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Managing Events

This article is for Site Managers using Get Connected, Corporate Connect, Campus Connect, or Community Connect.

On a Connect platform, Agency Managers can post information about fundraisers, meet & greets, trainings, information sessions, and other events to which the public is invited to attend. Events on a Connect site differ from needs or opportunities in that events postings are informational and are not requests for volunteers.

Agency Managers can turn on the RSVP feature for any event. This feature enables people to indicate, with the click of a button, that they're planning to attend an event.

As a Site Manager, you can add a new event; view, edit, change the status of, and delete existing events; and add notes for internal use only. In addition, you can view and email all individuals who have RSVP’d to a particular event.

This article covers the following topics:

Adding an Event

To add an event from the Site Manager Panel:

  1. Go to Volunteerism > Events.

    The Manage Events page lists all upcoming events.

    Note: To view past events, click the Show Expired Events button.

  2. Click Add New Event.
  3. Complete all required and applicable fields in the form provided. These fields are identical to the fields an Agency Manager would complete, with the following exceptions:
    Field Description
    Status Select Active or Pending as applicable.
    Share with Portal If your site is sharing data with another site via a Galaxy Link, indicate whether you want this event to be shared with the other site(s).
    Agency Select the agency that is sponsoring the event. Notifications of any RSVPs will be sent to the Agency Manager(s) of that agency.
    Tags (internal use only) Tags are useful for later identifying or grouping similar events. You can enter as many tags as apply.
    Comments Administrative comments; internal use only.
  4. Click Create Event to save your changes.

Editing an Event

To edit an existing event from the Site Manager Panel:

  1. Go to Volunteerism > Events and on click the event title, which is listed in the events table.

    Note: To view past events, click the Show Expired Events button. We do not recommend reactivating expired events. If you wish to use an old event as a template for a new one, you should clone the old event.

  2. Complete or edit the information fields as applicable.
  3. Click Update Event.

Deleting an Event

When an event is deleted in Get Connected, it is deleted from the list of active events, and not from the program itself. All events remain in the program and can be reactivated and edited at any time.

To delete (deactivate) an event:

  1. Go to Volunteerism > Events and click on the event title, which is listed in the events table.
  2. From the list of active events, select the event to be deactivated.
  3. Scroll to the bottom of the event-information page and click Delete Event.
  4. Click Yes to confirm.

Event RSVPs

Unlike an Agency Manager, a Site Manager can edit and delete event event RSVPs. In addition, a Site Manager can easily send an email to all individuals who have responded to an event.

The table below shows how different RSVPs are handled in the system.

Response

How Handled

Yes (if event is not full)

User’s name goes on RSVP list of people who will attend.

No

User’s name goes on RSVP list of people who will not attend.

Maybe

User’s name goes on RSVP list of people who are interested in attending.

Yes (if event is full)

User’s RSVP is designated as a “Maybe,” and their interest is communicated via automatic notification to the agency manager.

There are a couple of ways to view who has responded to an event with an answer of yes, no, or maybe, described below.

Viewing RSVPs

To view RSVPs for an event:

  1. Go to Volunteerism > Events and select an event.
  2. Scroll to the bottom of the page to view a table of people who have responded.

Note: If the RSVP option is not being used for the event, no RSVP tab will be visible.

From this area, you can edit or delete RSVPs and email anyone who submitted a Yes RSVP.

Editing RSVPs

To edit an RSVP (from Yes to No, Maybe to Yes, etc.):

  1. Go to Volunteerism > Events and select an event from the table displayed.
  2. Scroll to the bottom of the event page.
  3. Click on the edit (pencil) icon for the RSVP to edit.

    Note: This icon is located under the Options column. If your screen does not display an Options column, you may need to select it from the Table Filter.

  4. In the Edit RSVP form that appears, change the RSVP as needed.
  5. Click Submit. The new response is reflected in the RSVP table.

Deleting RSVPs

To delete an RSVP to an event:

  1. Go to Volunteerism > Events and select an event.
  2. Scroll to the bottom of the page to view a table of people who have responded.
  3. Click the delete (X) icon for the response to delete.

    Note: This icon is located under the Options column. If your screen does not display an Options column, you may need to select it from the Table Filter.

  4. Click Yes to confirm the deletion.

Emailing Event Respondents

Note: When you email event respondents, the system emails only those who have an RSVP of "Yes."

To email individuals who have responded "Yes" to an event:

  1. Go to Volunteerism > Events and select an event from the table displayed.
  2. Scroll down to the table of respondents at the bottom of the page.
  3. Click the Email These Users button, located just above the table, on the right-hand side of your screen.

    This action opens the Email Blast tool, with the recipients already filtered.
  4.  Fill out all applicable fields for the email, and click Send Email Blast to send it.

Note: For more information on the Email Blast, see Email Blast: Reaching Out To Your Site's Volunteers.

 

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