Managing Events

Managing and creating events is typically the role of an administrator or coordinator.

Access

To access Events you must be on duty with an appropriate role such as a System Administrator (See System Administration Positions) or have a relevant Coordinator position with Event permissions.

If you can't access it and you need to, ask your administrator to check your permissions.

Viewing a List of Events

The Events register holds a listing of Events, including both open and closed.

To view the Event List:

1. Open the Events menu

2. Under 'Manage Events', select View All Events

3. The Events register will list all the events and let you view the details for any Events listed. See Registers and Datagrid for how to navigate this register.

Event Settings

Required fields are indicated with an asterisk.

General

This section contains fundamental details for the event.

• Title* A short descriptive name for the event.

• Start Date/Time Automatically sets to the time you opened the form, but you can back-date or forward date an event. Refer to: Setting Dates

• End Date/Time The date is typically left blank for emergency events and incidents. For events that represent fixed shifts, this allows the event to automatically have its status set to Closed at the end date/time. Refer to: Setting Dates

• Template* Select a template from the list that best suits your event. Templates pre-select the positions, registers and resources, and pre-create key requests, information and other data to kick-start events. Administrators can create templates.

• Category* By default the category list contains an event risk level, but this can be customised per site so your site may have different categories. Note that the Test Only category is useful for tests and drills, as all communication from the system will be labelled clearly with the word ** TEST **

• Code A short code, if required, to facilitate data sharing between sites and systems. Leave blank if unused by your organisation.

• Description

• A short description of the event. This is not a detailed description, which is better left to an Information record within the event, but is used when reviewing events in aggregate at a later time.

Regions*

Regions are configured specifically for your system and the list is customised based on your local area.

Select the geographical regions associated with the event.

This is a required field. If your system has only one region configured, select the Default option.

Registers

This section section contains a list of Registers enabled for the event.

• The selected Template determines which Registers are enabled in this section.

• Tick the Registers relevant to your event. You can modify this list later if needed.

• It is recommended that you include the basic registers in Operations, including Information and Contact.

Positions

This section contains a list of Positions that can sign into the event.

• Based on the Template selected, some positions are pre-selected.

• Tick the positions required for your event. You can modify this list later if needed.

• At the bottom of this section, select a Coordinator position - this role has overall responsibility for the event.

Public Forms

Public forms can be enabled to allow members of the public to enter information directly into your system. For example Permits, Relief Registrations and Offers.

• The Public Submissions Portal groups forms by Event.

• Multiple events can have active public forms simultaneously.

• When activated, public forms appear on a landing page known as the Public Submission Portal at:

[domain]/[site name]/public

• The Public Submissions Portal groups forms by Event. Users press the Start button to submit a form.

• You can link to individual forms directly by appending the register name and Event ID to the URL for example:

[domain]/[site name]/public/recoveryRelief/[event ID]

• The title for each section defaults to the Event name, however you can override this using the Public Title field on the Event page.

• To enable a Public Form type, tick the relevant checkbox.

Configure help text for Public forms

Help text for the public forms is defined in System Text Library items pre-configured in your system's Global Workspace. This will set the help text for all forms of that type.

You can change the content of the help text by finding the relevant Library item and editing it.

Workflow

The Workflow section contains the following fields:

• Status (Open or Closed) - new events are set to 'Open' by default. Closed events are archived and no longer able to be worked with unless reopened.

• Automatically put you on duty - will put you on duty for the new event (recommended as it saves time).

• Automatically put on-call users on duty - This will place users on duty in the event in the matching positions if the user is "On Call".

• Tags - Refer to: Tagging Items. Tags can be useful to organise Events when existing fields don’t capture what you need.

Advanced

• This is a template - This option is only available when editing an existing record, this will save the Event as a template to create future events from.

• This is a global event - This option is only available when editing an existing record, Global events are active in the user interface irrespective of which event is selected.

• Security mode - This is used specifically for global events.

Creating a New Event

Authorised users can quickly create an event by selecting Create Event from the Manage Events section of the events menu.

To create the new event:

1. In the Events menu use theCreate Event option

2. Complete each section of the Settings as required, you must select at least one:

   1. Region by ticking the relevant box(es) in the Region section

   2. Register by ticking the relevant box(es) in the Register section

   3. Position by ticking the relevant box(es) in the Positions section

3. Save

After event has been created

After an event has been created, you would typically:

1. Go on duty for the event, if you didn't do so during the event creation process

2. Switch to the event by using the event selector

3. Add your first Information record with details of the event, and use the announcement feature to let others know that the event was created.

Updating Events

For security reasons, updating Events is done differently to editing items from other registers.

To Edit an Event:

1. View the Event's details

2. If you have access, use the Edit Event button (below the General Information section)

When updating Events:

• Complete each section of the Settings as required. Note that some options may open up new sections to complete.

Closing Events

Events should be closed when they are no longer needed.

To close an event:

1. Set the optional End Date/Time (see Selecting Dates). If not set, the End/Date time will default to the time you click Save.

2. Change the Status to Closed

3. Save.