Events are made up of Activities. Events may consist of a single Activity or many. Think of Activities as parts that make up the itinerary or schedule for your Event.
There are many ways to utilize Activities. For example, on a field trip there could be four separate Activities for getting on the buses, going on a hike, eating lunch, and returning to the buses. Additionally, the organizer could include Activities for organizational activities such as finding chaperones, creating field trip groups, and soliciting field trip feedback.
This may sound like an overwhelming variety of uses for Activities, but the important thing to remember is that Activities serve as the structure for activities within an Event and that Activities can be deployed to separate groups of People and locations within an Event.
You can view all the Activities within an Event from the Activities tab. Here you have access to the same information along with edit functions for the Activity details.
Creating a New Activity
To add new Activities to an existing Event, go to the Activities tab within the Event and press the "New Activity" button in the upper right hand corner of the screen. Please note that you cannot add Activities to completed Events.
On the side panel, you will have two options for building a new Activity. Much like creating Events, Groups, and Sections you can choose either to create a new Activity from scratch or to copy an existing Activity.
To create a new Activity from scratch, simply press “Create from Scratch”, enter the name of the Activity, select the Start and End Times for the Activity, and enter the location of the Activity. It is important to remember that Activities are individual pieces of a larger Event. So, while an Event may occur over several days (for example a campout or vacation) individual Activities might only take a day or a few hours (such as a dinner or meeting).
Once you have entered this information, hit “Create” at the bottom of the menu and your new Activity will be created.
If you choose to copy an existing Activity, select “Copy an Existing Activity”. You will then need to select which Activity you wish to copy, enter a name for the new Activity, select the Start and End Times for the new Activity, and, finally, decide what data to copy from the original Activity. Your options are:
- Clear all previous attendance responses: all the RSVP questions defined in the original Activity will be preserved, but all responses to those RSVP questions will be cleared in the new Activity.
- Clear all previous responses to questions: all the Survey questions defined in the original Activity will be preserved, but all responses to those Survey questions will be cleared in the new Activity.
- Clear all previous assignments: all assignments performed in the original Activity will be cleared in the new Activity. Assignment restrictions will, however, be preserved.
Now press “Create” to add the new Activity to the current Event and close the New Activity side menu.
Regardless of which method you use to create a new Activity, you can now begin editing the details of this Activity. To do so, click on the Activity you wish to edit in the Activities tab and the Edit Activities menu will appear at the side of the screen.
In the Edit Activities menu you will see tabs for Details, Groups, Sections, and Questions. These tabs contain many pieces of information about your Activities which you may edit. The Details tab allows you to edit the Activity Name, Start Time / Date, End Time / Date, and Location.
Attaching Groups and Sections to Activities
The Groups and Sections tabs allow you to attach guest lists (Groups) or lists of Places (Sections) to the Activity and edit parameters of these Groups in the context of the Activity. Each Activity can have a Group or Section associated with it. Not every Activity will require both a Group and Section. For example, an Activity for “Find Field Trip Chaperones” may only require a Group.
To add either a Group or Section to an Activity select the respective tab within Edit Activity. Next, open the the dropdown under either Group or Section. Then, you may enter Item Names for all of the Items within the selected Group or Section. This means that if you have a list of "Field Trip Chaperones" you can refer to these People as "Chaperones". By default, People will simply be called "People" and Places will be called "Places" depending on whether you are looking at Groups or Sections respectively.
Editing Attendance Settings
The Attendance option in the Details tab provides two options for collecting RSVPs from invitees. You may "Ask if Attending" which, as the name implies, will ask each invitee to select whether or not they are attending the current Activity. By default, each invitee is listed as "Undecided."
The other option is "Link Attendance". If selected, each invitee's attendance status for the Activity will be the same as their attendance status for the overall Event. In other words, if someone chooses to attend the Event they will attend this Activity and vice versa.
Attendance settings are independent for Groups and Sections attached to an Activity. This means that you can, for example, set People to "Ask if Attending" and Places to "Link Attendance."
Finally, the Questions tab allows you to create Survey Questions for the selected Activity. To create a new Question simply press the "New Question" button. Then choose a name for the Question, choose the type of Question and enter the Question Text. Now you will need to determine if this Question is for People or for Places, whether it is a Required Question, and fill in the Question parameters.
