Topics:

Once you have created your event, you will need to configure the settings before going live. Select your Event and navigate to the Events Overview section. Here, you will see a to-do list of items you must complete before setting the event live.

Screenshot 2024-06-20 at 11.20.11 AM.png

  • Complete your event settings: Add details such as the event name, description, and select speakers for your event. This ensures all the necessary information is included and displayed correctly.
  • Scheduling & conferencing: Select a date and time for your event and add video conferencing. This step finalizes the schedule and ensures the video conferencing details are set up.
  • Review event agenda: Go through the event plan and make any edits or adjustments needed to get it just the way you’d like it. This is your chance to perfect the event structure and flow.
  • Set audience: Add guests you would like to attend the event. Ensuring you have the right audience will help achieve the event's objectives.
  • Review invite email: Check the emails that will be sent out regarding this event. Make sure all the information is accurate and clearly communicated to your attendees.

Review Settings + Scheduling & Conferencing

To get started with configuring your event settings, click the Review Settings/Review Scheduling button:

Screenshot 2024-06-20 at 1.55.35 PM.png

This will take you to the Event Settings section, you would have had the change to already set these up during the creation process (link article) but it is always a good idea to review these settings again. In this section, you can review and change the event name and description to ensure they accurately reflect the event. You can also add an associated program, which helps organize and identify the event within the broader context of your programs.

Next, select the event speakers. This step is crucial for highlighting the key participants in your event. You can also change the event banner by clicking on the default image and uploading a new one that better represents your event. Additionally, select the date and time for your event, along with the video conferencing service you plan to use.

Once you have reviewed and updated these settings, return to the Event Overview page. There, you can mark these tasks as done by clicking on the Mark as Done button. This will indicate that you have completed configuring your event settings and scheduled your event:

Jun-20-2024 14-06-47.gif

Review Event Agenda

To review and set up your event agenda, start by clicking the Create Agenda button:

Screenshot 2024-06-20 at 2.20.56 PM.png

This will take you to the Agenda section. Here, you can review and change the default event agenda. Agendas are populated from event templates or can be customized by the admin. If the agenda is blank, it will be hidden from end-users:

Screenshot 2024-06-20 at 2.23.16 PM.pngPro-tip: Your agenda can include a breakdown of the event, detailing the activities and the time allotted to each activity. This ensures that the event runs smoothly and attendees know what to expect.

Once you have reviewed and updated the agenda, be sure to click the Save button at the bottom of the Agenda page, then go back to the Event Overview page. Finally, mark this task as done by clicking on the Mark as Done button: 

Jun-20-2024 14-26-17.gif

Setting the Event Audience

To set the audience for your event, start by clicking the Set Audience button:

Screenshot 2024-06-20 at 2.43.33 PM.png

This will take you to the Audience section:

Screenshot 2024-06-20 at 2.49.45 PM.png

Setting Audience Rules

Note: No invites will be sent to the audience while the event is a Draft Event.

You can create multiple audience rules, which apply only to the status or role in a program and do not operate on user attributes like “department.” Keep in mind, users do not need to be in the associated program to be added to the audience of an event. To begin creating your rules, click the Add Audience Rule button:

Screenshot 2024-06-20 at 2.54.05 PM.png

Here, you can select the program(s) you would like to automatically add users from, their participation status (are registered or have ever been matched) and their role. Once you're all set, click the Save Rule button to apply this rule:

Jun-20-2024 14-51-51.gif

When creating a rule, all users who currently match the rule will be added to the audience. The rule will continue to work in the background, adding users whose status changes to match the rule. You can review this by clicking the View Invitees button in the Attendee Summary card:

Jun-20-2024 14-58-43.gif

Note: Before sending the event invite, you can view the list of invitees in this section. You can remove users from the audience if they were added by mistake. Removed users that match an invite rule may be re-added to the audience.

