Difference between revisions of "Events"

From InsightWiki
Jump to navigation Jump to search
 
(27 intermediate revisions by the same user not shown)
Line 1: Line 1:
Using Events functionality within INSIGHT, you can create and manage various events that are to be held within school.
+
Events is an additional module that allows students and parents to make bookings for events that they would like to attend. Examples include school plays and talent shows. Events is part of the parents evening additional module, which is a bundle that also includes '''[[student events]]''' and '''[[parents evenings]]'''. <br> <br>
  
----
+
As Events is an additional module of Insight, a separate charge applies. Please contact <span class="plainlinks">[mailto:sales@tascsoftware.co.uk sales@tascsoftware.co.uk]</span> for further information. <br> <br>
<br><br>
 
*'''Seat Booking system''' - Allocate an amount of seats to be made available for Students and Student contacts to be able to reserve for an event. Allow Students and Student contacts to book seats for an event.
 
  
*'''Arrange and review seating''' - Book seating on behalf of students or student contacts, review current bookings
+
=Configuration=
  
*'''Limit user reservations''' - Limit the amount of bookings a single user can book for an event.
+
The following role options are required to configure an Event: <br>
 +
''Manage > Manage Events'' (On) <br> <br>
  
*'''Public or Private Events''' - Create 'Public' (Invite everyone) or 'Private' events (By invitation only)
+
==Creating an Event==
  
*'''Dynamic Event ticket creation''' - Dynamic event ticket creation using information entered during creation of an event.
+
[[Image:manage_events1.jpg|thumb|The Manage Events page]]
  
*'''Report on Event Attendance''' - See reports that display event attendance information.
+
To create a new Event go to: <br>
 +
'''Manage > Manage Events''' <br> <br>
  
<br>
+
Click the '''Add''' button at the top of the page. A window will open with four tabs. Enter a '''Title''' for the Event. <br> <br>
=Manage Events=
 
  
To manage events, please click the 'Manage Events' [[File:MngEvntMnuItm.png]] button from the 'Manage' section in the INSIGHT Menu Sidebar.
+
===Details===
  
==Table of Events==
+
Enter the date and time that the Event will take place in the '''Start''' and '''Time''' fields. <br> <br>
In this 'Manage Events' screen you should see a table of events that have been created, if none have yet been created, none will be displayed within this table.
 
  
[[File:EvntTbl1.png]]
+
Use the '''Number of rows of seats''' and the '''Seats per row''' to create a grid of seats for attendees. You can remove seats later if you want to leave a walkway in the middle, for example. If you do not want users to reserve specific seats then you should put all of the seats into a single row. This will disable seat booking and allow users to book tickets only. <br> <br>
  
There are some columns within the table:
+
The '''separate adult and junior''' option allows users to specify whether the seats they are booking are for children or adults. You will also need to specify the maximum number of reservations that can be made. The booking limit is either per user, or per child. <br> <br>
  
*'''Title''' - This displays the Title of the event.
+
When the '''Status''' is set to Design the Event will be invisible to users. Setting this to Booking will make the Event visible to users and allow them to make bookings. The closed status will prevent users from making any further bookings to an existing event, although the Event will not be hidden from users. <br> <br>
  
*'''Start''' - This displays the Date on which the event will take place.
+
===Invitees===
  
*'''Max Bookings''' - This displays the maximum amount of bookings a user can book for the event.
+
By default Events are available to all users. If you do not want the Event to be public, go to the '''Invitees''' tab. Click the '''Add''' button to select the students who are invited to the event. Any users linked to these students will also be invited to the Event. <br> <br>
  
*'''Current''' - This displays the amount of reservations that have been booked for the event so far.
+
Users will not automatically be notified as Events open or as they are invited. You can use the '''Notices''' feature of Insight to send messages to users if required. <br> <br>
  
*'''Per Student''' - This tick box displays whether the booking limitation that has been configured for the event is 'Per student' or 'Per user'.
+
===Ticket===
  
*'''Status_Description''' - This displays the current 'Status' for the event.
+
From the Events page users can print their own tickets. The ticket tab is used to design the layout of the ticket. The following merge fields can be used: <br>
  
==Create a new event==
+
{|
 +
! style="width: 100px; text-align: left" | Merge Field
 +
! style="width: 500px; text-align: left" | Meaning
 +
|-
 +
|{event}||The name of the event
 +
|-
 +
|{seat}||The grid location for the seat e.g. A5
 +
|-
 +
|{start}||The date and start time together e.g. 31/03/2015 17:00
 +
|-
 +
|{date}||The date of the event only
 +
|-
 +
|{time}||The start time of the event
 +
|-
 +
|{title}||The title (e.g. Mr, Mrs, etc.) of the user
 +
|-
 +
|{forename}||The forename of the user
 +
|-
 +
|{surname}||The surname of the user
 +
|} <br>
  
