Sections in this article:
- Overview
- See All Contacts
- Contacts on Events
- Email Notifications to Contacts
Overview
Contacts are people on the event who are either not the event owner (not the person who entered the event in eSPACE), but they need to be notified when the event is approved OR they are the event owner and they need to be added as a contact so their contact details can be added to the event. When you are using the Public Calendar (under Settings/Advanced) you can choose to enable "Show Contact Details in Details Pop-up" and once an event is marked "Public" on the Details tab and fully approved, it will include the contact's information in the event details on the Public Calendar on your website.
- In order for contacts to receive an email notification about the event being approved, admins must enable "Send Event Approved Emails to Contact(s)" under Settings > Advanced > General > Email Notifications. If the event contact is the same person as the event owner, they could recieve two emails about their event being approved based on their notification settings.
See All Contacts
As an Admin in Event Scheduler, you can manage Organizational Contacts by going to "Settings > Advanced > Contacts", located on the left sidebar of your dashboard.
From here you can:
- Add New Contacts (new contacts can also be added on the Contacts tab of an event)
- Edit existing contacts
- Delete Contacts
Not only can you manage Contacts at the Organizational level, you can "Quick Add" any of these Contacts to your Events. This prevents you from having to enter Contact info over and over again when adding them to an event.
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- Once the contacts are added within Settings>Advanced>Contacts by an Admin, ALL users have access to the existing contacts and can add them to an event.
Contacts on Events
To add existing Contacts to an event, simply check the "Add to Event" on the Contacts tab of the event. Contacts are typically people additional people who need to be added to the event. They can be non-eSPACE people as a way for them to be notified when the event is approved or a way to add the email address and phone number of the person who needs to be contacted with questions when the event is approved and appears on the public calendar.
Adding a New Contact From an Event
To add a new contact, that is not already showing on the list, click "Add New Contact". Doing this will only add the new contact to that event. Before saving their information in the pop-up window, you can choose to check the "Save the Contact for Future Use" option which will add the contact to your Contact list.
If you don't initially save them to the contacts list, but later decide to, you can click "Add to Contacts".
Email Notifications to Contacts
Once the event has been approved, the contact(s) that you selected to be added to the event, will be sent an email notification with event information as long as you have "Send Event Approved Emails to Contact(s)" enabled under Settings > Advanced > General> Email Notifications.