Help Doc: Add & Manage Events
Max von Roth avatar
Written by Max von Roth
Updated over a week ago

The newest feature of the Reservations application allows Maintenance Center users to set up events and enable tenants to register in the Tenant Center. Events can be set up as a one-time, single event or a multi-day event with specified time slots. This new feature is great for setting up events like a weekly, hour long yoga class for a max of 10 people or a blood drive with 30 minute time slots for 2 people per slot.

To get started using this feature, click Amenities from the Reservations drop down menu. Check the amenity list to confirm that the location of your event and/or amenity is listed. If not, please follow the steps for Adding Amenity. An amenity must be selected to set up a new event.

Once you have an amenity to pair with the event, click Add Event from the horizontal menu bar. First, enter the name of the amenity the event will be associated with – this is a type to add field. Begin typing to select the amenity. Next, enter the name of your event – for example – Red Cross Blood Drive. Under the description you can add details regarding the event. These details will be easily viewable to all tenants when viewing the event for sign up within the Tenant Center.

If you would like to attach an image to your event, hover over the tool tip to view the allowed file types, then click upload and select an image on your computer with a maximum size of 5MB.

If the event is private, users can check the box next to General Availability to ensure tenants will not be able to view the event or sign up through the tenant center. If checked, registrants will need to be added by a Maintenance Center user.

After the general event details have been entered, users will be able to select the date or dates and times for the event. Simply click on the dates that the event will be taking place.

Once dates have been selected, time slots for the event can be added. Time slots can be set up for a minimum of 30 minutes up to 6-hours. The times shown in the drop-down menu will be based on the availability of the amenity selected.

For each date, you can select times. If the event times will be the same each day, simply check the box next to same time for each day. If you have an event that does not fit into the time slots provided, click no time slots from the dropdown menu and then select the time frame from the list.

Once dates and times have been selected, users will have the option to set any necessary event limits. These limits can include a maximum capacity per time slot for the event. Note this will be prefilled based on the amenity limit and can be updated if needed. Minimum Registration notice and future registration limit can also be set if desired.

If there are any attachments that registrants will need prior to the event, they can be added here. Please note: Any attachments that are associated with the amenity will not be added to the event automatically. All event specific attachments will need to be added here.

If at any point, details of the event cause a conflict with current amenity reservations, a warning box will be displayed. Review the details of the conflict carefully prior to clicking override. If you choose to override the conflict/s, the event will still be added. As a reminder, it will also be flagged in the Event list.

Once all event details have been added, click Preview to view the event details as it will be seen within the Tenant Center. Once confirmed, exit the preview and click Submit to save the event.

To view or edit events, click Events from the drop-down menu or toolbar to see the Event List. All current and past events will show up on this page.

The filters on the left-hand side can be used to narrow the list. Filters include building, date range (based on the date of the event or the date the event was added), amenity name, status, and the staff member who submitted the event.

At a glance, this list will provide some details about the event. Users can quickly see the event image, ID number, event status – in progress, upcoming, ongoing, or canceled, the amenity name, starting date, number of days the event is offered, who created the event, and the property where the event will be held.

To view the event details or to make any adjustments, simply click anywhere within the row of the event to open the Event Details page.

The event details page will show all details, including the event image, amenity location, building name and date the event was created. A description will also be shown here if added to the event. The event schedule is on the right.

The action items on the left include the following:

  • Event List to return to the event list page.

  • View Amenity to open the amenity details.

  • Preview to see the event as tenants will see it within the Tenant Center.

Click Add Communication to open a pop-up box with multiple communication options.

The user can enter an Admin Note which will be only be seen by staff members on the event details page in the Communication Log. The user can enter a note and/or attachment that will be sent to all attendees for all dates

The user can enter a note to send to all attendees for a specific date. This option will provide a drop-down menu of all dates and the number of attendees for each date in the list. After selecting the date and time slots, the note and/or any attachment will be sent to the attendees for the date and time slots selected.

Finally, selecting Choose attendees will allow the user to send a note or attachment to specific attendees on the list.

Once a communication has been sent, it will show up in the Communication Log below the event schedule.

On the left side of the page are some additional Event Detail Options. Clicking Edit here will open the Event Setup page. After making any changes, be sure to click submit at the bottom of the page. The user can also cancel one or more dates, time slots, or the entire event. Deleting the event will remove all event dates, details, and history from the system. Please note: This action cannot be undone. If an event is deleted an optional note can be sent to anyone who has already signed up for the event.

From the event details page, staff can view and add registrants, as needed. All event dates will be listed in a drop-down menu. Once a date has been selected, the available time slots and current attendees will be shown.

Once a date has been selected, attendees can be added by typing the name of the tenant into an available spot. If the tenant has been previously added to the Contact Management application, their name will show up below the text field. Click on the name and the tenant will now be registered for this time slot. Once registered, an email will be sent to the Attendee.

On the right-hand side of the event details page, a color-coded calendar will show the availability of the amenity, if an event time slot is open, if the event is full, or if an event has been canceled.

The Reservations Calendar will now include Events, shown in green. To narrow the list to show events only, select “Show events” from the options menu.

Tenants can view events and register themselves, by logging into the Tenant Center. Available events can be accessed by clicking Events from the Reservations drop-down menu or from the blue menu bar. Please note: In order to have access to events, permission for the Reservations application must be granted by a staff member within the tenants user profile in the Contact Management application.

All available events will be shown at the top of the page. Each event will be displayed with an image, title and date or dates of the event.

To register for an event, tenants will click Register to open the event details.

The available time slots will display on the right. Slots that have already been booked will be shown in orange. The tenant will first click on a date from the list and then select the time on the right. Once selected, a list of selected date and time slots will be shown above the Register button.

The tenant can check the box here, to be reminded the day before. When finished, they will click Register to complete the process. An email will be sent to confirm registration.

The tenant can return to the Event details at any time to view, update, or cancel their registration.

As always, if you have any questions or need additional assistance, reach out to our Support Team via email at [email protected] or use the chat feature in the Maintenance Center.

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