Events Manager

Introduction

Admin accounts must have the Events Manager admin role permission checked to access this tool.

Contact your PM or Support if your package includes the Conference, Call for Proposal, or Matchmaking add-on and the Events Manager is not available in your admin panel.

The Events Manager, located in Admin Panel ➔ Site Building Tools, lets admins manage the sessions and meetings associated with the Conference, Call for Proposals, and Matchmaking add-ons.

Your Event Portal system refers to sessions and meetings as events. Site Admins use the backend Events Manager tool to control front-end functionality. Your Portal can pull data stored in your Global Admin (GA) database after setup is completed. Additionally, the Events Manager offers reporting and analytics as well.

There are up to 12 accessible sections found in this tool. Click the linked header listed below to learn more about each section.

Jump to Section:

• Event Status
• Access Control
• Event Admin Icon
• Categories
• Meeting Category & Access
• Item Tags
• Filters
• Event Admin Roles
• Sub-Event
• Sync Thirdparty Events
• Site Events Exporter
• Site Events Importer
• Reports

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Event Status

The Event Status section is the default landing page of the Events Manager.

All events (e.g., sessions and meetings) have Approvals functionality enabled and this page allows site admins to define custom status options. The Default Event Status can be set in the event category form.

Important Notes:

• The system defines the Approved, Denied, and Pending Approval states by default, and site admins cannot remove or delete them.
• The front-end label of these default statuses can be modified by editing the text in the Status field.
• The event status determines whether individual sessions or meetings can be accessed publicly.
• Select the Searchable checkbox to make the status public and allow it to appear as a filter when visitors search.
• Click the Create New Status link to generate a new custom status.
• Some visibility settings are controlled on the front end via specific event block settings.

Access Control

The Access Control section lets admins limit site visitor access to create new sessions and meetings.

Important Notes: 

• Limit user access to create new events by setting the Limit create access to segments radio button to Yes and selecting the checkbox for the user segments you wish to allow.
• All logged-in users, regardless of assigned segment, can create and add a new event if the radio button is set to No.
• Permitted users see an Add Event button when viewing pages that show the Layout ➔ Breadcrumbs ➔ Events block.
• When set, this applies to all event categories. Only users with the selected segments can create new sessions, meetings, or other custom-defined event types.

Event Admin Icon

The Event Admin icon section allows you to define the Font Awesome icon that appears on the Session Invitees block.

Important Notes:

• By default, this icon is set to appear as a microphone.
• To customize it, visit the FA library to locate the desired hyphenated icon name. Replace the existing text in the Enter a font awesome icon ie fas fa-crown field, and click Save.

Categories

The Categories section is used to create, remove, edit, or clone groups of events organized by type.

Important Notes:

• A2Z Recommended Best Practice: Use one category per general event type (e.g., one category for all sessions). Events that sync from GA may duplicate if multiple categories are used. 
• Default categories for Sessions and Meetings are created when your system is deployed.
• If preferred, create a new event category by clicking the Create New Category link to access the category form builder.
• Click the Edit button to access the category form builder for existing event categories.

Category Form Builder

The category form builder displays three unique sections:

• Category Details – Define settings associated with the event.
• Category Image – Upload and display a default image for all events listed in the category.
• Field Editor – Add or remove custom fields to display info and collect data regarding the event.

Category Details

Review the table below to learn more about definable Event Category settings:

Setting Name	Setting Description
Category Name	The name attached to the event category that appears on the front end.
Description	A brief explanation about or reason why the event category is being used.
External Event Integration	Define the integration type to enable the sync with Global Admin Important: Select the A2Z Personify OIDC IDP option from the dropdown if your portal has IDP enabled.
External Event Type	The GA Event ID used to enable the data pull from GA to the Portal. This field becomes visible after the External Integration Type field is defined and must be populated to successfully enable the sync between systems.
Default Event Status	Define the status automatically applied to events when created in the category.
Enable Hour Tracking	Select the checkbox to allow tracking when creating new events.
Enable Capacity	Select the checkbox to allow capacity restrictions when creating new events.
Enable Notifications on user joining event	Select checkbox to ensure external email notifications are sent when a user RSVPs to attend an event.
Enable Comments Display For	Specify visibility of comments related to the event.
Restrict Access by Member Segment	Grant specified user segments access to create new events in the category by setting the Radio button to Yes then selecting the appropriate segment checkboxes.
Allow Tagging during Item Creation	Permit access to designate tags at the time new events are created. Select the checkbox then select the checkbox for all relevant tags.

