Manage every aspect of your Event through four specialised settings tabs: General, Advanced, Portal Visibility, and Shift Defaults.
The General tab covers foundational details like the Event name, location, and timing, along with internal categorisation for administrative tracking. In the Advanced tab, you can fine-tune volunteer application settings, portal branding, required qualifications and waitlist preferences. The Portal Visibility tab provides precise control over who can see and apply for your Event, while the Shift Defaults tab allows you to pre-define statuses, forms, and check-in settings that automatically apply to every shift within the Event.
IN THIS ARTICLE:
Update an Event
See the following instructions to update an Event:
Click Events > Events.
Click the More Actions menu on the Event you wish to update.
Click Update. The Event appears:
General Tab Settings
Edit the following general Event settings, if desired:
Overview
Name: The name of the Event. This field is required.
Description: A customised description of the Event. This field is required.
Type: Defines the Event Type and how it is displayed in the User Portal. This field is required. See the Creating an Event Type article for more information.
Date & Time
Timezone: The timezone of where the Event will occur. This field is required.
Is Ongoing: Check this box if the Event does not have a specific start and end date. If selected, the Start Date/Time and End Date/Time fields are hidden.
Start Date/Time: The start date of the Event and when it is visible in the User Portal. This field is required.
End Date/Time: The end date of the Event and when it is to be removed from the User Portal.
Location and Format
Is Virtual: Check this box for events that are intended to be run completely online. If selected, the Venue and Use Custom Address fields are hidden.
Venue: Select a Venue for the Event. See the Creating a Venue article for more information.
Use Custom Address: Check this box to enter a custom address for the Event. Use the Address Lookup to automatically prefill address details and link the address to Google Maps. You can drag the map pin to refine the precise location.
Internal Categorisation
Event Tags: Can be used as filters when searching for Events in the User Portal.
Sort Order: The numeric order in which the Event appears in your Event list. Lower numbers appear at the top.
Advanced Tab Settings
Edit the following Portal Branding, Volunteer Application, Qualification, Shift Filter, and Waitlist settings if desired:
Portal Branding
Portal Banner Image: Click the Browse button to edit the banner image shown at the top of the Event page in the User Portal. The recommended image size is 1200px wide by 300px tall.
Portal Grid Image: Click the Browse button to edit the grid listing image. The recommeded image size is 500px wide by 300px tall.
Volunteer Application Settings
Accept Expression of Interest: Check this box to allow Users to register expression of interest for an Event. An Expression of Interest Form must be created first in order to collect responses. See the Creating a Form article for more information. If enabled, the following options appear:
Expression of Interest Form: Select an Expression of Interest Form.
Cancel Expression of Interest Form: Select a Cancel Expression of Interest Form that allows a User to cancel their interest after submission.
Expression of Interest Demand: Enter the maximum number of responses required to automatically close the form . Use the value '0' if there is no limit.
Maximum Shift Applications Per User: The maximum number of Shifts a User can be scheduled to in Pending or Confirmed status. Use the value '0' if there is no limit.
Minimum Shift Applications Per User: The minimum number of Shifts a User can be scheduled to in Pending or Confirmed status. Use the value '0' if there is no limit.
Maximum Shift Applications Per Shift Type: The maximum number of applications for a specific Shift Type. A Shift Type must be created to use this function. See the Creating a Shift Type article for more information.
Minimum Shift Applications Per Shift Type: The minimum number of applications for a specific Shift Type. A Shift Type must be created to use this function. See the Creating a Shift Type article for more information.
Minimum Gap Between Shift Applications Per User (in minutes): The minimum timeframe measured in minutes that a User must wait between Shift applications before they can apply to another one.
Has Age Limit: Check this box to enforce an age limit for Users. If enabled, select one of the following options:
Minimum Date of Birth: Set a minimum date of birth DD/MM/YY requirement.
Minimum Age: Set a minimum age in years and days requirement.
Qualifications
Choose a Training: Assign a training module to all users who are scheduled to a Shift in this Event. See the Training Overview article for more information.
Certificate: Assign a certificate to be awarded to all participating Users when the Event is completed. See the Creating a Certificate article for more information.
Shift Filters
Shift Filter Attributes: Select a maximum a of three attributes that Users can use to filter and find shifts when applying to this Event.
Shift Filter Attributes For Team Leader: Select a maximum of three attributes that Team Leaders can use to filter when searching Shifts in Event Leader mode.
Waitlist Settings
Enable Waitlist: Check this box to enable users to apply to a waitlist if the Shift is at capacity. If enabled, the following option appears:
Maximum Waitlist Number: The maximum number of Users to be held in a waitlist.