Important Notes for Setting Audience Rules

For Draft Events, you can remove or edit rules at any time. Users who no longer match a rule will be removed from the event audience. This allows admins to experiment with getting the right audience before launching the event. To do so, simply click the pencil icon next to the rule to edit, and the bin icon next to the rule to delete it:

Screenshot 2024-06-20 at 3.05.40 PM.png

For Active Events, removing or editing a rule will not remove users who no longer match the rule from the audience, as they have already been sent a calendar invite. Removing a rule will prevent additional users from being added to the event. For significant changes to an event audience through rules, it may be best to cancel and create a new event.

For Past Events, rules will no longer add users to the audience of an event with an end date in the past.

In all event states, users will never be removed from an event based on their participant status changing after having been added to the audience. Users manually removed from an event may be re-added if they match a rule.

Manually Adding Attendees

Users can also be added manually to the audience from the user table or invited from a list of emails. To add users manually via email, click the Paste Email Addresses button and input the emails of users separated by commas then click Enter. Once you have inputed the emails, click the Add Attendees button to continue: 

Jun-20-2024 15-09-53.gif

Note: users not currently in the Together users table will be automatically added to the user table.

 

You can also add users from your user table by clicking the Add from User Table button. From here, you can either search for a particular user or bulk select multiple users to add them at once. After you have selected the users, click the Add Attendees button to continue: 

Jun-20-2024 15-14-47.gif

Setting Event Access & Visibility

Once you have configured your rules and invited some attendees, you can set the event access and visibility:

Screenshot 2024-06-20 at 3.19.05 PM.png

Audience access only: Only the selected audience can see the event in their Events tab.
Event open to organization: Anyone in your user table can add themselves to the audience from their Events tab. Additionally, anyone with a link to the event can sign up for the event and add it to their calendar without having to register for a program in your organization.

Once you have reviewed these settings, go back to the Event Overview page and mark this task as done by clicking on the Mark as Done button:

Jun-20-2024 15-22-47.gif

Viewing event details as a user not registered in any programs

Users explicitly added to the audience

When a user is added to the audience of an event, they will always get a calendar invite & an email invite to the event in Together, even if they have not registered for a program in Together.

Users are able to accept the calendar invite directly from their email inbox, without logging in to Together.

Users can follow the "Learn More" link on the calendar invite to view more details in Together. Users that are not registered in a program can view this information without being required to register for a program.

 

Users registering for the event via the event link

If Single-Sign-On is enabled for your organization, users will be able to follow the Event Link to login to Together & add themselves to the event audience without needing to register for a program.

If your organization uses usernames & passwords to login to Together, users will need to register for a program before being able to view the event & add it to their calendars.

 

Reviewing the Event Invite Email

To review and customize your event invitation email, click the Review Email button. This will take you to the Emails section:

Screenshot 2024-06-20 at 3.28.40 PM.png

In the Emails section, you can review your Event Invitation and Event Reminder email templates. The email subject and content can be customized by the event organizer. When sending out invites, both a calendar invite and an invitation email are sent out to all members of the audience, following event best practices. Additionally, a reminder email will be sent out one hour before the event.

To customize these templates, click on the pencil icon next to them. This will allow you to make any necessary changes to the content and layout of your emails:

Screenshot 2024-06-20 at 4.00.55 PM.png

For more detailed instructions on customizing email templates, you can refer to the article on customizing email templates.

Once you have reviewed and made your changes to the event emails, head back to the Event Overview page one last time. Mark this task as done by clicking the Mark as Done button:

Jun-20-2024 16-03-06.gif

Preview Event Page and Invite Audience

Congratulations on marking all the to-do items as done! You are now ready to invite your audience. To get a final look at your event, you can preview your event page by clicking the Preview Event Page button. Once you're ready to invite your audience, click the Invite Audience button. This action will set the event to Active:

Jun-20-2024 16-08-44.gif

Note: After inviting your audience, you can still go back and edit the event anytime beforehand. You will also be able to track attendance and invite additional guests as needed. Don't forget to share the invite in any relevant channels to ensure maximum participation.

That's all there is to it. You've successfully created and configured your event and are ready to engage your audience. Well done!

Share

Was this article helpful?

0 out of 0 found this helpful
Have more questions? Submit a request

Comments (0 comments)

Please sign in to leave a comment.