Introduction to Events, Activities, and Lists
Eventene is all about event planning, so let's learn how to create your first Event. Events created in Eventene are made up of one or more “Activities”. Activities are, just that, different parts of an Event. The user can populate each of these Activities with a “People List” and/or a “Places List” and each Activity can have different Questions and details associated with it. Before we can create our Event, though, we'll need to get our guest lists set up.
Please note that the following article is a general guide to creating an Event. For specific examples, such as how to create a Dinner Party, please see the section of the Help Center called Example Events.
Creating a Guest List
In Eventene there are two kinds of Lists. People Lists and Places Lists. People Lists are generally used to invite specific individuals to an Event and/or Activity. Places Lists can be used in a variety of ways, but for most Events they are used to create groups and responsibilities into which guests will be assigned.
For your first Event, let's keep things simple and just create a simple People List which we then use to invite guests to the Event. To create a new List, first press the “New List” button on the Lists page. You will now have several options of how to create your List; however, the only option we will need to use right now is "Create from Scratch".
After selecting "Create from Scratch", enter the List Name (perhaps "Guests") and then select "People" as the List Type. You will now be directed to the List Summary page. From here you can edit various details of the new List. For now, let's just add a simple description of the guest list by clicking the pencil icon next to "Description."
By default, this guest list will have fields for First Name, Last Name, Full Name, and Email. But let's add an additional field to the List called "Type" so we can distinguish between the different guests we will invite to the Event. For example, you may be planning a Birthday Party for your child and want to distinguish between "Parents" and "Kids". Or else, you can differentiate "Friends from Soccer" from "Friends from School". You will soon see how having this new field can be very powerful for creating Segmented Lists and Activities.
But first we need to actually add the "Type" field! To add a new field, navigate to the Layout tab and click the "New Field" button. From here you can select the type of field you wish to create- in this case we will create a Text field - and give the new field a name ("Type"). Please note that you may also change the order of the fields on the Layout tab.
Now that we have our fields set up, let's begin adding items (the guests themselves). First, go to the Items tab within any List. Since we are starting from scratch, there will not be any data here and you will need to add items to populate your List.
To add guests to your List simply press “New Item". This will open a side menu where you can input item data into any fields you have created for the List. These fields will include any active default or user created fields that you have added in the Layout tab. Add as many guests or items as you would like into the List making sure to press "Create" in the side panel after each item.
Once you are done entering guests we can move on to the next step in List management: creating Segmented Lists. This is an optional step, so if you simply wish to use a single guest list, please proceed to the Event creation step.
The List you have just created is referred to as a Master List. However, it is possible to create subsets from this Master List called Segmented Lists. The advantage of this is that you only need to keep the Master List updated and each Segmented List based on the Master List will automatically update to stay in sync. This is why we previously added the "Type" field, so we can create different subsets of the overall guest list.
To create a Segmented List, return to Lists from the left-side nav menu in the Eventene web app and click "New List" then select "Segment an Existing List." You'll need to then select which Master List to segment. We'll use the List we just created. Use the drop-down to view all of your Master Lists and choose the appropriate one. Next, enter a name for the new Segmented List. It may be helpful to you to include the name of the Master List in the name of the new Segmented List. For example, "Birthday Party Guests - Kids" clearly indicates that the Master List is "Birthday Party Guests", while the Segmented List contains just the "Kids."
Finally, select whether the Segmented List is a People or Places List. In this case, we'll again select People.
So now you have your Segmented List created. But it's basically just a copy of the Master List at this point. How do you turn the Segmented List into a subset of the Master List? Easy, you use rules.
First, navigate to the data tab of the Segmented List. If you have just created the Segmented List, you should be there already. You'll notice that a new button has appeared in the upper left-hand corner of the screen labeled "Rules." Click on this button to bring up a side menu.
On the Rules side menu, you can press the "New Rule Set" button to add a new group of rules. Rules can be grouped together in rule sets so that you can create conditions for a rule to be applied. For example, you may want to create a rule to include only people that are "Kids" and live in the neighborhood "Fairfax." By using a rule set, only people that meet both these conditions will be added to the Segmented List.
Adding a specific rule is easy. First select the field you will use for the rule. Since we previously added the "Type" field, let's use that. Next select the criteria for the rule. This can be that the field "contains", "does not contain", "equals", etc. a specific value. You will enter this value in the "Value" field.
So, for example, the rule "Type", "Equals", and "Kid" will filter for items in the Master List where the "Type" field is exactly equal to "Kid."
To delete any rule, simply click the trash can icon next to the rule. After you have created your rules and rule sets, press "Apply Rules" at the bottom of the side menu to apply the rules to the Segmented List. You will immediately see the Segmented List update to display only the items that meet the criteria you have just created.
Creating Your Event
OK, at this point you have your guest list and maybe a few Segmented Lists. Now let's get to actually creating our Event! Start by selecting the Events tab from the navigation menu on the left-hand side of the screen.
You will now see the Events page. This page allows you to quickly see all the Events that are associated with your account. These may be Events created by you or any other user on the account.
You can search for specific events using the search bar. Clicking on a column header will quickly sort by different criteria such as “Event Name” or “Start Date”. To create a new Event, simply press the “New Event” button.
From here you will have the option to create a new Event from scratch or copy a preexisting Event.Like with the List, we'll select "Create from Scratch". Then enter the name of the Event, Start and End Times, Event Location, and choose a List to attach to the first Activity. Let's use the overall guest list in this case. Finally press "Create" to finish the initial setup process.