Important Notes:

• Only specified types of conference data can be pulled from GA and synced to the Portal.
• Edits made to syncable data in the Portal do not push back to and update in GA, rather the updates are overwritten during the nightly sync.
• Some functionality (e.g., hour tracking and capacity restrictions) must be managed in both GA and EP.  

Category Image

The Category Image section lets admins upload a default image that displays across all events grouped in the same category.

Category images are not required but, if uploaded, can create a more uniform look across multiple events of the same type. 

If a category image is not defined, new events created in the category do not display a photo unless manually uploaded via the Upload Photos prompt.  

Field Editor

The Field Editor section allows site admins to view a live preview of the event creation form. By default, 15 fields are visible on all event category forms. These fields are indicated with a light gray background and cannot be removed.

The field editor is grouped into two primary sections:

• Add Optional Field - Add, manage, and remove individual custom fields that appear on the form.
• Field Settings - Manage unique settings associated with individual fields.

Add Optional Field

Important Notes:

• There are 15 custom field types to choose from when customizing your creation form.
• Add new fields by clicking the desired Field Type.
• Drag, and drop to rearrange the order in which optional fields appear on the front end.
• To delete an option field, click it in the Live Preview, then click the red remove field icon.

Field Settings 

Important Notes:

• Settings for default fields, indicated in gray, cannot be modified; however, site admins can customize settings for custom fields added to the form.  
• Click the Field Settings tab label or click the field in the Live Preview to customize individual attributes (e.g., field label/name, description, character limits, requirements, etc.)
• Select the Required? checkbox to prevent submission of the form if the field is empty.
• The Display Only? setting determines whether the field is visible when viewing the form, editing the form, or both. 

 

Meeting Category & Access

The Meeting Category & Access section lets Site Admins define the event category associated with Matchmaking meetings. To successfully schedule meetings on the front-end of the portal, site admins must define the Session Category field found here.

 

Important Notes: 

• Once set, this field cannot be updated if any events (e.g., meetings) have been created. If necessary, delete all events associated with the category and return to this screen to modify the defined category.
• To restrict end-user access to schedule and create new meetings, set the Limit create meeting access to segments radio button to Yes then select the appropriate user segment checkboxes.

If edits are made, remember to click Save before exiting this section. 

Item Tags

Tags can be used in several ways to group related data and make it easier for site visitors to find relevant content when browsing and searching your portal on the front-end.

The Item Tags section lets site admins add a keyword or term as a tag which can then be enabled on an event category form to associate a session track or key term with an event.

  

Important: When using the Call for Proposals add-on, Events Manager Item Tags must be duplicated in the Forms Manager item tags section to successfully assign designated tags as tracks.

Tags defined in Events Manager must be mapped to Tracks in GA to sync data successfully. Complete the following steps to setup session tracks from GA as Item Tags in the Portal:

1. Create the track in Global Admin.
2. In the Portal, navigate to Admin Panel ➔ Site Building Tools ➔ Events Manager ➔ Item Tags.
3. Click the Add New Tag button.
4. In the Track dropdown, select the desired option from the dropdown list.
5. Click Save.

After all tags are created, navigate to the event category, then select the Allow Tagging During Item Creation checkbox, and all relevant tags, to ensure tracks can be assigned.

Additionally, tags can be associated with keyword terms by clicking Add New Tag, entering the keyword in the Label* field, and clicking Save. This creates a new tag without associating it with a track.

Tags must be active for use on the front-end. To enable them:
1. Navigate to an existing session
2. Click the three-dot icon
3. Click Edit.
4. Select and apply all tags
5. Click Save.

Confirm tags are active by navigating to Admin Panel ➔ Manage Content ➔ Tags.
Note: Tags can be removed from the session afterward and will remain active in the system. 

Important Notes:

• The label cannot be modified when setting up tracks that pull to the Portal from GA. 
• Tags cannot contain spaces. Tags that use hyphens do not work when set up as a filter. 
• Users can manually create and add keyword tags by typing the keyword or term with a hashtag prefix (e.g., #marketing) directly in the description field.
• When creating the event, tags can be chosen by proposal submitters and then assigned to sessions as tracks after approval.
• When creating an event using a Call for Proposal form, the item tags must be defined in both Events Manager and Forms Manager (Admin panel ➔ Forms Manager ➔ Item Tags) to assign tracks successfully.

Filters

The Filters section lets site admins create search filters and headers to group and organize them for display on the List of Sessions block.