Others
Allow Users to Log User Activities: Check this box to allow Users to report hours for tasks that may not fall in the regular Shift schedule. If enabled, the following option appears:
User Activites Form: Select a User Activities Form. This form must be created to use this function. See the Creating a User Activities Form article for more information.
Archived: Check this box to hide archived Events from appearing in search and autocomplete suggestions.
Portal Visibility Tab Settings
Edit application and Event visibility on the User Portal, if desired:
Application Visibility
Applications Open Date/Time: Enter a date and time applications for the Event open. Users cannot apply to Shifts for this Event until the application opens.
Applications Close Date/Time: Enter a date and time applications for the Event close. Users cannot apply to Shifts for this Event after the application closes.
Tip💡: If the Accept Expression of Interest setting is enabled, Users are limited to submitting between the application open and close dates.
Promoted: Check this option to promote the Event on the User Portal Dashboard.
This Event Is Visible To
Users In Any Of These User Groups: Select one or more groups to make this Event visible to.
Users In Any Of These Role offers: Select a specific Role Offer to make this Event visible to.
But Not For Any Of These User Groups: Select one or more groups to hide this Event from.
Shift Defaults Tab Settings
Edit the following default settings for Events, forms, and check-in settings, if desired:
Event Shift Statuses
Default Shift User Status: Determines if a User sign-up affects Shift capacity. Only Pending or Confirmed Users count toward demand. The default status is Pending.
Default Shift Confirmed User Status: The status applied to Users when they accept a Shift from an email or the User Portal. The default status is Confirmed.
Default Shift Rejected User Status: The status applied to Users when they decline a Shift from an email or the User Portal. The default status is Rejected.
Default Shift Checked In User Status: The status applied to Users when they check-in for a Shift. The default status is Attended.
Default Shift Checked Out User Status: The status applied to Users when they check-out from a Shift. The default status is Attended.
Users Can Withdraw From Shifts: Check this box to allow Users to withdraw from a Shift after they have been scheduled. This setting is enabled by default.
How Many Hours Before Shift Start Users Cannot Withdraw: Define the minimum withdrawal notice (hours) before the beginning of a Shift. Use the value of '0' if there is no limit. The default value is 24.
Users Can Confirm Shifts: Check this box to enable Users to confirm Shifts from the User Portal. This setting is enabled by default.
How Many Days Before Shift Start Can Users Confirm: Define the minimum notice (days) a User must confirm their Shift by before it starts.
Forms
A form must be created to be applied to the following settings. See the Creating a Form article for more information.
Default Shift Application Form: Select the form that must be completed before a User can signup for a Shift.
Default Shift Withdraw Form: Select the form that must be completed before a User can withdraw from a Shift.
Default Shift Pre Check-In: Select the form that must be completed before a User can begin the check-in process.
Default Shift Check-In Form: Select the form that must be completed before a User can check-in for a Shift.
Default Shift Attended Form: Select the form that must be completed after a User has checked-in for a Shift.
Default Shift Check-Out Form: Select the form that must be completed before a User can check-out of a Shift.
Default Post Shift Feedback Form: Select the form that must be completed by Users after completing their Shift. This form is visible for one week after a Shift is completed.
Default Post Shift Leader Feedback Form: Select the form that can be completed by the Shift Leader after completing their Shift.
Check In
Pre Check-In Opens Before Shift Starts: Select the timeframe that Pre Check-In opens before a Shift starts. Select the amount of weeks, days, hours and minutes, as desired.
Allow Self Check-In?: Check this option to set a specific timeframe for users to check-in through the User Portal. If enabled, the following options appear:
Self Check-In Opens Before Shift Starts: Select the amount of weeks, days, hours and minutes, as desired.
Self Check-In Closes After Shift Starts: Select the amount of weeks, days, hours and minutes, as desired.
Self Check-Out Closes After Shift Ends: Select the amount of weeks, days, hours and minutes, as desired.
Self Check-In Proximity to Shift Location: Select how far a User can be from the Event until they can check-in (measured in meters, kilometers, feet, or miles).
Check-In Visible Attributes: Select the attributes to add on to the check-in form. See the Creating Custom Fields article for more information.
Bulk Update Events
If you wish to update multiple Events simultaneously, you can apply a Bulk Update action.
Click Events > Events.
Click to select specific Events to include them in a bulk action, or leave them unselected to apply the action to every Event in the Events List.
Click the Actions button.
Click Bulk Update Events. The Bulk Update Events window appears:
Toggle the Don't Update button off to modify the following settings listed in the General, Advanced, Portal Visibility, and Shift Defaults Settings tabs.
Click the drop-down menu on the Apply To field to select one of the following options:
Events listed: Apply the bulk action to all Events in the Events List.
Events selected: Apply the bulk action to selected Events.
Click the Update button. The following window appears:
Click the Close button to exit the window.