Events

Events let you represent the activities of your group, club, or organization. These can be recurring activities such as training sessions and meetings, or one-off occasions such as a summer party, conference, or tournament. Every event has a defined period and can also be created as an all-day event.

You can use events to inform members and visitors about the date, venue, and details. Registration can be enabled if required. Organizers can then see who is attending and, depending on the module settings, who has canceled. A participant limit also shows how many places are still available.

Under Settings > Events, you can configure the general behavior of the module:

• Module access: The module can be disabled, made available to everyone, or restricted to registered users.
• Default view: You can choose the detailed view or compact lists containing general information, participants, or descriptions. A room view is also available when room assignment is enabled.
• Number of entries per page and description text lines: These settings control how much content appears in the overview.
• Enable iCal export: Events can be downloaded or subscribed to in calendar software.
• Display link to map: If sufficiently detailed venue information is available, Admidio creates a link to Google Maps and, for registered users, may also provide directions from their home address.
• Default configuration of participants list: This list determines which information is displayed in the participants list.
• Save cancellations to events: Cancellations remain visible in the participants list. If this option is disabled, new cancellations are not saved. The change does not apply retroactively.
• Participate with reservation: In addition to Participate and Cancel, the I may take part status becomes available.
• Assign rooms: Enables room management and the room selector in events.

Open the Events module and select Create event. A basic event requires the following information:

• a Title,
• a Start and End,
• a Calendar.

For an event without specific times, enable Full time. You can also enter a venue, select a room, add a detailed description, and enable Highlight event. If the map link is enabled in the module settings, you can also select a country for the venue.

The calendar groups events and also controls their visibility and editing permissions. You can copy an existing event from its action menu and then adjust the copy.

In the overview, you can switch between the detailed and compact views. The filter limits the displayed events by Calendar, Start, and End. A print preview is also available.

When iCal export is enabled, you can download an individual event as an ics file. From the overview, you can export the currently selected calendar and period or use Subscribe to add the events to calendar software. For a calendar subscription to be publicly accessible, the Events module must not be restricted to registered users.

When creating or editing an event, enable Enable registration for this event. In the required Registration possible for field, select at least one role. Only members of the selected roles can register. If the calendar has restricted visibility, these roles must also be allowed to view that calendar.

You can configure additional registration rules:

• Join the event as organizer makes you an organizer. Organizers can add or remove participants and appoint other organizers.
• Allow comments within participation displays a comment field.
• Participants can register anonymous guests allows participants to reserve additional places, for example for partners or children. These places count toward the participant limit.
• Limited number of participants sets the maximum number of places. An empty value or 0 means that there is no limit.
• Deadline determines how long participants can change their status. If no deadline is specified, the event start is used as the deadline. Organizers can continue to manage participants.
• You can decide whether participants may view the participants list and send emails to all participants.

If registration is subsequently disabled for an event that already has registrations, Admidio also deletes the existing participants list. To prevent additional registrations while retaining the list, set the participant limit to the current number of participants instead.

Eligible users can select Participate or Cancel directly on the event. If the corresponding module setting is enabled, they can also select I may take part.

If comments or additional guests are enabled, a dialog opens where the user can enter the information.

Visibility is controlled at two levels:

1. Under Settings > Events > Module access, you specify whether the entire module is disabled, publicly accessible, or restricted to registered users.
2. Under Edit calendars, use the Visible for field to specify who can view the events in a calendar. With no restriction, the calendar is visible to everyone, including visitors. If roles are selected, only their members and users with the global Events permission can view that calendar.

Roles whose members are allowed to register for an event must also be able to view the associated calendar.

Members of roles with the global Edit events permission can create, edit, and delete all events. They can also manage calendars and their permissions.

For more limited permissions, open Edit calendars, select a calendar, and assign individual roles in the Edit events field. Members of these roles can create new events in that calendar. However, they can only edit or delete events that they created themselves.

Admidio provides simple room management. Under Settings > Events, enable Assign rooms. Room management itself is available to system administrators.

Then select Edit rooms to open room management.

For each room, you can enter a name, its Capacity (Seating), an Overhang, and a description. The overhang represents extra places provided, for example, by additional chairs or standing room.

When creating or editing an event, you can select a room. Admidio displays its seating capacity and overhang in the selector and prevents the same room from being booked for overlapping events. You set the participant limit independently in the event. A room can only be deleted when it is no longer assigned to any event.