How to Set Up an Event Campaign
Event Campaigns in Slug Success
View information about managing an existing Event
This workflow guide covers how to create and launch an Event for students. Events are Care Unit-specific.
Events allow staff to reach out to specific student populations to encourage them to sign up for events. Strategic questions should be asked when creating events, such as:
- How would you like to impact your students with events? What student populations do you envision this would be used for?
- Who should be creating events? Should events be part of each staff member’s personal workflow? Or should they be more centralized and launched by unit leaders?
- What guidance do you plan to give to your staff as far as follow-up?
Launching an Event Campaign
To begin, open the Campaigns & Events page and select Add New from the Events section.
Events can also be added from My Calendar.
Define the Event
The Create Event page opens. The fields that must be filled out are listed and defined below. Events must be at least one day in the future.
Internal Event Title: The Internal Event Title is visible to the person creating the event and any other users who have access to view events, but not visible to the student. Make sure that your Event Title is descriptive so you can find it later.
Note. Start event names with the most important info so it’s easy to identify the purpose and to avoid title duplication.
Care Unit: Events are tied to Care Units.
Capacity: The maximum number of attendees, both invitees and guests.
Maximum Number of Guests per Attendees: If guests are included with an invitation, the maximum number of guests the invitee can add when responding.
Make Invitation Required?: If this box is checked, then only students directly invited through the event structure would be able to RSVP for the event and attend.
Display Name: The event name invitees see in the invitation message for the event. Field is required.
Event Date: Date of the event. This must be at least one day in the future. Field is required.
Event Start Time: Time the event starts. Field is required.
Event End Time: Time the event ends. Field is required.
Event Time Zone: Time zone the event takes place in. This will be UCSC’s time zone by default. Field is required.
Event Location Name: Where the event takes place. This can be a physical or virtual location. Field is required.
Address Line 1 (optional): Address for the event. This field is optional.
Address Line 2 (optional): Address for the event. This field is optional.
City (optional): City the event takes place in. This field is optional.
State (optional): State the event takes place in. This field is optional.
Zip Code (optional): Zip code the event takes place in. This field is optional.
Event Contact Email: A contact email for the event.
The next two fields are part of the Event Registration Window, which is the time period where the registration page is accessible for the event. Messages can be scheduled any time during this window and the invitation message (similar to a welcome message) is sent on the Registration Start Date. Both date fields are required.
Registration Start Date: Date when invitees can begin registering for the event. This can be the same day as the Event creation.
End Date: Date when the registration window closes and invitees can no longer RSVP/register for the event. This must be at least one day in the future.
Edit Registration Page
Next, you create a registration page that displays to students when they click the event registration link. You can apply an Event Landing Page content template here. This step displays a Registration Page Preview and has a customizable registration page URL. One field is required: Event Description. This field is what displays to students when they open the registration page.
Add Recipients to Event
The next step is creating a report search to add recipients to the event. This can be done immediately or later. However, once an event is published, you cannot remove recipients.
Set your criteria and then select Run Report. The students appear in Report Results. Select the students you want to add to the event by checking the box in front of their name and then click Add Selected Recipients.
Review the students on the next page. If a student should not be in the campaign, select the box next to their name and choose Remove Selected Recipients.
Once finished setting your list of recipients, click Continue.
Compose Messages
There are three types of messages for an Event: the invitation and reminders to RSVP, RSVP confirmation, and event reminders. You will need to compose at least an invitation and the RSVP confirmation on this page.
Click Add Invitation to create your invitation. You can create either an email or SMS invitation (if you have access to texting functionality). Note that you can only create one message of a single type per day. So for example, you can’t have a text and an email message go out the same day, but you can have your invitation email the first day, then a text reminders to RSVP the next day, and so on.
There are no limits on how many reminders to RSVP you can send beyond the number of days in the Event Registration window and the one-message-per-day limit.
When you select the Email type, a page like the one above displays. Enter a subject line and customize the message. For email messages, you can add an attachment to the message. You can see a preview of the message in a panel right of the composition panel. Content Templates can be used when creating these messages for Email or Text.
Fields used in the message composition are:
Subject: The subject of the email going to the student.
Message: The customized email message going to the student. Merge tags are available for this message and are shown beneath the message field.
Send Date (Only for Reminders):The date the message is sent. This field does not appear when creating the invitation, as the message sends on the first day of the registration window. If you add students later, the send date will be immediately after they are added. For non-Welcome Message nudges, you can send a message on a Specific Date or a Relative Date.
After creating a nudge, click Save Invitation to continue.
For RSVP reminders, you can send the nudge on a specific date or a relative date.
Sending on a specific date is more useful if you have an event that will not add many (if any) new students. If a student is added after a specific date reminder, they do not receive the reminder.
A relative date may be more helpful if you are using an automated action to add students to the event, or if you will be adding new students to an event regularly. This allows you to send a nudge X number of days after being added to the event based on what you enter in the Send Offset field.
Important. You must have an RSVP confirmation for a student to publish your event. Creating an RSVP confirmation is the same as creating other messages for your event, but the RSVP confirmation allows students to update their RSVP as needed.
After composing all messages for your event, including RSVP reminders and event reminders, which are two separate things (RSVP reminders are for recipients who have not yet RSVP’d to the event; event reminders are for recipients who have RSVP’d yes for an event), select Continue to finish creating your event.
Verify & Publish
Review your event on this page before publishing. Event details, recipients, and messages are displayed on this page for a final check before publication, as recipients cannot be removed after publishing the event. Use the View Email button to view the message in different formats.
One unique field on this page is the Registration Page URL. This is the URL recipients are sent to when RSVP’ing to the event. Users can select Copy Registration Page URL and paste it into a browser window to preview the page before publishing the event.
Click Publish Event when you are ready to send the invites to the selected students.
Managing an Event Campaign
Events were designed to help staff reach out to specific student populations and encourage them to RSVP for an event. They are also meant to give more clarity into if students RSVP and attend the events.
Open the Event page by opening the Campaigns & Events page and selecting the Events link.
After creating an Event, you generate the Event QR code/link, track RSVPs and attendance/check-ins through the Events page. The table shows the status of your events, the most recent reminder, the next reminder date, and number of attendees invited to the event.
The actions menu next to an event lets the user View QR Code (which students use to check in), or Edit, Cancel, or Delete the Event.
When selecting View QR Code, this page opens. It can be printed out, or the QR code (or associated URL) can be copied and used in other mediums so that students can check in to the Event.
Select your Event’s name to open a report with statistics about the event. If you have not sent the invitation, selecting the name opens the Event creation workflow.
The following metrics are available on the Event detail page.
Recipients: The number of students who were sent an invitation to the event.
RSVP Made: Number of students who have responded to the invitation in any way.
Attended: Number of students who were marked as attended for the event.
Beneath the metrics is a table with three tabs. The first tab, RSVPs Received shows the number of students who have sent an RSVP. The second tab, RSVPs Pending, shows the students who have received invitations but have not responded. The third tab, Attended, shows the students who were marked as attending the event. Any list may be exported as a CSV file by clicking the Export button on the grid.
For the RSVP Received and RSVP Pending tabs, selecting students and opening the Actions menu allows users to mark a student as having attended the event, even if they did not originally RSVP.
