Event Management for Office 365 User Guide for modern 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 Guide.

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

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.

In this article:

This user guide describes how to use the Event Management app for Office 365. Please note that the user guide and all the screenshots below show the default set-up of an Event Management SharePoint website. Since a SharePoint website and some of the app features can be highly customized, the look and feel of your website is maybe different and you maybe have some extra features that are not mentioned in this user guide.

For Attendees

As an attendee you can view and search available events, enroll yourself and sign up for the waiting list, if an event is fully booked. You can view your enrollments in upcoming and past events, and cancel your enrollments, in case you cannot attend.

Enroll in an event

Open the page For Attendees to view the available events. Use the search box to search by event title.

Click on the event you want to enroll in to view more details and then click on Enroll Now.

Now save the enrollment form to complete the enrollment.

If the enrollment is successful, you will see a message at the top right, and you will receive an invitation via email.

If the enrollment is not possible, you will see a message in the enrollment form.

If the event is already fully booked and a waiting list is enabled, you will still be able to sign up for the waiting list (see below).

Sign up for the waiting list

If the event has reached its maximum number of enrollments and the organizer enabled the waiting list, the following message will appear in the enrollment form.

If you save the enrollment form, you will receive a tentative invitation via email.

If a seat becomes available, you will receive an email invitation for the event.

View your enrollments

Open the page For Attendees to view your enrollments in upcoming events and your enrollment history.

Cancel your enrollment

If you want to cancel an enrollment, open the For Attendees page, click on the enrollment you want to cancel and click on Cancel Enrollment.

Alternatively, you can decline the event in your Outlook calendar.

After you decline, you will receive another email notification including a link that you can use to cancel your enrollment.

This will open your enrollment in the SharePoint website with the option to cancel it.

For Organizers

As on organizer you can schedule various events, directly or based on a topic, you can view and manage enrollments per event, topic, user or across all events on the website.

Schedule an event

If you want to create a new event, click on + New Event.

This opens the form that you can use to create a new event.

You can create an event without selecting a topic or you can select from a list of topics that are already added to this website. If you want to add a new topic, click on Create Topic.

After creating a new topic or selecting an existing one, click on Apply.

This will fill form fields automatically with the values specified in the topic. Learn more about topics below.

In the form you can now enter the location, start- and end time, change the description, enter organizers, an enrollment deadline, enter minimum and maximum enrollments, enable the waiting list, configure a reminder, and create a Teams meeting automatically if you want to create the event as an online event.

Finally, click on Save to create the new event. If configured, the specified organizers will receive an email invitation automatically.

Update events

If you want to change an event, click on the event and then on Edit.

Please note that already enrolled users and organizers will receive a calendar update if you change the event title, location, start-, end time, or any columns that is part of the invitation email.

It is also possible to use different Status (Draft, Active, Cancelled) while scheduling an event. For this, see our article on How to create events in draft mode & cancel events and enrollments

Create a Teams meeting

If you want to create the event as a Teams meeting, click on Create a new Teams Meeting in the event form.

In the dialog you will see that the organizers you entered in the event form will be configured as the presenters of the Teams meeting.

If the specified organizers should not be configured as presenters, disable the checkbox next to Organizers.

Now click on Create a new Teams Meeting.

Once the Teams meeting is created, you can click on Meeting options to configure who can bypass the lobby, who can present, etc.

The organizer of the Teams meeting will always be you, the user that creates it in SharePoint.

If you want to know more on how to create a new Teams meeting, read our article on this specific subject.

Copy events

If you want to copy existing events, open the event, and click on Copy Event.

This will open the new event form with the same values as the original event, except the Teams meeting. If you want to set it up as a Teams meeting, you have to create a new one for the copied event, by clicking on Create a new Teams Meeting.

Create a topic

You can create topics in the event catalog to:

1. Allow users to add topics to their wish list (Demand-driven scheduling).
   This means that you can share topics with end users and allow them to add topics to their wish list if they are interested. You can view how many users are interested in the event catalog, and based on this information, start scheduling events. Organizers can enroll interested users automatically if they open an event that has been created based on the topic (Add interested users).
   
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.
   
