Creating a New Event

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Hi everyone, this is Michelle with iVolunteerOnline's support team.  Today I'm going to show you how to set up an Event.

We're starting at the Organization Dashboard, which is shown every time you log in.  We're going to go to the top menu and click on Events.

This is the Events menu.  Here you can view, add, edit, arrange, and remove all of your events.  As we don't currently have an event, we're going to click on the Add button to make a new Event.

First, we're going to choose a name for this event, a three-day meet-up for my Audio/Visual club.  I'm also going to change the Event Unique ID and choose which home page I want the Event to be shown on.  I'm going to wait until I have finished creating my event until I make it active, so I will leave this box unchecked for now.  

Next we choose the dates for the Event.  I want my event to start on March 3rd and end on March 5th, and I want sign up to start on February 1st and to end on March 2nd.  I don't want people to cancel on their own, so I'm going to select Self Cancellations Are Not Allowed.

Then all you need to do is check that the Contact information and Location are correct.   These default, like most of the other settings, to the Organization Default Settings.  These can be changed on each individual Event.  Since the contact information is correct, all I need to do is change the location to where the Event will be held. Don't forget to hit Save when you're finished.

Now we're ready to move on to the Signup Sheet Design tab. Click on the Add Task button to get started designing.  This opens the Create a New Task menu.  You have three options for creating a new task: Create a blank Task, Create a Task that spans 1 or more weeks, and Create a Task that represents a calendar month.  I'm going to create a blank task.

I need to change the title for this, since I need people to help set up the space.  I want four people to help set up each day, so I'll put my Task Date Option as "Dates are in Column Headers" and change the number of Volunteers per Slot to 4.  I'll note here that it is very important that you define the dates that your slots are on, because all of the reminders and thank you emails are based around the Slot Dates.  I'll change the number of columns to 3 and we'll hit OK.

This is your Task.  From here we can further edit our task.  The task-title is able to be edited here.  If we expand the More Task Options, we can limit how many slots in this task that a single person can sign up for.  There is also the option of giving instructions about the task.

Next we'll need to adjust the dates for each slot, since we need this for three different days.  Click on the Edit Column Header button and click on the Date field.  Click on the date you want and then click outside the field.  Now we can change the time of the Task.  You will need to do this for all of the columns.  We're done here now, so we'll click OK.  Notice that the warning for the dates in the slot are now gone.   You can also copy the rows and columns to get an exact replica of a row or a column.  Since we're all done with this task now, I'm going to click the Save button to save my changes.

To view your Signup Sheet, click on the Preview tab.  This shows you what your event will look like when people have clicked on it, showing the tasks, and where help is needed.  

Now that I'm satisfied with my event, I'm going to go back to the Details page and click the Active box to make my Event visible and hit Save again.  Now we're ready to publish the URL to our volunteers.  I can send the link in an email, publish it on my website, my Facebook page, or any other social networking site I use, so my volunteers can start signing up.

Thank you for watching and for using iVolunteerOnline, the best way to sign up your volunteers online!

We hope you enjoyed this video and found it helpful. If you have additional questions, please contact us or visit our Support Forum.