Filters are available for all event lists and can be used by site visitors to pinpoint specific sessions that meet the desired criteria.

 

A filter can be one of three types:

• Query – filter results based on a specific text string in the event title, description, or custom field
• Tag – filter results based on a tag assigned to the event, in the event description, or in the comments
• Field – filter results based on a custom field value for a specific event category

Complete the following steps to set up and display tracks as filters on the list of sessions block:

1. Click the Add Filter button.
2. In the Type dropdown, select Tags
3. In the Label field, enter the value as it will appear on the front end of the list of sessions block.
4. In the Value field, enter the tag as it appears in Admin Panel ➔ Manage Content ➔ Tags.
5. Click Save.

Important Notes:

• Click the Add Header button to create, organize, and group filters as desired.
• Rearrange headers and filters by dragging and dropping the kebab icon to the left of the label column.

Event Admin Roles

The Event Admin Roles section lets site admins configure and customize speaker types, labels, and icons that appear on the Session Invitees block on the front end.

Users assigned as event admins receive restricted admin rights to manage pertinent details related to their event.

Event Admins do not receive full admin access and cannot view the backend Admin Panel.

 Complete the following steps to pull Speaker Types from Global Admin into the Portal:

1. Create the Speaker Role in GA.
2. Click the Create New Role button.
3. In the External Ref field, select the desired speaker type.
4. Optional: Select a Role Icon from the dropdown list.
5. Click Save.
6. Optional: Repeat steps 1-5 for all desired speaker roles.

Important Notes:

• Click the Edit Role button to modify existing role icons.
• Roles configured to pull from GA must be managed in GA and cannot be edited in the Portal.
• Rearrange the order in which event admin roles appear on the session invitees block by dragging and dropping the kebab icon to the left of the Role column.

Sub-Event

The Sub-Event section offers functionality that is not currently available in Event Portal sites.

Sync Thirdparty Events

The Sync Thirdparty Events section grants site admins access to manually pull conference data from Global Admin.

Click the Sync Events button located here to pull updated data from GA. Most conference data is pulled from Global Admin during the full overnight sync; however, specific data synced via this method includes:

• Session Data
  • Title
  • Date
  • Start Date & Time
  • End Date & Time
  • Hours
  • Venue
  • Session Description
  • Tracks
• Speakers
• Speaker Types

Site Events Exporter

The Site Events Exporter section lets site admins download a JSON file containing details about event settings. Admin accounts that do not have the Configurations Manager admin role checkbox selected cannot view or access this section. 

This section is not commonly used for Event Portal sites.

Site Events Importer

The Site Events Importer section lets site admins upload a JSON file to bulk update event setting details. Admin accounts that do not have the Configurations Manager admin role checkbox selected cannot view or access this section. 

This section is not commonly used for Event Portal sites.

Reports

The Reports section grants site admins access to view two reports related to conference data. These reports include the Session Reports and the Session Speaker Report.

Session Report

The Session Report provides detailed session info that can be downloaded and saved.

The contents of the report include:

Column Name	Column Description
- Session ID	A unique identifier assigned to each event that only generates after the session is created, otherwise known as the Event Id.
- Session Name	The title entered when completing the Add Session form.
- Category Name	The name of the assigned event group in which the Session was created.
- Start Date - End Date - Start Time - End Time	The respective dates and times entered when completing the Add Session form that denote when the session is scheduled to begin and end.
- GA Session Id	A unique identifier that syncs to the Event Portal from GA.
- Tracks	The list of tag labels associated with the session when completing the Add Session form.

Session Speaker Report

The Session Speaker Report provides detailed Session Speaker info that can be downloaded and saved.

The contents of the report include:

Column Name	Column Description
- Session ID	A unique identifier assigned to each event that only generates after the session is created, otherwise known as the Event Id.
- Session Name	The title entered when completing the Add Session form.
- GA Session Id	A unique identifier that syncs to the Event Portal from in GA.
- Speaker First Name - Speaker Last Name	The respective name associated with the user account(s) that have the speaker role assigned in the Session.
- Speaker Email	The email address associated with the user account(s) that have the speaker role assigned in the session.
- Speaker Role	The user's assigned role according to those defined in Admin Panel ➔ Site Building Tools ➔ Events Manager ➔ Event Admin Roles.
- Speaker is Admin	Owner - The user who created the session. Admin - The user is an event admin and has permission to edit the session. Attendee - The user has a speaker role but is not an event admin and cannot edit the session.