Event Settings

Overview

Event Settings allow you to manage the types of events used for partner outreach and engagement. Events represent recurring activities or campaigns where partners are acquired or engaged.

What is an Event?

An Event is a type of ministry activity or campaign used for partner outreach, such as:

• Conferences and seminars
• Festivals and celebrations
• Outreach campaigns
• Training programs
• Special services

Events are templates or categories, not specific dates. For specific occurrences, see Event Editions.

How Events Are Used

Events appear throughout the system in:

Partner Management:

• "Event of Sign Up" field when creating partners
• Tracks which event type introduced the partner

Reporting:

• Filter partners by event type
• Analyze event effectiveness
• Track event-based sourcing

Event Editions:

• Each Event can have multiple Editions (yearly instances)
• Example: "Summer Retreat" event has "2023", "2024", "2025" editions

Viewing Events

Events Table

The Event Settings page displays all events in a table with:

• Event Name - The name of the event
• Description - Brief description of the event
• Edition Count - Number of editions created for this event
• Actions - View, Edit, Delete buttons

Searching Events

Use the search box to find events by:

• Event name
• Description content

Sorting Events

Click column headers to sort by:

• Event name (alphabetical)
• Number of editions
• Created date

Adding a New Event

Step 1: Open Create Dialog

1. Navigate to Settings > Events
2. Click the "Create Event" or "Add Event" button
3. The create dialog will appear

Step 2: Enter Event Information

Event Name* (Required):

• The name or title of the event
• Examples:
  • "Summer Retreat"
  • "Harvest Festival"
  • "Leadership Training"
  • "Christmas Outreach"
  • "New Year Campaign"

Description (Optional):

• Brief explanation of what the event is
• Purpose or focus of the event
• Examples:
  • "Annual summer conference for youth and families"
  • "Harvest-themed outreach event held in fall"
  • "Leadership development program for emerging leaders"

Step 3: Save the Event

Click "Create Event" to save the new event.

After Creating an Event

Once you create an Event, you'll typically want to:

1. Create Event Editions:

   • Navigate to Settings > Event Editions
   • Create yearly instances (e.g., 2023, 2024, 2025)
   • See Event Edition Settings

2. Use in Partner Forms:

   • The event now appears in "Event of Sign Up" dropdown
   • Users can select it when adding partners

Editing an Event

How to Edit

1. Find the event in the table
2. Click the Edit (pencil icon) button
3. Update the name or description
4. Click "Update Event" to save changes

What You Can Edit

• Event Name - Can be updated anytime
• Description - Can be updated anytime

When to Edit

Edit an event when:

• The event name changes or is rebranded
• You need to clarify or update the description
• You want to add more context for your team

Viewing Event Details

Click the View (eye icon) button to see:

• Event name and description
• Number of editions created
• List of all event editions (if any)
• System metadata (created date, last updated)

Deleting an Event

How to Delete

1. Find the event in the table
2. Click the Delete (trash icon) button
3. Confirm the deletion

When You Can Delete

An event can typically be deleted only if:

• No partners are linked to it
• No event editions are created for it
• No historical data references it

Deletion Restrictions

You may not be able to delete an event if:

• Partners have selected it as their "Event of Sign Up"
• Event editions exist for this event
• Historical records reference it

Best Practices

Naming Events

1. Be Descriptive:

   • Use names that clearly indicate what the event is
   • Avoid vague names like "Event 1" or "Campaign A"

2. Use Consistent Naming:

   • Follow a standard format across all events
   • Examples:
     • "[Season] [Type]" → "Summer Conference", "Fall Retreat"
     • "[Theme] [Activity]" → "Harvest Festival", "Youth Outreach"

3. Avoid Dates in Event Names:

   • Don't include years (that's what editions are for)
   • ❌ "Summer Retreat 2024"
   • ✅ "Summer Retreat" (with separate 2024 edition)

4. Keep It Concise:

   • Event names appear in dropdowns
   • Shorter names are easier to scan and select
   • Put details in the description field

Writing Descriptions

1. Explain the Purpose:

   • What is this event about?
   • Who is the target audience?
   • What makes it unique?