3. Manage Enrollments across all events scheduled based on a topic. Organizers can open the topic and click on Manage Enrollments to view enrollments in all events that are based on the topic.
   

If you want to create a new topic, click on + New in the All Topics section.

Enter the required information and click Save.

Please note that the columns Min. Enrollments, Max. Enrollments and Enable Waiting List are the default values for events you schedule based on this topic. If you allow users to add topics to their wish list, there is no limitation on the number of enrollments and therefore no waiting list.

If you want to prevent users from enrolling in multiple events covering the same topic, read our article How to: Prevent users from enrolling in more than one event .

Add interested users

If an event is assigned to a topic, it is possible to add users to the event that have registered an interest in the topic (Add to Wishlist).

You can either click on Add all to add all these users to the event, or you can click on the number of users to view the users interested in the event, select them, and click on Add Selected User(s) to enroll them in the event.

To only add specific users to the event, select the users you wish to add and click on Add Selected User(s).

Edit Event and Topic Forms

If you want to learn more on how to modify and customize your forms, have a look at the video and the article How-to: Editing forms for events, topics, etc., .

Enroll multiple users or groups

If you want to enroll multiple users or groups to an event, open the event and click on Enroll. By default, your user account will show up in the enrollment form. However, if you want to enroll other users, remove your user, and enter other users or groups.

You can enter SharePoint groups, Office 365 groups, Teams or Distribution Lists. If you enter a group with a lot of users, it may take a while to resolve the members. Once they are resolved, you can click on Save to complete the enrollment or click on View users in groups to display all the users in case you want to review all the members.

If some of the users are already enrolled, you will see a message at the top and you can then enable Skip already enrolled users to enroll the remaining users.

All the newly enrolled users will receive an email invitation. You can check how to allow this option in our article: How-to: enroll Office 365 groups and distribution lists .

Enroll external users

If you want to enroll external users or employees without an Office 365 account, select the enrollment form Enroll in Event (with e-mail address – for external users).

Enter the user’s email address and name and click on Save to complete the enrollment. External users will also receive a calendar invitation via email.

Read our dedicated article on how to enroll external users for more information.

Copy the enrollment link

You can copy the enrollment link to promote specific events, share it with users via e-mail or post it on Yammer, Microsoft Teams, on other SharePoint pages, or anywhere else.

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

Manage Enrollments

Select a topic or an event and click on Manage Enrollments to view the users enrolled, on the waiting list, on the wish list, etc.

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

If you want to export the enrollments, use Export to Excel.

If you want to view the enrollments across all topics and events, open the view All Enrollments in the For Organizer section. Here you can view all enrollments in this website. Use all the grouping, filter, and sort options to create the views you need for your reports.

Manage Waiting Lists

If you want to view the waitlisted users for a specific event, open the event and click on Manage Enrollments. Now you can filter or group by Status to only show users on the waiting list.

If you want to view all users on the waiting list across all events, open the All Enrollments view and filter by Status is equal to On Waiting List.

Alternatively, you can add the column Number of Users on the Waiting List to the upcoming events view to see how many users are added to the waiting list per event.

If you increase the Max. Enrollments value, this will not automatically enroll users from the waiting list, but if you open the event after increasing Max. Enrollments, you can enroll the first n users from the waiting list or select specific users and enroll them.

Send e-mails to attendees, organizers, and other users

If you want to send other e-mail notifications to attendees, organizers, and other users, use the option Send E-Mail.

This 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 lists directly in the Attendees section.

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, the Event Catalog, or both. This will give you a list of available placeholders that you can use in the email template. You can use {WebURL}, {ListURL}, {ItemURL}, {EnrollURL} and any column from the selected list(s).

For more information on this feature, read our article on How to: Send additional e-mail notifications manually and create reusable email templates .

Other features

In this user guide we only described the basic feature of the solution. It is however very easy to customize the solution, include additional columns, views, reports, workflows for management approval, additional notifications, etc. using SharePoint OOTB features, Power Automate or other apps available in Office 365. Have a look at our How-to section to learn more about specific app features and customizations or send an email to support@sharepointsapiens.com if you have any specific requirements or if you need some tips and tricks on how to configure the solution.