To create a new event, click the 'Add Event' button[[File:Ebtn1.png]].
+
==Advanced Configuration==
  
This will then open a new window in which you will be required to input some details about your new event.
+
===Seating===
  
[[File:NwEvnt1.png]]
+
[[Image:seating_arrangement.png|thumb|A seating layout showing Unavailable and Reserved seats]]
<br><br>
 
  
*'''Title''' - Please type a title for the event here.
+
Select an Event then click '''Seating''' to edit the seating arrangement for that Event. Use the dropdown at the top of the page to select either Unavailable or Reserved. <br> <br>
  
*'''Start''' - This is where you specify the date & time of the event.
+
Unavailable is used to remove seats from the event althogether. Select Unavailable from the dropdown then click on any seat to remove that seat from the Event. This is useful for creating the correct layout if your seats are not going to be arranged in a perfect grid. <br> <br>
  
*'''Number of rows of seats''' - This is where you should specify the number of rows of seats/places that will be available at the event.
+
The Reserved option is used to prevent bookings being made for certain seats. You may want to reserve the front row of seats for staff or a section of seats for people with mobility issues. Select Reserved from the dropdown then click on the seats that you would like to reserve. <br> <br>
  
*'''Seperate adult and junior''' - If ticked, this will ensure that Parents and Students are seated separately.
+
===Linked Events===
  
*'''Maximum reservations''' - This is where you should specify how many bookings an individual user can reserve.  
+
Insight allows Events to be linked together. When Events are linked, users' ticket allowance is spread between all of the events, rather than users having a separate allowance for each Event. <br> <br>
*''Per Student''' This tickbox is for when you wish to specify a limit of bookings per student'
 
  
*'''Status''' - This option is where you specify the current status of the event. There are three status's that can be used.  
+
To link Events together, first create all of the Events that you want to link. The '''Status''' of these Events should be Design. All of the Events must have the same settings for '''per Student''' and for '''Separate adult and junior'''. Once the Events have been created, '''Edit''' them one at a time and go to the '''Linked''' tab. Select the other Event(s) to link it to then click '''Save'''. <br> <br>
<br><br>
 
'''Design''' - The event is being created <br>
 
'''Booking''' - Users can currently book reservations for this event <br>
 
'''Closed''' - The event is not closed and can't be attended <br>
 
''Please change this status as is required and appropriate at each stage of the event''
 
  
==Edit an existing event==
+
Note that linked Events do not need to have the same '''maximum reservations'''. If this is different, the largest number of maximum reservations will be shared across all of the linked Events. However the maximum number of bookings for each event will be defined by the '''maximum reservations''' setting for that event. <br> <br>
  
To edit an existing event, please highlight the event from within the list of events within the 'Event table' <br>
+
=Usage=
  
Then please click 'Edit selected event'[[File:Ebtn2.png]] <br>
+
==Admin/Staff making Bookings==
  
This will then open the 'Event details' window in which various options for the 'Event' can be edited. <br>
+
[[Image:event_seating_layout1.png|thumb|Making a booking for a student or parent]]
  
''Please note that when an event has a status of 'Booking' you will be unable to edit certain aspects of the event''
+
The following role options are required for staff to admin to make bookings for an Event: <br>
 +
''Manage > Manage Events'' (On) <br> <br>
  
==Delete an Event==
+
Bookings can then be made using the following page: <br>
 +
'''Manage > Manage Events''' <br> <br>
  
To delete an event, simply highlight the event. <br>
+
Select the Event that you would like to make bookings for then click the '''Seating''' button (even if your event does not allow specific seat booking). <br> <br>
  
Then click 'Delete event'[[File:Ebtn3.png]] <br>  
+
Use the dropdown at the top of the page to select the person that you would like to make a booking for, then click on the seat that you want to book for that person. If your event does not allow specific seat booking, you will have a single row of seats. In this case make bookings by selecting any empty seat in the row. <br> <br>
  
''Please note that events with a status of 'Booking' can also be removed this way''
+
==Parents/Students making bookings==
  
==Clone an event==
+
[[Image:events_seating2.png|thumb|An event with seat reservations]]
 +
[[Image:events_tickets2.png|thumb|An event with ticket booking]]
  
