Adding events

In this article

Adding an event
Adding or editing event images
Duplicating an event
Event sign-up options
Assigning event overseers
Keeping track of the changes

Adding an event

From the Events section of the Calendar module click Add event.

Next, complete all of the event information. The event Name, Date and Category are required - see the related support article for adding additional event categories. Add an informative event Description that your audience will read on the event's public-facing Event Page (if the event is to be set as Visible in Embed or Visible in My ChurchSuite - see next section). The Location fields are used to show the event's location on a map on the public-facing Event Page. Multi-site customers can select which Site (or All Sites) the event is for.

When setting the event's Date, and if the Event repeats, use the Add single date and Add multi-date options to generate a list of dates for the sequence. For example, you can use the Add single date generator to create a sequence with ad hoc dates that don't follow a set pattern. Alternatively, use the Add multi-date generator where the sequence repeat Frequency follows a pattern. While a sequence will always have a defined end date, further dates can easily be added into the sequence later if you wish. The Add single date and Add multi date options are essentially 'sequence date generators', so they can be used in combination to build complex, irregular sequences.

Important: The Event Repeats option is only available when first adding or duplicating a new event - it's not possible to turn an existing non-sequence, standalone event into a sequence event.

Set the sequence From and Until date range and the repeat Frequency. Click Add date(s) to see the list of generated dates (shown below). At this stage dates can still be added and removed from the generated list. For example, for a weekly event that doesn't happen during school holidays, you might create a multi-date weekly list of dates and then simply remove those dates which fall in school holidays; or for a weekly discipleship course that has an additional weekend session you might create a multi-date weekly list of dates and then use the Add single date option to add the additional weekend session. Note that the event's times are applied to all sequence dates but times of individual dates within a sequence can be manually changed once the event sequence is saved - the sequence's integrity is not affected by a manual change to event times of individual dates within the sequence.

Finally, set the event's Visibility. With no visibility options set the event can only be viewed by Calendar module Users. You can set the event to be visible in any or all of: the member-facing My ChurchSuite; your website Embed; your Information Point using Connect. You can also set the event to be a Featured Event. See the related support article for further information about event visibility. Sign Up options are covered later in this article. There are related support articles for tickets, custom event questions and sign-up confirmations.

Click Save when you are finished, and before navigating away from the page.

The event's "View" page is displayed, summarising the event information you have just entered. For multi-date events, note also the In this sequence section on the right hand side of the "View" page.

It's also possible to add events directly into the Calendar "View". Hover over a calendar date where you would like to add an event and click the Add event button. Note that this option is not available for mobile devices that do not have a track pad, pointer or mouse.

Top Tip!

ChurchSuite enables you to easily embed a video in the event description field using the source code option, which is denoted by <> symbol on the HTML Editor menu. If you're selecting a video from Youtube, click the "Share" option on your YouTube video preview and then select the "Embed" section and copy the embed code.

Now, in ChurchSuite, click to Edit your event. In the event Description field, click on the ellipses menu (the 3 dots at the top right) and select the "Source code" option, shown as <>. Paste the embed code for your video, save these changes and then use the "Go to event page" option to preview how the video displays.

The pasted embed code will usually include a parameter for setting the video's frame width and height. So in this example...

<iframe width="640" height="360" src=" embed/ XMyT01kGfqA" frameborder="0" allow="autoplay; encrypted-media" allowfullscreen></iframe>

...notice the width="640" and height="360". This can be reduced to fit within the event page as you may find that a width and height of 512 x 288 or 500 x 281 result in a more effective placement of the video.

Adding or editing an event image

From an event's "View" page in the Calendar module, hover your cursor over the event image avatar to surface the pencil edit icon. Click the pencil edit icon.

Where an event is part of a sequence, note the option to Replace sequence image (which will apply the image to all events in the sequence) and Replace event image (which will apply the image to just the event being viewed) - select as appropriate. Simply drag and drop a suitably-prepared image onto the drop-zone, or click to browse and select the image file. For the best results, and to ensure that important information or image details are not cut out, cropped or distorted when the image is displayed on the Event Page, make sure the image is prepared in a 16:9 ratio (e.g. 1280x720px). For help in calculating the aspect ratio of your image use this handy calculator.