As mentioned above, the overall Event also has attendance status questions; however, at the Event level “Link Attending” is replaced by “All Attending”. Simply put, “All Attending” locks all People or Places as attending. This is useful if you have an Event where you are certain that everyone or every location is attending.
Attendance Limits and Waitlists
There is one last advanced feature that can be used with Activities. That is: Attendance Limits and Waitlists. Often, the size of an Activity must be restricted based on space or resources. In this case, you can set an Attendance Limit for the Activity to restrict the number of Attendees that can register. Please note that you can only use Attendance Limits for Activities where the Attendance Setting is "Ask."
To add an Attendance Limit, simply go the Edit Activity panel for any Activity. Select the Details tab. Then, if the Activity is set to "Ask", change the Attendance Limit setting from "None" to either "Select Places" or "Custom."
Custom is very simple. All you need to do is choose a number for the Attendance Limit. Eventene will then limit the number of Attendees to whatever number you choose. Select Places is a bit more complicated, but incredibly powerful. This setting allows you to choose specific Places from the attached Section to determine the Attendance Limit. For example, if you are hosting a dinner, you may choose to set the Attendance Limit based on the number of Spots available between Table 1, Table 2, and Table 3. If the number of Spots changes for any of these Places then the Attendance Limit will automatically update.
Whichever Attendance Limit setting you choose, you will also have the option to Add a Waitlist. This feature is fairly straightforward. If you add a waitlist to an Activity with an Attendance Limit anyone that wants to attend the Activity, but can't do so because it's full, will be added to Waitlist in order of response time. This allows you to move People into Spots if they become available for any reason.
If you add a Waitlist, you will see the Waitlist appear in Assign. Furthermore, you can see if individuals are Waitlisted in Track - Individual or get high level attendance information (including Waitlist size) in Track - Overview.
Examples of Activities
Activities are incredibly versatile and powerful tools in the Event organization process. They can be used for a variety of purposes for both the organizer and participants. Here we will look at a few ways that Activities can be used to structure Events.
Example 1. (Part)
Perhaps the most common use for an Activity is as a single part within an Event. For an Event such as a dinner this might be the only Activity that is necessary. In this case you could have an Activity called “Dinner” that has a Group of guests and a Section that contains a list of tables. You would then ask the guests several questions such as whether they are attending, their meal preference, and whether they wish to sit next to a specific person. Using this information, you would then Assign the guests to tables based on their individual requirements.
For a multi-part Event, an Activity could serve as an activity within the overall Event. Let’s return to the example of a field trip. Here an Activity could be “Touring the Museum” while a separate Activity might be “Lunch”. Both of these are activities within the overall Event- “Field Trip”. Each of these Activities might share the same Group (“Students”) but the Sections would differ. “Touring the Museum” might use chaperone names for Places (i.e. “Mr. Smith’s Kids” and “Ms. Wilson’s Kids”) whereas “Lunch” could use location names (“Grill”, “Café”, “Diner”, etc.).
For the case above, you could use one set of questions sent to the students (asking them about group and meal preferences), but use different information from their responses for each Activity.
Example 2. (Coordinating Event Support)
Not all Activities are participant-facing. Using the previous example of a field trip, you might have an Activity entitled “Find Chaperones”. For this Activity you would have a Group of potential chaperones for the field trip, but no Section since you are simply trying to find available chaperones.
After sending questions about availability to your Group of potential chaperones, you would track their responses and this new Group of chaperones that are available could become a Section for future Activities entitled “Touring the Museum” or “Carpool”.
In this way, an Activity can be used as a tool for Event planners to coordinate and organize Events as well as invite participants.
Example 3. (Soliciting Feedback)
Activities don’t necessarily need to occur during the Event. One example of an Activity that occurs after an Event is completed is “Soliciting Feedback”. Following on the field trip example, the Event organizer may choose to get student feedback a week after the trip to the museum. To do so, they would use the Group of students that attended the field trip, but there would be no need for a Section.
The organizer would create a list of feedback questions and then send this out to all the students that attended the field trip. Another option would be to create a Section based on responses for future Events. For example, all the students that liked the Sculpture exhibit could be put in a group with learning activity related to this exhibit, whereas students that enjoyed the exhibit on Photography would be placed in a different group.
This is an example of how Activities can also be used to solicit meta data about an Event as a whole and guide future Event planning.
Note that Activities cannot be created after an Event is completed. This means that any post-Event feedback surveys must be created before the Event ends.