To create a clone of an event that has already been created before: <br>
+
Parents and students require the following role options to make bookings for Events: <br>
 +
''General > Events'' (On) <br> <br>
  
Highlight the original event, then please click the 'Clone Event' button[[File:Ebtn4.png]] <br>
+
The page then accessed via: <br>
 +
'''General > Events''' <br> <br>
  
This will then open a new 'Event details' window in which you should specify the date and time this event clone should take place. <br>
+
If multiple Events are open for reservations then users will see a drop down at the top of the page which allows them to switch between Events. <br> <br>
  
You can also specify a new event name at this point.
+
Events will either allow ticket-only reservations or seat reservations. Bookings are always allocated on a first-come first-serve basis. If seat reservations are allowed then seats reserved by other users will have black icons in them and seats reserved by the logged in user will have red icons. <br> <br>
  
==Arrange seating for an event==
+
If bookings are allowed separate for adults and juniors (see the '''[[#Creating an Event|Creating an Event]]''' section above to configure this) then users can click a second time on a seat to convert a booking from adult to junior. If the Event does not allow seat booking then the user will see separate selectors for tickets for juniors and adults. <br> <br>
  
To arrange seating  for an event, highlight an event and then click 'Arrange seating'[[File:Ebtn5.png]] <br>
+
The '''Print''' button is used to print the tickets for the Event. Note that Insight does not support payment options so if the tickets are being sold, the user will still need to arrange payment with the school. <br> <br>
  
This will then open a screen that looks like the one posted below.<br>
+
==Running Reports==
  
[[File:ArngSeatScrn.png]] <br><br>
+
The following role options are required to report on Events: <br>
 +
''Manage > Manage Events'' (On) <br> <br>
  
In the screenshot I have highlighted some area of this screen to explain what each can be used to do.<br>
+
To access these reports go to: <br>
 +
'''Manage > Manage Events''' <br> <br>
  
*The first area (top centre) allows you to select a student to reserve seats for, selecting 'Unavailable' rather than a student name will allow you to instead specify seats that are unavailable.
+
First click on the Event that you would like to report on, then click the '''Reports''' button at the top right of the page. A list of bookings will be displayed ordered either by the name of the student or the seat number. <br> <br>
 
 
*The second area (middle centre) displays each seat/place available for the event. Clicking within this section while a pupil name is selected will reserve a seat for the selected student/student contact.
 
 
 
*The third area (bottom left) displays a count of how many spaces have currently been reserved.
 
 
 
<br><br>
 
 
 
==Inform invited users of Event==
 
 
 
===Create a User Defined Page to advertise Event===
 
 
 
''Please note, that in order for an event to be accessible to your invited users, the role option labelled 'Events' must be turned on within your 'Parental role' '' <br>
 
 
 
In order to ensure that your users are aware of the event you have created, you will need to create a [[User-defined pages]] page that will provide some details about the event and will also explain the method users will require to make reservations for the event should they wish to attend.
 
 
 
It might also be worthwhile to provide some information about the availability of an event at this stage.
 
 
 
Please visit this link to find out more about creating [[User-defined pages]] in INSIGHT.
 
 
 
''Please note that in order to ensure that your user-defined page is seen, please move this to the top of role options for your parental role, as this will ensure that the UDP is the first thing to appear when users log into INSIGHT.''
 
 
 
==Report on Event==
 
 
 
To run a report containing information about reservations for an event, please click the 'Report' button[[File:Ebtn6.png]] <br>
 
 
 
Then from the selection that appears, please select the report that you wish to run.
 
 
 
 
 
=Booking to attend an event as a User=
 
 
 
To book to attend an event, navigate to 'Events' within the 'General section' of the INSIGHT Menu Item Sidebar.<br>
 
 
 
Then please click the dropdown button labelled 'Please select an event', then please click the event you wish to attend.<br>
 
 
 
This will then generate the event seating plan, which can then be clicked directly, to select a seat and reserve a place.<br>
 
 
 
This will automatically be saved. You will be unable to reserve more seats than has been configured by the event creator.<br>
 
 
 
Simple as that :)
 

Latest revision as of 13:57, 21 February 2019

Events is an additional module that allows students and parents to make bookings for events that they would like to attend. Examples include school plays and talent shows. Events is part of the parents evening additional module, which is a bundle that also includes student events and parents evenings.

As Events is an additional module of Insight, a separate charge applies. Please contact sales@tascsoftware.co.uk for further information.

