This is step 1 in a 4-step tutorial in how to use GreekTrack for event management.
Everything in the GreekTrack system is driven through events. In order to get credit for a chapter requirement you must first attend an event of that type so you can think of event types and chapter requirements as one in the same. When you create a new requirement, you automatically create a new event type.
To create a new event:
- Log in as a member with privileges to create events (most chapters will give this privilege to all active members).
- From the menu bar, choose Events > Add New Event.
- From this page you will be able to create your event. The top section contains all of the required fields. The lower section contains the optional fields. Read on to learn more about what each field does:
|Event Title||The title of the event that will be shown on the event calendar and in the weekly event email digest.|
|Date of Event||
The start and end dates of the event.
Here you can also break this event into multiple shifts. For example you may set the start to be Friday at 6:00pm and the end of the event at 8:00pm but then break it into two shifts (6-7 and 7-8) which will create two separate signup sheets for this single event.
Here you may also set this event to repeat into the future. You may choose to repeat daily, weekly, monthly, or yearly on various intervals and set an end date to stop the recurring event. This feature will create multiple events using the same event information for all of them but keeping the signup lists separate between them.
|Location||This is the street address of the event, where attendees should meet. This address is also used with the optional "Require Check-in" feature described below.|
This is the most important field. It described what requirement credit each attendee will receive by going to this event. For example if this were a community service project you would choose '+ add another credit' and then enter the duration of the event in hours and choose 'Service Hour' to define that by going to this event, you will receive 2 hours of service toward your active requirements (added to the progress bars on your homepage).
You can set multiple requirement credits here if this one event counts for multiple requirements which is often the case during chapter retreats.
|Additional Information||You may enter anything you like in this space. It will be shown on the event details page before members would sign up. This space is often used to tell attendees details instructions on what to bring, where to park, what to wear, etc.|
|Require Attendance||Check this box to mark this event as required on your chapter's event calendar. You must then determine which account types are required to attend this event. Optionally, you may also determine a fee per account type if they end up missing this event without an approved excuse.|
|Allow Sign-ups on||The date in which sign-ups for this event are opened. Events will always be added to the event calendar once you complete the from, but the sign up button on the event details page will be hidden until this date. By default it is set to the current time so it will be immediately open for members to sign up.|
|Lock Sign-ups on||The date in which members can still join the event, but can no longer remove themselves from the event. Only the event coordinator or chapter officers that have privileges for the associated requirements may override this lock.|
|Close Sign-ups on||The date in which members may no longer join or remove themselves from this event. Only the event coordinator or chapter officers that have privileges for the associated requirements may override this closure.|
|Require Ride||Check this box to only allow members who have cars (or can take public transit) to this event. When those drivers do sign up, they will be prompted to enter how many available seats they have which will open that many spots for members who don't have a way to get to the event to sign-up. This ensures that everyone has a way to get to the event. Attendees may contact each other to determine who will ride in which car.|
|Max Number of Attendees||Enter the maximum number of attendees allowed to sign-up for this event. Or leave it blank to allow unlimited attendees.|
Event coordinators gain full admin access to this event. They will be able to edit the event, contact attendees via email or SMS, delete the event, and even complete the event which means for this event only, they will have the ability to award requirement credit (award service hours in our previous example).
By default you will be set as the event coordinator and your contact information will be shown on the event details page. You may instead choose to leave the event coordinator position open for any member to volunteer to be the coordinator. Or lastly, you may choose to delegate this responsibility to another member in your chapter, maybe someone in your committee for example.
Optionally, you may also set up a bonus credit for any event coordinator. For example some chapters will decide that by coordinating an event you get an extra bonus 1 Leadership Point (a custom requirement that this chapter has created).
Choose who can see this event on the event calendar:
|Who can sign-up?||
Choose who can sign-up for this event:
Choose which chapters in your organization that you'd like to send an invitation to. Their chapter president will get an email inviting them to add your chapter's event to their chapter's event calendar so their members will be able to access and sign-up for your event.
Check this box if you have files to attach to this event. Once you create the event you will be prompted to upload files which will be added to this event's details page for attendees to download. This is useful for events that may require a waiver to be filled out before you arrive to the event.
Note: Attaching files to a recurring event is not supported at this moment. You will need to edit each individual event to attach files to a recurring event.
Once you click on 'Add Calendar Event' your event will be added to your chapter's event calendar as well as the weekly event digest email that is sent each Sunday containing that week's list of events.
You're all set!