the additional ability to give a "thumbs up" or "thumbs down" recommendation for the event. Keep in mind that reviewers do not get to make final decisions about the event form, but are there to provide additional feedback for administrators. 

You can also add Reviewer Conditions that have to be met in order for a user to be added as a reviewer to a request. Reviewers can either have access to review all events, or only events under certain conditions. You can set up conditions For example, you may decide that your campus security officer only needs to review events with attendances over 100 students, or that your catering department only needs to review events that have identified needing university catering. When you select "Events with ALL of the following conditions," the event form must meet all of the following conditions for that specific reviewer to be notified. Selecting "Events with ANY of the following conditions" will notify that review as long as one of the listed conditions is met. 

a screenshot displaying a reviewer with conditional logic such to add them to a submission when an event is on campus OR off campus - out of town

Each of your selected reviewers will appear in a list that shows if they have the right to vote or if their access is view-only, and if they have access to all events or only events with certain conditions.

Adding reviewers by position template

You also have the option to add event reviewers based on the position template they hold within an organization. This setting is only available for position templates at the administrative branch level, and not for organization-created positions.

The option to enable your Position Template as an Event Reviewer has been moved to the Reviewer List for your branch's Event Submission Process. Additionally, if you need your Position Template Event Reviewers to approve/deny event submissions, you made add them as an Event Submission Manager via the Event Submission Manager List for your branch’s Event Submission Process.

  • Existing Position Template Reviewers will appear in the Event Reviewer List and can be edited from there. 
  • Position Template Reviewers can now be customized just like individual Reviewers, allowing for conditions and voting abilities to be toggled on or off. 

Event Submission Managers

A Submission Manager is a new role that allows you to further streamline your Event process. Submission Managers cannot edit or alter the configurations of your Event process, but they can take final action, edit, view, and comment on all approve, deny, and edit all Submissions. The Submission Manager also has access to your past Event Submissions to view historical event information.

  • Submission Managers can view and comment on all Submissions (Pending, Approved, and Denied) as well as approve, deny, and edit Pending Submissions. 
  • They do not automatically receive notifications of new Submissions. 
  • They do not get access to alter your Event Submission Process – they will only gain access to all past and current submissions in the relevant Event process. 
  • Like Reviewers, Submission Managers in your Event Submission Process can be individual users or Position Template holders. 
  • The Submission Manager list will also contain anyone who is an inherited Submission Manager – meaning they have the abilities of a Submission Manager due to the level of access they are granted (i.e. an all-access site administrator will be added to the list). This will give you a comprehensive list of every user in your Engage site who can Approve and Deny Submissions for your Event process. 

User Submitted Reviewers

You can now utilize Submitter Identified Reviewers for Events. Within your Event Submission Process in your Branch(es), you’ll see a new “Settings” tab where you can enable Submitter Identified Reviewers as well as turn on and off your Custom Questions. 

Your submitters are able to enter up to five email addresses who will be invited to review their individual submission. Right now, only users capable of logging into Engage will be able to review submissions. Any email can be entered by the submitter, but the recipient must log into Engage before they can review the submission.

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