Event Detail

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Contents 1 Screen Description 2 Details 2.1 General information 2.2 Meetings 2.3 Related Classes/Courses 2.4 Class 2.5 Examination 2.6 Notes 3 Operations

Screen Description

The Event Detail screen provides overview of an event and its meetings. For event managers and administrators, there is a section for approving/rejecting events. For the main contact (supposedly the person who requested the event), there are means to delete all the meetings and thus the whole event. An event manager, administrator, or main contact can add meetings to an event or edit the event.

Details

General information

• Event Type
  • Type of the event (Class, Final Examination, Midterm Examination, Course, or Special)
• Expected Size
  • For special events, the requester can estimate number of people who will come to the event
• Event Size
  • For class or examination events, the appropriate class or examination limit is displayed
• Sponsoring Organization
  • For special events, the name of the sponsoring organization associated with the event
• Main Contact
  • Only available for Event Manager, Administrator, or Main Contact
  • Name, email, and phone number of the main contact (person responsible for the event - usually the same person who requested the event)
• Additional Emails
  • Only available for Event Manager, Administrator, or Main Contact
  • Email addresses entered by the person requesting the event
  • A notification is sent to these addresses (together with the main contact and the sponsoring organization) whenever there is a change in the event (such as meetings have been approved/rejected etc.)
• Last Change
  • Only available for Event Manager and Administrator
  • Information about the last change made to this event (who made what change when)

Meetings

A list of meetings for this event

• Date
  • Date of the meeting
• Time
  • Start and end time of the meeting
• Location
  • Location where the meeting is held (there can be more meetings at the same time in different locations - each time/room combination is listed as a separate meeting)
• Capacity
  • Seating capacity of the location (if applicable)
• Approved
  • Only available for Event Manager, Administrator, or Main Contact
  • Date when the event has been approved
  • Note: meetings that have not been approved yet are highlighted in yellow, meetings that have been approved are displayed with a green background

The owner of the event (main contact) can check any checkboxes in front of meetings and click Delete to delete those meetings.

The event manager or an administrator can approve/reject meetings

1. Check the checkboxes for appropriate meetings (the upper-most checkbox serves as Select All)
2. Double click any standard notes you need to add to the Notes: field
3. Edit the Notes: field if needed
4. Click Approve (to approve meetings) or Reject (to reject meetings)
   • Both actions result in an email sent to the main contact, additional emails and the sponsoring organization (if applicable)
   • A note about an action is also added to the Notes section of the screen (see below)
   • Rejected meetings are immediately deleted
     • If all meetings are rejected, the event is also deleted

Related Classes/Courses

This section is only displayed if the event is a Course Event. It lists the classes/courses for which the course event has been set up.

Class

This section is only displayed if the event is a Class Event. It displays information about the given class.

Examination

This section is only displayed if the event is an Examination Event. It shows the classes that have an examination together at the displayed period in the displayed room(s).

Notes

This section is only available for Event Manager, Administrator, or Main Contact

• Date
  • Date when the note was generated (when there was a change to the event)
• User
  • The user who made the change that generated the event
  • This column is hidden to the main contact
• Action
  • Type of change that was made
• Meetings
  • Meetings influenced by this change (for example, meetings approved/rejected/added/deleted, ...)
• Note
  • Note entered by the requester or approver/rejecter

Operations

• Edit Event (Alt+E)
  • Go to the Edit Event screen to change information about the event (but not meetings)
    • Only available for Event Manager, Administrator, or Main Contact
• Previous (Alt+P)
  • Go to the Event Detail screen for the event that was before the current one in the Events screen or in the Meetings screen
• Next (Alt+N)
  • Go to the Event Detail screen for the event that was after the current one in the Events screen or in the Meetings screen
• Back (Alt+B)
  • Go back to the previous screen
• Add Meetings
  • Go to the Add Event Meetings screen to request additional meetings for this event
    • Only available for Event Manager, Administrator, or Main Contact

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