Who can Create an Event?

Full Event Admins

• Can create and edit any Event in the assigned Campus.
• Can change an Event from Rooms & resources needed to Rooms & resources not needed and vice-versa.
• Can approve Events with Rooms and resources needed (not the same as an Approval Group leader’s please see privilege below).

Group Leaders (Main, Assistant, Coach, Director)

• Can create and edit any Event in a Group they lead.

Approval Group Leaders

• Can approve the Room/resource assigned to the Group.

Event Organizer (Profile must be listed)

• Can add an Attendance Grouping to an Event if it does not already have one.

Department Admin

• Can create or edit Events for Groups in their department, but cannot approve them.

Limited Event Admins

• Cannot click the manage Events button.
• Can edit the guest list attending section.
• Can view all Calendars.

How to Create an Event

1. Launch your ChMS software and sign in.

2. On the left side of your screen, select Events.

3. Confirm you're on the Calendar page. You should land here by default.

4. At the top of the calendar, select Create an Event.

5. Here, you can enter an Event Title, add a Group, and more.

6. Fill out the event form, then select Create to finish creating your event!

 

• Event Name: This is the Event name that will show on Calendars, invitations, etc.
• Photo: Much like uploading a photo for a Group the same applies for uploading an image to an Event. You will choose a file from your files on your computer. The image must be in .jpg format the size can be no larger than 3mb that is about 3000-4000px. Most smartphones including the iPhone 7 plus should be within this limit.
• Description: This will appear on the Event overview page, in an Event Invitation, and in the Event pop-out from the monthly view of a Calendar. It will also show up on the approval page and both setup/resource reports.
• Group: If you did not create the Event directly from a Group page, you will have to choose the Group to host the Event here.
• Organizer: Here you can choose an Event Organizer. The Event Organizer must be a member or leader of the Group you select.
• Event Phone: The number provided should be that of the person organizing the Event, not necessarily the Group leader. (Their Profile must be Listed)
• Date: This is the day of the Event.
• Event Time: This is the actual time of the Event; it does not include setup or cleanup time.
• Setup/Cleanup: Setup and cleanup times are entered in minutes and are used to determine resource conflicts. This option is only available for at-the-church Events.
• Make this Event repeat: By checking this box, you open up another set of options.

• Options for Repeating Events
  • How often?: In the first pull-down, you can set the Event to repeat daily, weekly, monthly by date, or monthly by day. The following pull-downs will let you further refine your choice (e.g., every other week, every three months on the 15th, on the second Sunday of every month, etc.).
  • When: Gives you the option to choose the day of the week you would like your frequency to happen.
  • Ends: If your repeating Event has a set end date, enter it here. If it's expected to continue indefinitely, leave the field blank.
• Use an address other than __: The system will automatically input the Campus's location for these Events. That is the location that will automatically be included in the Calendar feed and Event download. If the Event will take place somewhere else, check this box to enter address information and override the default.
• Other (Require leader approval or Form Response to get on the guest list): This checkbox < requires leader approval (group leaders and the Event Organizer) or a matched Form response to get on the guest list.
  • If you check the box this will change the button to RSVP OR Register, which helps the Event Organizer and Group Leaders decide who should be on the guest list.
  • If this box is not checked any individual who has access to the Event can reply to the Event allowing the Event Organizer to monitor the guest list.

Tip: You must create a Form before you can connect to the Event to match guests to a Form registration or see the Register button on an Event.

Set-up Attendance Reminders

Attendance reminders will send up to four emails to the Event Organizer and Group Leaders, beginning one hour before the Event takes place and then daily for three days at the beginning of the day after the Event if attendance has not already been recorded. If you record attendance after the first reminder email is sent out, you will not receive the other reminder emails.

1. Go to the Attendance tab on the Event detail page.
2. Click the Attendance Settings button on the right.

3. Select the Send Group leaders Attendance Reminder checkbox.

Tip: The email attendance reminder must be set up before the day of the Event in order to receive the email 1 hour before the Event starts.

Warning: Groups with a Group Participate size of over 100 will require you to login to record attendance.

Who can Edit Events?

• Full Group Admin
• Group Leaders (Main Group Leader, Assistant Leaders, Complete Package includes-Coaches and Directors)
• Department Admin for only the Groups assigned to their department
• Master Administrator

Changing Event Options

If you are editing a recurring Event, before you hit save, you will be asked what Events to make the changes for.

• If changing the name: All dates in this Event.
• If changing the date: This date only.
• If changing the start or end time or adding setup/ cleanup minutes: This date only and This date & all future dates.
• If changing the repeating pattern: This date & all future dates.
• If changing location info: This date & all future dates.
• If only the date is changed, then you will be able to apply the change only to that occurrence. If the time is changed, you should be able to select just that occurrence or the future occurrences option.

Note: These options are designed to keep your historical data intact.

Event Tabs and Settings

The Event Detail page includes the name of the Event at the top, along with several tabs of information across the middle (e.g. Preview, Rooms & Resources, Guest List, etc.) and the Event Actions menu at the top right.

