Event Management for Office 365 User Guide for classic SharePoint sites

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

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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 classic SharePoint site. If you use the new SharePoint experience please refer to the Event Management User Guide for modern SharePoint sites.

In this article:

Create a topic in the Event Catalog

To create a new topic in the Event Catalog, open the Event Catalog and then click on New Item at the top of the page.

Now enter the required information and click Save.

Enroll in a topic

You can enroll in topics you are interested in. 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.

Enroll in multiple topics

You can also select multiple topics 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.

Create an event in the Scheduled Events list

You can create a new event directly in the calendar …

… or you can schedule and event from the 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.

Reserve a seat and view similar events

Clicking on the arrow below the waiting list icon will open a menu where you have the additional options of reserving a seat at a future event or viewing similar events which are already planned. If these options are not available, the event has not been created from the event catalog.

Reserve a seat

Clicking on Reserve a seat will register your interest in any subsequent events covering the same topic. This can also be done by enrolling in a topic.

View similar events

Clicking on View similar events will open the following window where you can view events already planned covering the same topic.

Here you can select and enroll in events as usual. All events covering the same topic as the fully booked event will be displayed here.

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 [email protected] if you have any specific requirements and if you need some tips and tricks on how to configure the solution.