Setup CUSTOM EVENT REQUEST FORMS that you can include on your Public Calendar or simply link to your website. Let's get started on how it works!
Event Request Form Setup
Under the SETTINGS>Advanced section, choose Event Request Forms:
From here, click "Create New Custom Event Request Form" to create a new Event Request form.
NOTE: You will notice that there are certain default fields that are on every form.
Next, give the Form a NAME and enter the Location(s) this form relates to.
Check this box if you want to allow public users to select multiple locations on the public form.
Check the following box if you want to allow public users to override public locations.
Next, you will see a list of your "Possible Locations" here that your event request form will be associated with.
NOTE: LOCATIONS will not be required if your organization has disabled Locations.
Next, you will fill in additional information concerning the form and select from many options such as:
- Add users who will manage the Event Requests
- Option to add a button on your public calendar that links to the form
- If you do want a button, what is your text and color options?
- Add a custom thank you message that users receive when submitting an event request
- Add a custom image that appears at the top of your form such as logo
- The ability to show public Spaces/Resources/Services
NOTE: In order to have a SPACES/RESOURCES/SERVICES appear on the form, you need to mark them "Available for Public Request" within Settings>Basic>Spaces, Resources, or Services (see image below).
Once you have done this, you can then select ALL of your public Spaces, Resources, and Services to be displayed on the form.
You also have the option to only show specific public Spaces, Resources, and Services. For example, if you only want the public Conference Rooms to show within your form, then you can select "Show Public Spaces" AND then select "Is Space Specific". A listing of all of your public spaces will then be displayed where you can select the specific spaces that you want to include on your form (see below).
Select any other desired settings so that they are displayed within the event form on your Public Calendar.
NEXT, is the ability to add CUSTOM FORM QUESTIONS to gain more information about their event request.
Add as many questions as you like, and you can even change the order if you wish:
To view the Form, just go back to SETTINGS>ADVANCED>Event Requests and choose "View". You can also see more details of the form, including the URL to get to the custom form by
clicking the arrow beside the FORM name.
The Event Requester can start a Request and have it go into a 'Draft' mode
They can actually go right back into the request and finish it!
Users now have a way to check the status of their requests:
No longer are Event Requesters in the "dark" when it comes to their Event Requests. A new status page is available to give them real-time status updates of their requests.
Once the New Event Request is submitted, it will show up in the Dashboard under the "Open Event Requests" grid for anyone who has been assigned to manage the Event Request Form(s). The Event Request can now be submitted/approved/declined right from the "All Event Requests" grid. Also, if you click the Event name or ID, you will go right to the Edit Event screen. The requests are now actual Events in a "Requested State".
The user assigned to manage the Event Request Form(s) can click on the arrow to the left of the ID to view the event request form. If you choose "Submit Event" the event request will go through the normal approval workflow. If you you have reviewed the event request and want to go ahead and approve the event, select "Approve". This will bypass the normal workflow and automatically approve the event request.
Once the user assigned to manage the event submits the event or approves it, they become the new owner of the event and the requester is added as a contact for the event. However, all the dashboard grids will show the "requester" as the "Created By" for public event requests only.
NOTE: If the user chooses to "Decline" the event, there will be a screen that pops up where you can enter the reason for the decline and an email notification will be sent to the requester that includes who declined it and why (see below).
To review all event requests, go to "All Event Requests", located on the left sidebar of your dashboard. Here, you have a history of all your event requests. You always have the option to view them or delete them.
Within the "All Event Requests" grid, you can view upcoming, past, declined and draft public event requests as shown below. You also have the ability to search for an event request.
Within the different tabs, you can filter any column header by clicking on the filter button to the right of the column header name.
You can also sort each column in ascending or descending order by clicking on the column header name. In the example below, I clicked on "Form" and it put the column in ascending alpha order. To put this column in descending order, I would simply click "Form" again.