Applies to: Event Management for SharePoint on premise (SP2010, SP2013, SP2016, SP2019)
Other versions: View the version for Office 365/SharePoint online
For configuration instructions please refer to the Event Management Configuration.
For installation instructions please refer to the Event Management Installation.
In this article:Note: All screenshots below were taken from SharePoint 2013. There should be no difference in SharePoint 2010, SharePoint 2016 or SharePoint 2019.
Lists
Event Management contains the following lists:
Event Catalog
The Event Catalog is a list of event templates and topics. You can use it to save information about future events, which will then automatically appear when you schedule an event from the respective item. In the Event Catalog you can see how many users are interested in a topic and can therefore schedule events accordingly.
Scheduled Events
The Scheduled Events list is a list of the actual events. An event can be created from a topic (in the Event Catalog) or directly in this list.
Enrollments
This list displays either all of your own enrollments or all enrollments from all users, depending on your permissions. The enrollments displayed are enrollments in both topics (from the Event Catalog) and events (from the Scheduled Events list). Attendees will receive an invitation via e-mail when enrolled in a topic or event.
Organizers
This chapter explains how to carry out various tasks as an organizer, such as creating and managing topics, scheduling events and managing enrollments.
Create a new topic in the Event Catalog
To create a new topic in the Event Catalog, you should open the Event Catalog and then click on New Item at the top of the page.
A window will open where you can add information about your topic.
Enter the required information and click Save.
Note: If content approval is required, the topic has to be approved to make it visible to all users. In this case a message is displayed at the top of the form which opens.
Schedule an event from the Event Catalog
Open the Event Catalog and select the topic you want to schedule an event for. Then click on Schedule an Event in the Items tab.
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.
If you wish, you can also create a meeting workspace by checking the corresponding option. When this option is selected you are automatically forwarded to the meeting workspace screen where you can specify details about your workspace.
Schedule an event from the Scheduled Events list
It is also possible to schedule a new event directly in the Scheduled Events list. Here you can schedule an event without linking it to a topic.
Simply click on New Event at the top of the page.
The same form will appear where you can enter information about your event.
Click on Save to schedule the event.
Add people from the waiting list
When creating an event you can specify whether you want the event to have a waiting list. If you have selected this option and the event has reached its maximum number of enrollments, users will then be able to sign up for the waiting list. In this case the following warning message will appear.
If people have signed up for the waiting list and, for whatever reason, there are now more places available for the event, the following message will appear.
Clicking on the number of people will open a window where you can view the people on the waiting list. Here you can select the people you wish to add to the event. To add them click on Add selected person(s) or alternatively you can click on the Add all link on the original message if you wish to enroll all people from the waiting list in 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.
Select the event in the Scheduled Events list and click on View Item in the Items tab.
A window will appear with information on the event and, if people have registered their interest in the topic, a message will appear at the top of the screen.
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).
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.
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.
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.
Attendees
This chapter explains how to enroll in topics and events and how to manage your enrollments.
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.
Select the topic in the Event Catalog and click on Enroll in the Items tab.
If you are signed in, your user account will automatically be displayed in the enrollment form.
If you don’t have a user account, you can select the Enroll with e-mail address option from the dropdown and enter your name and e-mail address.
Note: If content approval is required, the enrollment has to be approved first. In this case a message is displayed at the top of the enrollment form.
Enroll in a scheduled event
You can also enroll in scheduled events.
Select the event from the Scheduled Events list and click on Enroll in the Items tab.
If you are signed in, your user account will automatically be displayed in the enrollment form.
If you don’t have a user account, you can select the Enroll with e-mail address option from the dropdown and enter your name and e-mail address.
Note: If content approval is required, the enrollment has to be approved first. In this case a message is displayed at the top of the enrollment form.
You will receive an invitation as soon as the enrollment is approved.
Note: If you are not able to enroll in an event, the enrollment deadline might have expired or the event might be fully booked.
Sign up for the waiting list
If the event has reached its maximum number of enrollments the following warning message will appear.
You can, however, still sign up for the waiting list by clicking on Waiting list. This will open a window where you can enter your user account or name and e-mail address and place yourself on the waiting list. 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, it means the event is a one-off.
1. 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.
2. 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 either open the Enrollments list and click on Delete Item in the Items tab …
… or decline the invitation using your e-mail client (if you have received a meeting request).
Open your e-mail client’s calendar, then click on the event.
Click Decline -> Send the Response Now.
