Browsing and Registering for Events

Portal users can browse upcoming events, view event details, register for events, and add events to their personal calendars. The Upcoming Events module provides multiple viewing options and filtering capabilities to help users discover relevant events based on their interests and availability.

This page describes the end-user experience for interacting with events. Users can only see events in categories that have been shared with them based on their security role, user group membership, or individual access permissions.

Accessing Upcoming Events

To access the Upcoming Events module:

1. Navigate to the Upcoming Events tab in your portal navigation menu.
2. The Upcoming Events home page displays, showing all events you have access to view.

Event Browsing Views

Users can browse events using three different view options, allowing you to choose the display format that best suits your preferences.

Tile View

Tile View displays events as visual cards with event images, providing a rich browsing experience.

• Each tile shows the event banner image or thumbnail
• Event name and summary are displayed on each tile
• Event date and time information is visible
• Click on a tile to open the full event details

Tile View is ideal for browsing when event imagery is important or when you prefer a visual browsing experience.

List View

List View displays events in a compact, text-based format with key information organized in rows.

• Events are displayed with name, date, time, and category
• More events are visible on screen compared to Tile View
• Click on an event name to open the full event details

List View is ideal when you want to quickly scan many events or compare event dates and times.

Calendar View

Calendar View displays events on a monthly calendar interface with color-coded category identification.

• Events appear on their scheduled dates within the calendar grid
• Each event is color-coded based on its Event Category color
• Navigate between months using the calendar controls
• Click on an event to open the full event details

Calendar View is ideal for understanding event scheduling, identifying available dates, and seeing how events are distributed over time.

Switching Between Views

To change the browsing view:

1. Locate the view toggle buttons near the top of the Upcoming Events page.
2. Click the icon for your preferred view (Tile, List, or Calendar).
3. The event display updates immediately to show the selected view.

Searching and Filtering Events

Use search and filtering options to find specific events or narrow down the event list to relevant items.

Global Search

Use the search bar to find events by keyword:

1. Enter keywords in the search field (event name, topic, location, etc.).
2. The event list filters to show only events matching your search terms.
3. Clear the search field to return to the full event list.

Category Filter

Filter events by Event Category to view only events of a specific type:

1. Locate the category filter options.
2. Select one or more categories to filter the event list.
3. Only events belonging to the selected categories are displayed.

Category filtering is useful when you are interested in specific event types, such as Webinars, Training Sessions, or Partner Conferences.

Date Filter

Filter events by date range to find events occurring during a specific time period:

1. Use the date filter controls to specify a date range.
2. The event list updates to show only events within the selected dates.

Viewing Event Details

Click on any event from the browsing views to open the full event detail page.

Event Detail Page Content

The event detail page displays comprehensive information about the event:

• Banner Image: A visual header image for the event (if configured)
• Event Name: The title of the event
• Date and Time: Start and end dates/times with timezone information
• Event Description: Full details about the event including agenda, speakers, and other relevant information
• Location: For physical events, the venue address and an interactive Google Map (if enabled)
• Registration Options: Register button or registration form (if registration is enabled)

Event Location Map

For physical events with location information configured, an interactive Google Map displays the event venue:

• View the event location on the map
• Use map controls to zoom in/out or get directions
• The map helps you plan your travel to the event venue

Registering for Events

If registration is enabled for an event, you can register directly from the event detail page.

To Register for an Event

1. Navigate to the event detail page by clicking on the event.
2. Click the Register or Register Now button.
3. Complete the registration form:
   • If you are logged in, your profile information (name, email) may be pre-filled automatically.
   • If you are a public guest, enter all required information manually.
   • Complete any additional fields requested (such as Company Name or Phone).
4. Click Submit or Register to complete your registration.
5. A confirmation message indicates your registration was successful.

Registration Availability

Registration may not be available in the following situations:

• Registration Disabled: The event is for viewing only and does not accept registrations.
• Registration Not Yet Open: The registration window has not started (Registration Start Time has not been reached).
• Registration Closed: The registration deadline has passed (Registration End Time has passed).
• Event at Capacity: The maximum number of attendees has been reached and registration is closed.
• Event Cancelled: The event has been cancelled and is no longer accepting registrations.

Custom Registration

Some events may use custom registration, which directs you to an external registration page or third-party system. Follow the instructions on the external page to complete your registration.

Adding Events to Your Calendar

You can add events to your personal calendar application to ensure you don't miss important events.

Supported Calendar Applications

The Upcoming Events module supports adding events to:

• Microsoft Outlook: Desktop and web versions
• Google Calendar: Web and mobile applications
• Apple Calendar: macOS and iOS devices

To Add an Event to Your Calendar

1. Navigate to the event detail page.
2. Click the Add to Calendar button or link.
3. Select your preferred calendar application (Outlook, Google, or Apple).
4. Follow the prompts to add the event to your calendar:
   • For Outlook: A calendar file (.ics) may download, or Outlook may open directly.
   • For Google Calendar: You may be directed to Google Calendar to confirm the event.
   • For Apple Calendar: A calendar file (.ics) downloads that you can open with Calendar.
5. The event appears in your personal calendar with the event details, date, time, and location.

Sharing Events

If social sharing is enabled for the Event Category, you can share events with others through social media platforms.

To Share an Event

1. Navigate to the event detail page.
2. Locate the social sharing buttons (typically displayed near the event title or at the bottom of the page).
3. Click the icon for your preferred social media platform.
4. Complete the sharing process on the social media platform.

Viewing Past Events

Once events have passed their end date, they are automatically removed from the main browsing views. However, if you have a direct link to a past event, you may still be able to view the event details for reference purposes.

Event Browsing Summary

Troubleshooting

Cannot See Any Events

• Verify you have access to at least one Event Category through your security role or user group membership.
• Check if date filters are limiting the displayed events.
• Clear any active search terms or category filters.
• Contact your portal administrator if you believe you should have access to events.

Cannot Register for an Event

• Check if the event has registration enabled (some events are view-only).
• Verify the registration window is open (check Registration Start Time and End Time).
• Confirm the event has not reached capacity.
• Ensure the event has not been cancelled.

Calendar Export Not Working

• Ensure your browser allows file downloads or pop-ups from the portal.
• Try a different calendar application option.
• Check that you have a calendar application installed that can open .ics files.

Cannot See Event Location Map

• The event may be a virtual event without a physical location.
• The Event Category may have Google Map display disabled.
• Location information may not have been configured for the event.

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