The image is uploaded and immediately applied to the event - job done!

Having added an event image, notice the image avatar options to edit, view or delete an event or sequence image.

For sequence events, deleting an image will clear the image from all dates in the sequence.

Duplicating an event

Many events are repeats of an event that has happened before. Rather than creating an event from the start, it will be quicker to simply duplicate a previous or similar event. Begin by searching for the previous event. In the Events section notice the Search and the View selector to switch between Future and Past events.

As you type in the Search the list of matching results is auto-filtered.

To duplicate an event, select Duplicate from the cog actions menu on the right hand side of the list.

There's also a Duplicate button at the top of the event's "View" page.

When you select Duplicate the Add event page opens and is pre-populated with all the previous event's information. Review and update the event details as appropriate, paying special attention to updating the event Date and also whether the event being duplicated should Repeat - use the Add single date and Add multi-date options to build a new multi-date sequence of events.

Once you have update all the event information, click Save to create the newly-duplicated event.

Event sign-up options

For further information on creating tickets for an event see our related support article. Importantly though, it's not necessary to create tickets for an event in order for event sign-up to be used. Enabling event sign up without tickets will present prospective sign-ups with a simpler form to complete. In this section we explore how to enable sign up for an event or event sequence.

For single-date (non-sequence) events you can easily enable Sign up through Event page, Sign up through My ChurchSuite and/or Sign up through Embed. The sign-up form above will not be visible on the public-facing Event Page in either platform unless Sign up through Event page is enabled.

For multi-date sequence events there is a further option for Sign up to the sequence. The option is only visible when the Event repeats? option has been ticked. This setting determines whether those signing up for your event are signing up to just a specific date within the sequence (e.g. a monthly newcomer dinner, where the sign-up is for just one dinner), or whether they are signing up to all dates in the sequence (e.g. a weekly Alpha Course, where the sign-up is for the course).

When Sign up to the sequence is enabled, Sign-Ups are recorded against the sequence, not the date; and will be visible to Calendar module Users no matter which event "View" page in then sequence they are viewing.

With Sign up to the sequence enabled, the public-facing Event Page (example shown below) lists all future dates remaining in the sequence, so your potential sign-ups can easily see that they're signing up to a series of dates.

Assigning event overseers

Designated event overseers have additional functionality available to them in the My Events section of My ChurchSuite in respect of any events that they oversee.

Overseers can view lists of event sign-ups and use event Check-in without needing User access to the Calendar module. From the list of Sign-Ups, overseers can view the name and contact details of each sign up (subject to privacy settings), and details of their tickets and custom question responses. In this way, lay leaders (any contact in the Address Book) can easily manage some key aspects of the events they oversee from within My ChurchSuite. Additionally, if enabled, overseers can receive email notifications each time someone signs up to the event.

Overseers are first assigned by a Calendar module User on an event's "View" page. Click Add overseer.

On the Add overseer pop-up, search and select the person you wish to designate as an Overseer.

Optionally tick the Notify of Sign-ups option if you wish this overseer to receive sign-up notifications when people sign-up for the event. If the event is part of a sequence you'll also have the option to Update sequence, which which will add the overseer to all events in the sequence. Click Save to add the new overseer.

The event's "View" page is updated accordingly. You can use the Add overseer option to add further overseers if you wish. Notice the Edit and Remove options on the cog actions menu next to each overseer - the Edit option allows you to change the Notify of Sign-ups setting and apply that change to other events in the sequence if you wish.

Keeping track of the changes

Whenever a User makes a change to an event in the Calendar module, a record of the change is added to the Changes log in the Recent Activity section located at the bottom of the event's "View" page. The Changes log includes the change date and time, the user who made the change, and a description of the change that was made. It is also possible to Undo certain changes.

A useful report in the Calendar module's Reports section is the Added Events report. This report lists events added to the module within a range of dates. The report can be further filtered by event Categories and, using the click-sortable column heading, be ordered by Date Added (the default) or event Date. The report results include details of each event's current Visibility settings and the User that added the event and when.

Finally, the Missing Data report in the Calendar module's Reports section lists all future events with missing data. Using the report's Missing Data filter you can easily identify events with missing information.

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