2. Include Context:

   • When does it typically occur (season, frequency)
   • Where does it usually take place
   • Why partners might be interested

3. Keep It Current:

   • Update descriptions when event focus changes
   • Remove outdated information
   • Ensure accuracy for new team members

Event Organization

1. Create Events for Major Activities:

   • Recurring annual events
   • Significant outreach campaigns
   • Regular programs that acquire partners

2. Don't Over-Create:

   • Avoid creating events for one-time activities
   • Group similar activities under one event type
   • Focus on events that will repeat or have editions

3. Think Long-Term:

   • Will this event happen again?
   • Will you need to track partners by this event?
   • Is it significant enough for reporting?

Maintenance

Before Each Event Season:

• Review existing events for accuracy
• Update descriptions if needed
• Create new event editions for upcoming years

Annually:

• Review all events for relevance
• Archive or note events that are no longer running
• Consolidate duplicate or similar events

After Organizational Changes:

• Update event names if rebranded
• Modify descriptions to reflect new focus
• Add new events for new initiatives

Common Scenarios

Creating Your First Events

Situation: You're setting up the system and need to add initial events.

Steps:

1. List your major recurring events
2. Start with 3-5 most important events
3. Create each event with clear names and descriptions
4. Then create editions for each (current year + past 1-2 years)
5. Add more events as needed over time

Event Name Change

Situation: An event has been rebranded with a new name.

Steps:

1. Communicate the change to your team first
2. Edit the event record
3. Update the name and description
4. Note the old name in the description for reference
5. Verify it appears correctly in partner forms

Combining Similar Events

Situation: You have multiple similar events that should be consolidated.

Steps:

1. Identify which event name to keep
2. Edit the kept event's description to encompass both
3. Check if any partners or editions reference the event to be removed
4. If clear, delete the duplicate event
5. If not clear, keep both and stop creating new editions for one

Seasonal vs. Annual Events

Situation: You're unsure whether to create one event or multiple seasonal events.

Examples:

• One Event: "Quarterly Outreach" with editions: Q1-2024, Q2-2024, Q3-2024
• Multiple Events: "Spring Outreach", "Summer Outreach", "Fall Outreach"

Recommendation:

• Use one event if the activities are essentially the same
• Use multiple events if they have distinct themes or approaches
• Consider reporting needs (do you want to compare seasons?)

Field Reference

Required Fields

• Event Name - Cannot be empty, must be unique

Optional Fields

• Description - Recommended but not required

Common Questions

Q: What's the difference between an Event and an Event Edition?

A: An Event is the general activity or campaign type (e.g., "Summer Retreat"). An Event Edition is a specific occurrence with a year or identifier (e.g., "Summer Retreat 2024"). Think of Events as categories and Editions as instances.

Q: Can I have two events with the same name?

A: Typically no, event names should be unique to avoid confusion. If you have similar events in different locations, include the location in the name (e.g., "Summer Retreat - Lagos", "Summer Retreat - Abuja").

Q: Do I need to create an event if it only happened once?

A: If it's truly a one-time event and won't repeat, you may not need it. However, if you're tracking partners from it, it's useful to have it in the system for reporting purposes.

Q: Can I reorder events in the dropdown?

A: Events typically appear alphabetically in dropdowns. Consider using prefixes if you need specific ordering (e.g., "A-Summer Retreat", "B-Fall Festival").

Q: What happens to event editions if I delete an event?

A: You typically cannot delete an event if editions exist. You must delete all editions first, or the system will prevent deletion.

Q: How many events should I create?

A: Focus on quality over quantity. Create events for your main recurring activities and campaigns. Most organizations have 5-15 primary events.

Q: Can I mark an event as inactive instead of deleting it?

A: The current system doesn't have an active/inactive toggle for events. To effectively "deactivate" an event, simply stop creating new editions for it. Old data remains intact.

Q: Should I create separate events for different campus locations?

A: Generally no. Use one event name (e.g., "New Year Service") and let the campus field in the partner record indicate location. Only create separate events if they're truly different in nature.

Related Topics

• Event Edition Settings - Create specific yearly instances of events
• Managing Partners - Learn how events are used in partner forms
• Campus Settings - Manage locations where events occur