Upcoming Events Checklist
Essential Upcoming Events Tasks for Administrators
To deploy events for partners, customers, and employees, the Upcoming Events module must be properly configured with comprehensive category management, event creation workflows, registration settings, and sharing permissions. Events provide structured communication and engagement opportunities that inform users about organizational activities while enabling registration tracking and attendee management across portal communities.
Foundation Setup
☐ Understanding the Upcoming Events Module Familiarize yourself with comprehensive event management capabilities including category-based organization, rich content editing, registration form configuration, capacity tracking, location mapping with Google Maps integration, and flexible sharing controls. Understand how events support partner engagement, customer communication, and internal organizational activities through multiple browsing views and calendar integration features.
☐ Module Setup and Configuration Ensure the Upcoming Events module is properly enabled by adding the Upcoming Events Tab to appropriate Apps and configuring Security Role permissions for different user types. Configure Tab and App visibility settings to enable user access to event browsing functionality across partner, customer, and employee communities.
Event Category Configuration
☐ Creating Upcoming Event Categories Master the category creation process including required fields (Name, Color, Language), optional settings (Description, Active status), and category-level controls (Disable Social Sharing, Disable Google Map). Create logical category structures that organize events by type, audience, or purpose while supporting effective event discovery and management.
☐ Configuring Registration Form Fields Configure category-level registration forms by accessing the Registration Form tab within each Event Category. Understand default required fields (First Name, Last Name, Email) and available optional fields (Company Name, Phone). Use drag-and-drop functionality to add, remove, and reorder fields to create registration forms appropriate for each event category.
☐ Sharing Upcoming Event Categories Configure category sharing permissions to control event visibility and management access. Understand permission levels including View (browse and register for events) and Manage (create, edit, publish events). Configure sharing with individual users, security roles, and user groups based on organizational access requirements.
☐ Configuring Public Event Access Enable public web access for appropriate event categories by adding Guest security roles to category sharing permissions. Understand that Guest access allows unauthenticated visitors to view events and register without portal login, supporting public conferences, open webinars, and community events that require broad visibility.
Event Creation and Management
☐ Creating Upcoming Events Master the event creation workflow including required fields (Name, Summary, Start/End dates, Timezone) and optional settings (Physical Event designation). Access event creation through the New Event button within Event Categories. Understand the event creation modal and how events inherit category-level settings including registration form configuration.
☐ Configuring Event Content Develop compelling event content using the rich text editor supporting formatted text, images, videos, tables, and hyperlinks. Create informative event descriptions that communicate event value, agenda details, speaker information, and attendee expectations. Use the Preview function to validate content appearance before publishing.
☐ Configuring Event Settings Configure event-level settings including Summary text (maximum 380 characters for list view display), Event Images (banner minimum 800px × 300px with thumbnail cropping), and Location Settings with Google Maps integration for physical events. Enable Display Event Location Time to show local timezone information for geographically distributed audiences.
☐ Configuring Event Registration Configure event registration mode selecting from Disable Registration (view-only events), Use Default Registration (category-configured form fields), or Use Custom Registration (external registration URL). Set optional Registration Start Time and Registration End Time to control registration windows. Enable Track Capacity and set Total Capacity to automatically close registration when attendee limits are reached.
Event Lifecycle Management
☐ Publishing Events Understand the event publishing workflow including Draft status for events under development, Publish action to make events visible based on category sharing, and Revert to Draft capability for modifications to published events. Ensure required elements (Summary, Content, Event Images) are configured before publishing.
☐ Managing Event Cancellation Configure event cancellation by enabling the Cancelled checkbox in event settings. Add Cancellation Message text to communicate cancellation reasons to users. Understand that cancelled events remain visible but prevent new registrations and sharing. Use Email Attendees about Cancellation from the Registration tab to notify registered attendees.
☐ Event Maintenance Operations Master event management operations available through the Events tab Actions menu including Edit (modify event configuration), Delete (remove events), Clone (duplicate events for recurring formats), Move To (relocate events between categories), and Browse (preview end-user experience).
Registration and Attendee Management
☐ Managing Event Registrations Access registration management through the Registration tab on individual events. View attendee lists with registration details including contact information and registration timestamps. Use New Registration to manually add attendees and Export to Excel to download registration data for external reporting, badge printing, and attendance tracking.
☐ Attendee Communication Configure attendee notification workflows including cancellation emails sent through Email Attendees about Cancellation functionality. Understand that event managers with Manage permission receive email notifications for user registrations and cancellations within their managed categories.
End-User Experience
☐ Understanding User Event Browsing Familiarize yourself with end-user event browsing capabilities including Tile View (visual browsing with event images), List View (compact information display), and Calendar View (date-based discovery with color-coded categories). Understand search and filtering options that help users discover relevant events.
☐ Understanding User Registration Experience Understand the end-user registration process including pre-filled form fields for logged-in users, manual entry for public guests, and registration confirmation. Familiarize yourself with Add to Calendar functionality supporting Microsoft Outlook, Google Calendar, and Apple Calendar integration.
Best Practices for Implementation
Initial Setup Considerations
- Plan category structure before creating categories to ensure logical organization that supports long-term event management
- Select distinct category colors that provide clear visual differentiation in calendar views
- Configure registration forms with appropriate fields for each category's event types and audience requirements
- Test sharing configurations to verify appropriate audience targeting before publishing events
- Establish naming conventions for categories and events that support consistent user experience
Ongoing Management
- Monitor registration numbers regularly to identify capacity concerns and popular events requiring additional sessions
- Review event content quality to maintain professional presentation and accurate information
- Archive or delete past events periodically to maintain organized category views
- Assess category effectiveness and adjust organization based on user browsing patterns and feedback
- Coordinate event scheduling to avoid conflicts and ensure appropriate resource allocation
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