Applies to: Event Management for Office 365/SharePoint online
Other versions: View the version for SharePoint on premise (SP2010, SP2013, SP2016, SP2019)
This guide assumes that you have already added the Event Management for Office 365 add-in to your SharePoint online site. If not, please follow the Installation Guide.
In this article:Prepare configuration
First you have to click on the Event Management for Office 365 add-in in site contents.
Now you have to click on ‘Prepare this site now’. This will create all columns, content types and lists needed. This can take a few seconds.
Basic configurations
After preparing the add-in, you have to complete the basic configurations.
E-mail settings
First you have to configure the e-mail settings.
- Do not send invitations: Invitation will not be sent to attendees and organizers
- Send invitations and handle status replies: Invitations will be sent to attendees and organizers. Configure the e-mail alias and display name that is used to send invitations.
- Send invitations, handle status replies, check availability and book resources: This option will also check the availability of Exchange resources, book Exchange resources and send invitations to attendees and organizers. If you use this option, you have to consent that the account gets access to Exchange resources. Learn more…
Attendees
Configure if you want to send e-mail invitations to attendees and organizers. If you want to send invitations to other users, groups or contacts, you have to create the columns in the Scheduled Events list first.
You can also configure if you want to forward status replies to the organizer. Here you can also use different columns, but you have to create them first in the Scheduled Events list.
Resources
Specify if you want to allow users to book Exchange resources when scheduling events in SharePoint. This section is only available if the 3rd option is configured in the E-mail section (Send invitations, handle status replies, check availability and book resources).
You can also configure if the location column should be updated with the selected room and if you want to check the availability before saving the event.
Enrollment Management
Event organizers can decide per event if they want to enable a waiting list. In this section you can configure, if users should receive a tentative invitation and if users from the waiting list should be enrolled automatically if someone cancels.
Here you can also decide if users should be able to cancel enrollments and if you want to delete or retain cancelled enrollments.
If content approval is enabled in the enrollment list, you can decide if you want to allow users to overbook free seats and if enrollments can still be approved after the enrollment deadline.
External Sharing
Organizers can share events when External Sharing is enabled and share anonymous access links with external users. External users can enroll with their e-mail address.
Learn more about External sharing
E-Mail Templates
Configure e-mail templates for invitations and cancellations. Use {column} placeholders to include their current value. You can use the column title or the internal column name. E.g. {EventDate} or {Start Time} is the same. You can configure different templates for attendees, users on the waiting list, organizers and other user columns that you have configured in the Attendees section.
Experience
Select the experience you want to use for this website. The new experience is faster, has more features, and works better across different devices.
Click on Save to save the settings. This can take a few seconds.
To go back to the SharePoint site, click on ‘Back to Site’ or on one of the items below.
Permissions, navigation, additional columns, views and pages
The add-in created the following 4 lists:
- Event Catalog: List of topics.
- Scheduled Events: Contains the actual event
- Enrollments: Contains all enrollments
- User E-Mail Templates: List of user defined e-mail templates
The 4 lists are normal SharePoint lists with some additional functionalities, this means you can configure them as any other SharePoint list. You can change permissions, create additional columns, create or change views, create pages and add the lists as web parts, etc.
Permissions
The Event Catalog, the Scheduled Events and the User E-Mail Templates list inherit permissions from the parent web by default.
The enrollment list has the following unique permissions:
- The Visitors group also has Contribute permissions to allow visitors to enroll themselves.
- The Members group also has the ViewAllEnrollments permission Level. This allows members to view other users enrollments if item level permissions are configured in the enrollment list’s advanced settings and it also allows them to enroll other users on behalf.
By default all users (members, visitors and owner) can view all enrollments in the enrollment list. If you want to change this, change the Item-level Permissions in the enrollments list’s advanced settings and select ‘Read items that were created by the user’.
The ViewAllEnrollments permission level is only available if the add-in is configured in the root site of the site collection. If this permission level does not show up, please create it manually in the root site and add it to the members in the Enrollments list (see above). The permission level ‘ViewAllEnrollments’ needs the permission ‘Override List Behaviors’.
If this is configured, visitors only see the enrollments they created. Members still see all enrollments because of the ViewAllEnrollments permission level. If an enrollment is created on behalf of someone else, it is not visible to the enrolled user (if the user is only visitor), because the enrolled user is not the author. If you want the add-in to set the enrolled user as the author from now on, to make enrollments visible to users enrolled on behalf, go back to the add-in settings and configure it in the ‘Enrollment Management’ section.
This setting is only available if ‘Item-level Permissions’ are configured in the enrollment list.
Learn more about permissions in an Event Management site
Navigation, additional columns, views and pages
You can change the left and top navigation, add additional columns, modify or create views and pages to provide exactly what organizers, users and managers need.
Other resources
How to: Collect feedback with Event Management for Office 365
How to: Create customizable event pages
How to: Create a custom enrollment form
How to: Create a Microsoft Teams meeting in SharePoint using the Event Management app
Learn more about how to use the add-in in the user guide.
