Engage administrators have the ability to determine the event request and approval process for events created by organizations. You can access your event settings by logging into your campus site, clicking on the Admin view of your Switchboard, and then clicking on the Events drop-down menu.
Creating the Event Form
You have the option to require users to fill out an additional form when requesting to create an event. Remember that Engage already collects basic details about events, like the event name, date, time, and category when users create events. Your event form allows 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 event form is in addition to any Additional Fields you create for events.
To edit your event form, click on Event Form in the Events drop-down.
The first tab you will see is called Properties. Your first step will be to create or edit your Event Form, which you can do by clicking Edit Form. Your form will be set to Inactive by default. Once you select Active, the event form will begin collecting data for every event submission on your campus. Within the event form builder, feel free to utilize any form questions or logic conditions to make sure you are collecting the information you need. For information about building forms, view this article.
Adjusting Event Form Settings
The "Access List" is a list of users who have access to view any event form submission. Access list users will be able to see each submission, but they cannot review submissions unless given the appropriate level of access or listed as reviewers. Click Access List to indicate individuals whom you wish to receive access to review any Event Submission. Search for the appropriate individual by name and click the green plus sign to the left of each individual to add them to the Access List.
The “Notifications” tab allows you to create a list of users who will receive an email notification each time the event form is submitted. Keep in mind that notified users need to have access to manage events if you also want them to serve as event reviewers or managers.
To add users to the Notifications list, search for the appropriate individual by name. Click the green plus to the left of each individual to add them as a notified user. Users added to the Access List will be automatically added as Notified users, but you can remove from if you do not want them to receive notifications.
Reviewers are users who have access to make comments on event submissions, as well as to make suggestions about whether or not the event form should be approved or denied. Reviewers do not get to make final decisions about the event form, but are there to provide additional feedback for administrators.
To add reviewers to the event form, click on Add Reviewer. Search for the user by name. Once you have selected the reviewer, you can 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.