You will now see the Event Summary tab. This screen provides a quick overview of your Event, Activities, and any associated Lists. This screen also allows you to edit additional details about the overall Event. Like with the List, let's add a description. You may also want to add an image for the Event. Do so by clicking on the pencil icon next to the Event name at the top of the page and then pressing "Upload File" under "Image:".
As mentioned above, Activities make up the specific parts of an Event and are what you invite guests to. This allows you to invite individuals and groups to specific Activities. Let's set up a few Activities for our new Event.
To add new Activities to an existing Event, go to the Activities tab within the Event and press the "New Part" 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 or Lists you can choose either to create a new Activity from scratch or to copy an existing Activity. In this case, we will create new Activities 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). As this is our first Event, let's keep things simple and just add a few Activities within the time frame of the overall Event. For example, if you are hosting a dinner party, you may add "Cocktails", "Dinner", and "Party Games" as your activities.
Once you have entered this information, hit “Create” at the bottom of the menu and your new Activity will be created.
Attaching Lists to Activities
The next step is to invite guests to the Event via the Activities. Clicking on any Activity will bring up it's details. We'll want to navigate to the "Lists" tab within the side panel. Now we can use the "People List" dropdown to select the List of guests we will invite to the Activity.
To keep things simple you can simply invite your overall guest list to each Activity you've just created. However, you may instead attach a Segmented List to any of the Activities if only a subset of the guest list will be participating in the Activity. Don't worry about Places Lists at this point since we are just creating a simple Event. If you'd like to learn more about Places Lists and their uses; however, please consult the following articles:
Setting up RSVPs and Attendance
RSVP Questions are used to ask guests about attendance. Every Event and Activity must have RSVP Questions, but you may choose whether to ask invitees if they are attending or not.
For both Events and Activities, the process of creating RSVP Questions is the same, but with slightly different options. To edit RSVP Questions, simply open the edit menu for the Event or Activity. For Events the edit menu is accessible via the edit button next to the Event Name. For Activities, navigate to the Activities tab within an Event and select an Activity to open the edit menu.
Now that you're in the edit menu, you need to select the Attendance tab at the top. For Events, you will have two attendance options: "Ask if Attending" and "All Attending". “Ask If Attending” will ask each participant or location whether they are attending the Activity. By default, they will be “Undecided”. “All Attending” means that all People or Places are locked as attending. This is useful if you have an Event where you are certain that everyone or every location is attending.
Activities have two RSVP Question settings as well. Like Events, Activities have "Ask If Attending", but instead of "All Attending" Activities have an option called: “Link Attending”. "Link Attending" means that you will assume all People or Places on the List will have the same Activity attendance status as the overall Event. That is to say that if a person or location is attending the overall Event, they must attend this Activity and vice versa. “Link Attending” is useful for Lists such as "Tents for Campout" where it can be assumed that if a tent is available for the overall Event, it will also be at each activity during the campout.
Adding Survey Questions
Though not strictly required, you may wish to ask questions of your guests. If you have a paid account (Free plans cannot use Survey Questions), Survey Questions can be added to any Event or Activity. Since this is optional, please consult the article Survey Questions if you wish to add Survey Questions to your Event.
We are almost done with all of the steps required to run a successful Event using Eventene! The final step, once you've got all your Event and Activity details set up, is to actually invite guests to the Event. This is easy to do with Eventene.
When you are ready to Send a message for your Event, navigate to the Send tab within the Event. You will then need to select one or more Lists to send to. Once you have selected a List, you can easily change the specific recipients by pressing the "Edit Recipients" button. This will bring up a side panel where you can select or deselect individuals from the List(s). Once you have selected all your desired recipients, simply click "Compose" to move the second step in the Send process: writing your message.
In the Compose step you will first select the Message Type. Since we are inviting guests for the first time, simply select "Questions" as the type.
Next, enter a Subject for the message. This will be the Subject line in the email sent to all selected recipients. After this, simply type your message into the box below. Please note that you have various options in the Message box including the ability to format text, add pictures and video, upload files, and link to external sites/resources.
Once you have completed your message, click "Review" to proceed to the final step or "Recipients" to return to the first step. If you wish to see how your email will appear to recipients, click the "Preview Email" button at the top of the page.
The final step in the Send process is Review & Send. After completing this step, you will send emails to all the selected recipients. Sending out emails to many recipients should be done with caution to avoid sending errant emails. Make sure to preview your emails before sending them out. You can also test the email by sending it to yourself with the “Send a Test” button on that same page.
In this final step, you can choose to edit the recipients, Message Type, or Subject before sending. When all aspects of your message are finalized, press "Send" to launch your emails! You can then go to the Track tab to begin viewing results and responses.
So you've created your Event and sent out invitations, now what? Well, the first thing to do is pat yourself on the back for all your hard work. Next, after you've waited for invitees to have time to respond you can go to the Track tab within your Event and start looking at RSVP and Survey Question responses. For more information on Track, please consult the articles:
Another advanced option, is to set up Assignments. To do so you will need to have created a Places List. But doing so gives you powerful options for creating groupings and/or assigning roles and responsibilities. For more information on Assignments please read the article Creating Assignments.
And that's about it! There are more intricacies to learn about Eventene, but if you've followed the guide above you should now know how to create Events using Eventene. If you have any questions or issues, please reach out to us at email@example.com