1. The Event Detail page can be accessed through the Events page (1), where you'll select the Calendar tab (2).
   
2. Click on the specific Event in the calendar.
   
3. Then click the Manage Event button.
   
4. Use the tabs across the middle to review and update important event-related information.
   
5. Use the Event Actions menu at the top right (1) and select Edit this event (2) to change any of the settings of the current Event.
   

Preview Tab

The Preview tab lets you see what the Event will look like to a basic user. If a person opens this Event either from within MyAwaken or from without, this is how the information for the Event will be displayed. Take advantage of the preview to make sure your Event looks and gives the information you want to share with people.

Guest List

The Guest List on the Event Preview page is not meant to be an admin tool. It is meant to be what everyone can see. When an admin looks at it, they are seeing exactly what a congregant with no privileges will see. The parenthetical number is accurate for the total number in that category (yes, no, maybe, no response). The name list will hide unlisted, inactive, and age protected Profiles. Under the Guest List tab the parenthetical number will be the same as what is in the Preview. The name list will populate based in the current user's privilege set. For example, the MA will see everyone. A Group leader with no other privileges will not see inactive profiles, potentially not see age protected profiles, and maybe not unlisted profiles.

 

Attendance

The Attendance settings can be adjusted by clicking the Attendance tab.

• Attendance Grouping: In order to take attendance you must select an attendance grouping. If none are available, you will need to set them up in the Group Settings in the Admin tab.
• Attendee Limit: This limits the number of people who can sign up for an Event.
• Attendance Reminder: This option will send an automated attendance reminder by email to the leaders of the Group. The first will come 1 hour before the Event in order to take attendance during the Event. It will also send up to 3 reminders (1 a day) after the Event if no attendance has been taken.
• Attendance Only: The purpose of attendance only Events is to declutter a Group's Calendar. Checking this box will make the Event INVISIBLE on all Calendar views, except the 'All Events Admin' Calendar.
• Record Attendance: This button will only appear if the Event has an attendance grouping AND the Event is in the past
• Event Summary: This will display any Event summary if recorded for that Event

Check-In

The Check-In settings can be adjusted by clicking the Check-In tab.

• Enable Check-In: Check-In must be enabled and one of the available Check-In options must be selected.
• Attendance Grouping: Another setting required for the Event to be available for Check-In, choose from the list of groupings. If there are no groupings listed, then you need to edit the Group and select Attendance Groupings from the Admin tab.
• Room Name: (Complete Package only) The room name will replace the name of the Event on the check-in label. It is currently only displayed on the check-in label.
• Children per Adult: (Complete Package only) - Allows you to limit who can check into a room based on the number of adults in the room. In order to utilize this feature, the adult volunteers must be leaders of that Group. They must also check into the Event for the system to know how many adults are in the room.
• Attendee Limit: If a number is entered, the Check-In system will not allow people to be checked into that room once the limit is reached.
• Label Type: Select the kind of labels you want to print for this Event. This will override the Check-In station default.
• Check-In Announcement: Add the Announcement Title and write your announcement.

Publish

We do not use this feature so please do not publish any events tp the calendar. Calendar management is done through a Wrike request.

 

Who can Change an Event?

• Full Group Admin
• Group Leaders (Main Group Leader, Assistant Leaders, Complete Package includes-Coaches and Directors)
• Department Admin for only the Groups assigned to their department
• Master Administrator

Duplicating an Event

1. Select the Event or a date within a repeating series.
2. Click the Manage Event button.
3. Click the Event Actions menu.
4. Click Duplicate.

The duplicated Event will show *COPY* in the Event Name. You can edit as needed.

What is duplicated?

• Description
• Date
• Time
• Setup/Cleanup Time, if applicable
• Attendance Settings
• Check-in Settings

What is not duplicated?

• Rooms and Resources
• Guest List
• Published Calendars 

Converting to a Single Event

Once converted to a stand-alone Event you can edit the date, time, rooms and resources, etc. without affecting the rest of the Event Series. Attendance history is still saved.

1. Select the date from the repeating series you want to edit.
2. Click the Manage Event button.
3. Click the Event Actions menu.
4. Click Convert to a Single Event.
5. Click Confirm on the pop-up confirmation window.

Deleting an Event or Event Occurrence

1. Select the date from the repeating series you want to edit.
2. Click the Manage Event button.
3. Click the Event Actions menu.
4. Choose the appropriate delete option.
   • Click Delete this Event to delete the entire Event series.
   • Click Delete Event occurrence to delete this one date from the Event series.
5. Click Yes, Delete this Event on the pop-up confirmation window.

Warning: Deleting an Event will remove all history, including attendance. There is not an undo option.

Restoring an Event Occurrence

Deleting an Event Occurrence only deletes that one date, all other dates remain. If needed, you can restore a deleted Event Occurrence.

1. Click any date in the Event series.
2. Click the Manage Event button.
3. Click the Preview tab.
4. Click the Upcoming Occurrences menu.
5. Click the Manage Exceptions link. to restore a deleted occurrence.

6. Select the dates you want to restore.
7. Click the Restore Exceptions button.

 

 

 

Note:

 

• This how-to is for MyAwaken Even Admin, Event Organizer, Group Leader, Department Admins and Master Administrator only.   
• Only Ministry Director / Supervisor can issue new access request to IT via support ticket system. Please talk to your supervisor first for access in MyAwaken.