Configuration

The following role options are required to configure an Event:
Manage > Manage Events (On)

Creating an Event

The Manage Events page

To create a new Event go to:
Manage > Manage Events

Click the Add button at the top of the page. A window will open with four tabs. Enter a Title for the Event.

Details

Enter the date and time that the Event will take place in the Start and Time fields.

Use the Number of rows of seats and the Seats per row to create a grid of seats for attendees. You can remove seats later if you want to leave a walkway in the middle, for example. If you do not want users to reserve specific seats then you should put all of the seats into a single row. This will disable seat booking and allow users to book tickets only.

The separate adult and junior option allows users to specify whether the seats they are booking are for children or adults. You will also need to specify the maximum number of reservations that can be made. The booking limit is either per user, or per child.

When the Status is set to Design the Event will be invisible to users. Setting this to Booking will make the Event visible to users and allow them to make bookings. The closed status will prevent users from making any further bookings to an existing event, although the Event will not be hidden from users.

Invitees

By default Events are available to all users. If you do not want the Event to be public, go to the Invitees tab. Click the Add button to select the students who are invited to the event. Any users linked to these students will also be invited to the Event.

Users will not automatically be notified as Events open or as they are invited. You can use the Notices feature of Insight to send messages to users if required.

Ticket

From the Events page users can print their own tickets. The ticket tab is used to design the layout of the ticket. The following merge fields can be used:

Merge Field Meaning
{event} The name of the event
{seat} The grid location for the seat e.g. A5
{start} The date and start time together e.g. 31/03/2015 17:00
{date} The date of the event only
{time} The start time of the event
{title} The title (e.g. Mr, Mrs, etc.) of the user
{forename} The forename of the user
{surname} The surname of the user


Advanced Configuration

Seating

A seating layout showing Unavailable and Reserved seats

Select an Event then click Seating to edit the seating arrangement for that Event. Use the dropdown at the top of the page to select either Unavailable or Reserved.

Unavailable is used to remove seats from the event althogether. Select Unavailable from the dropdown then click on any seat to remove that seat from the Event. This is useful for creating the correct layout if your seats are not going to be arranged in a perfect grid.

The Reserved option is used to prevent bookings being made for certain seats. You may want to reserve the front row of seats for staff or a section of seats for people with mobility issues. Select Reserved from the dropdown then click on the seats that you would like to reserve.

Linked Events

Insight allows Events to be linked together. When Events are linked, users' ticket allowance is spread between all of the events, rather than users having a separate allowance for each Event.

To link Events together, first create all of the Events that you want to link. The Status of these Events should be Design. All of the Events must have the same settings for per Student and for Separate adult and junior. Once the Events have been created, Edit them one at a time and go to the Linked tab. Select the other Event(s) to link it to then click Save.

Note that linked Events do not need to have the same maximum reservations. If this is different, the largest number of maximum reservations will be shared across all of the linked Events. However the maximum number of bookings for each event will be defined by the maximum reservations setting for that event.

Usage

Admin/Staff making Bookings

Making a booking for a student or parent

The following role options are required for staff to admin to make bookings for an Event:
Manage > Manage Events (On)

Bookings can then be made using the following page:
Manage > Manage Events

Select the Event that you would like to make bookings for then click the Seating button (even if your event does not allow specific seat booking).

Use the dropdown at the top of the page to select the person that you would like to make a booking for, then click on the seat that you want to book for that person. If your event does not allow specific seat booking, you will have a single row of seats. In this case make bookings by selecting any empty seat in the row.

Parents/Students making bookings

An event with seat reservations
An event with ticket booking

Parents and students require the following role options to make bookings for Events:
General > Events (On)

The page then accessed via:
General > Events

If multiple Events are open for reservations then users will see a drop down at the top of the page which allows them to switch between Events.

Events will either allow ticket-only reservations or seat reservations. Bookings are always allocated on a first-come first-serve basis. If seat reservations are allowed then seats reserved by other users will have black icons in them and seats reserved by the logged in user will have red icons.

If bookings are allowed separate for adults and juniors (see the Creating an Event section above to configure this) then users can click a second time on a seat to convert a booking from adult to junior. If the Event does not allow seat booking then the user will see separate selectors for tickets for juniors and adults.

The Print button is used to print the tickets for the Event. Note that Insight does not support payment options so if the tickets are being sold, the user will still need to arrange payment with the school.

Running Reports

The following role options are required to report on Events:
Manage > Manage Events (On)

To access these reports go to:
Manage > Manage Events

First click on the Event that you would like to report on, then click the Reports button at the top right of the page. A list of bookings will be displayed ordered either by the name of the student or the seat number.