EVM User Guide OLD

Applies to: Event Management for Office 365/SharePoint online
Other versions: View the version for SharePoint on premise (SP2010, SP2013, SP2016, SP2019)

For configuration instructions please refer to the Event Management for Office 365 Configuration.

For installation instructions please refer to the Event Management for Office 365 Installation.

The following user guide explains how to use the Event Management in a modern SharePoint site. If you still use the classic SharePoint experience please refer to the Event Management User Guide for classic SharePoint sites.

Create a topic in the Event Catalog

Organizers can create topics in the event catalog to:

1. Allow users to add topics to their wish list. If enough users are interested, users can start and schedule events (demand-driven scheduling). Organizers can enroll interested users automatically if they open an event that has been created based on the topic (Add interested people to an event).
2. Schedule multiple sessions based on a topic/template. All the information entered in the event catalog can be reused if organizers schedule an event based on the topic/template from the event catalog (Create an event in the Scheduled Events list).

To create a new topic in the Event Catalog, open the Event Catalog and then click on New in the toolbar.

Now enter the required information and click Save.

Add a topic to your wishlist

You can add topics you are interested in to your wishlist. You will receive an invitation via e-mail if an event covering one of these topics is scheduled and the organizer adds you to the new event.

Users can enroll using their user account or e-mail address and full name.

As an organizer you can also enroll multiple users or SharePoint groups.

Add multiple topics to your wishlist

You can also select multiple topics and add them to your wishlist.

Copy the enrollment link

You can also copy the enrollment link and send it to other users via e-mail or post it on your website or intranet.

If users click on the link, the enrollment form will show up.

Create an event in the Scheduled Events list

You can create a new event if you open Upcoming Events and if you click on ‘+ New’.

You can also schedule and event from a template that has been created in the Event Catalog, either in the Upcoming Events view or from the Event Catalog.

Information specified in the topic will automatically be displayed in the form which appears. Enter the information you require, such as an enrollment deadline, a maximum number of enrollments etc. Then click on Save to schedule the event.

Add interested people to an event

If an event is assigned to a topic, it is possible to add people to the event who have registered an interest in the topic.

You can either click on Add all to add all of these people to the event, or you can click on the number of people where you can view the people interested in the event.

To only add specific people to the event, select the people you wish to add and click on Add selected person(s).

Enroll in a scheduled event

You can also enroll in scheduled events.

You’ll receive an invitation via email.

If you accept the invitation, the email will show up in your Outlook calendar. If you decline, the enrollment will be cancelled in SharePoint.

As an organizer you can also enroll multiple users or SharePoint groups.

Enroll in multiple events

You can also select multiple events and enroll.

Copy the enrollment link

You can also copy the enrollment link and send it to other users via e-mail or post it on your website or intranet.

If users click on the link, the enrollment form will show up.

Sign up for the waiting list

If the event has reached its maximum number of enrollments and the waiting list is enabled, the following warning message will appear.

If a participant cancels, the first user on the waiting list will be added to the event.

Cancel enrollment

There are two ways to cancel an enrollment.

You can cancel the enrollment in SharePoint if you click on the enrollment and use ‘Cancel Enrollment’…

…or you can decline the invitation or the event in your email client (if you have received a meeting request).

After declining you’ll receive another email including a link to cancel the enrollment.

Manage Enrollments

It is very simple to manage the enrollments for both topics in the Event Catalog and events in the Scheduled Events list.

Selecting a topic from the Event Catalog and then clicking on Manage Enrollments will open a window showing people interested in the respective topic, as well as all enrollments for all events covering the topic.

In this view you can also sort and filter by user, event date, status or basically any column that is available in the view.

It is also possible to view the enrollments for a specific event. To do this select the event in the Scheduled Events list and click on Manage Enrollments. A window will then open displaying all enrollments, whether normal invitations or people on the waiting list.

You can also take a look at the enrollment list directly, create views there or export enrollment to Microsoft Excel to create reports there.

Rescheduled events

If an event is rescheduled, all attendees and people on the waiting list will automatically receive an e-mail detailing the changes if you change any details which appear in the invitation e-mail, such as the title, date/time, location etc.

Send e-mails to attendees, organizers and other users

It’s now also possible to send various e-mails to attendees, organizers and other users.

This action opens a form that allows you to select the recipients (participants, organizers or others), an e-mail template that you want to use or you can also enter subject and body directly. Instead of selecting participants, organizers or other user columns, you can also enter e-mail addresses or distribution groups directly.

You can configure various e-mail templates using the ‘User E-Mail Templates’ list. First enter a title and define if the template is valid for Scheduled Events or Event Catalog. This will give you a list of available placeholder that you can use in the email template. You can use {WebURL}, {ListURL}, {ItemURL}, {EnrollURL} and any column in the selected list(s).

You can now use this feature to send invitations, save the date notifications or a link to a feedback form.

Enroll as an external user

It’s possible to share events to allow external users to enroll in events using an anonymous access link.
How to allow external users to enroll in events

Other features

In this user guide we only described the basic feature of the solution. It’s however very easy to customize the solution, include additional columns, views, reports, workflows for management approval, additional notifications, etc. using SharePoint OOTB features. Please send an email to support@sharepointsapiens.com if you have any specific requirements and if you need some tips and tricks on how to configure the solution.