To create an event, you need to go to the Events Management page and click the
Add Event button at the top of the page.
You will be taken to a new page with a box containing four drop-down sections.
- Event Details
- Event Occurrences
- Other Event Settings
- Events Materials
Click the + button to the left of the section heading to open and complete.
Click the - button to minimise the section.
Event Details
Title: this is the title or name of the event.
Description: this is where you enter the description of the event, e.g. what it is about and any other information you think potential delegates should or might want to know.
Event Group: select the relevant Event Group from the drop-down menu. There must be an event group for each event.
Event Group Category: select the relevant Event Group Category from the drop-down menu. This is where you can further categorise your groups, e.g. levels or types.
Type: enter the type of event it is here (the wording is down to your own discretion), e.g. Seminar/In house.
Contact: this is where the contact information for the event goes.
Category: select the relevant category from the drop-down menu.
Duration Type: select the relevant duration type from the drop-down menu.
Terms & Conditions: here you can select specific terms and conditions which are applicable to this event or just keep the default terms and conditions.
Certificate: this will always be set to default unless you run multiple certificates. You will need to choose the correct certificate if you have multiple options.
Certificates are always set up by Phew.
For more information on certificates click here.
Event Occurrences
This feature allows you to add multiple occurrences of the same event, to save having to input all the information multiple times (even if the same event is being held but at a different location) and facilitate your reporting.
Running an event over a number of days? Add multiple days and times to an occurrence by using the '+ Add Date and Time' button.
Running an event over multiple days?
You will notice some of these fields are like the ones in Site Settings.
The Site Settings are for all events as a standard-setting if there is nothing else entered, these fields are specific to the event or occurrence you are creating.
To go into further detail on occurrences select here.
Prerequisite Events
When building the course, you are able to set and maintain the rules that govern the prerequisite requirements for booking on to each specific event.
For example, if you are setting up a course entitled XYZ Level 2, your prerequisite would be that the delegate has completed XYZ Level 1 within the last 6 months.
You are able to set as many prerequisites as needed using the 'add rule' button. The perquisites tool also has an and/or feature, e.g. - a delegate needs to have complete XYZ Level 1 or XYZ Level 2 before booking onto XYZ Level 3, but you could also set the prerequisites to be that a delegate has to have complete XYZ Level 2 and ABC Level 1 before booking onto XYZ Level 3.
Other Event Settings
Event Published Date: the date that the event is published on the website.
This is a feature that is for reporting purposes to track the event
demand from date published.
Booking Close Period (days): this is where you enter the number of days before the event that you want booking to close, e.g. if you wanted to not allow people to book onto an event as of five days before the event was being held, you would enter 5 here.
It is possible to select for a booking to be on the same day.
Cancellation Period (days): is the amount of time before the event is being held that people must cancel, e.g. if you wanted people to not be able to cancel with the 14 days before the event, you would enter 14 here.
Reminder One (days): how many days before the event you remind the delegates for the first time via an auto-generated email and receive their pre-event materials
Reminder Two (days): how many days before the event you remind the delegates for the second time via an auto-generated email.
This Event is Free: you can tick this box if the event is free. If you tick this, invoicing information will not appear on the reporting for this event. If you have the feature Payment Group ticked This Event Is Free tick box will not display.
Private Event: this is where you can make an event private so that it is only available to people if you send them the direct website link.
If you are logged into the preview screen, then you can get access to the
URL for events to send to delegates.
Allow Waiting List: if you would like a waiting list functionality, tick this
box. This will allow delegates to add themselves to a list in case someone else cancels off that occurrence.
Allow future Notifications: as the organisation adds another occurrence they will be notified.
Evaluation Required: tick this box if you require delegates to complete an evaluation form before they receive their certificate (these are the same throughout evaluations and eLearning).
QR Code Check-in: mobile app website to allow trainers to mark delegates as attended on the day of the event via online register or QR code scanner.
QR Code check-in: this is only available to you if it is part of your package.
Notify Did Not Attend: tick this box if you want the functionality to be able to send this e-mail.
Booking confirmation email: this is where you would type a confirmation for this event.
Did Not Attend Email: this is the email that will be automatically sent to delegates if the above box is ticked.
Reminder Email: this is the text email that will be sent to delegates on the days specified under Reminder One and Reminder Two.
All emails will be the default ones already created unless you wish something different for the specific event.
Assign Users: this will list will only show the trainers.
Event Materials
This means that you can make it possible for delegates to access pre and post event materials that may aid them for the event or after the event.
Pre-Event: this allows you to add any documentation for the delegate to peruse before the event. These are given to delegates once they are signed into an event and will be available if they login to their account.
Post Event: this allows you to add any documentation for the delegate to
peruse after the event.
If you are stopping people from progressing, they must first complete their
evaluation in order to gain access to any post-event materials.
Still, looking for further information?
Email us at support@phew.org.uk and we will be able to give further clarification on any questions.