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 navigating to the Action Center/Manage view.
Creating the Event Submission Process
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.
To edit your custom fields, navigate to the Action Center home for your administrative branch and select "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, 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. 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.
Adjusting Event Form Reviewers
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 on the right hand side of the 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.
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.
When you create or edit a position template, you will see a setting that says "Holders of this position should be automatically added as Event Reviewers." Users holding that position template will be added as an event reviewer for any events submitted by the organizations they hold that position in. For example, if you want every organization's Advisor to serve as an event reviewer for that organization's event submissions, be sure to check the box next to this setting.
If you select that option, an additional option will appear allowing holders of that position template to have final approval or denial on event requests, beyond thumbs up/thumbs down voting capabilities.