# Managing Events With the Events register (only available to administrators) you can [view](#viewing-a-list-of-events), [update](#updating-events), [create new Events](#creating-a-new-event) (and special types of events such as [event templates](#template), [global events](https://docs.cw.crisisworks.com/system-administration/managing-events/global-events) or [test only events](#category)) and [close Events](#closing-events) when they are over or no longer needed. You can also use it to enable [positions](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/positions), [registers](#registers) and for certain registers, [public forms](#public-forms). For more information on how Events are used, refer to [Working within Events](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/working-with-events). ### Access To access the Events register: 1. Go [on duty](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/working-with-events#setting-your-duties-for-events) with an appropriate role such as a System Administrator (See [System Administration Positions](https://docs.cw.crisisworks.com/configuring-the-system#system-administration-positions)) or have a relevant Coordinator position with Event permissions. 2. Open the Events menu, administrators can access additional options: 1. [View All Events](#view-all-events) 2. [Create Event](#creating-a-new-event) If you can't access these and you need to, ask your administrator to check your permissions. ### Setup and Configuration Administrators can configure Events access using a combination of Positions and Security Policies. #### **Security Policies** Refer to: [Positions: Security Policies](https://app.gitbook.com/o/XTVHxRDLJsgVRj4dNFUc/s/Ny7IznbrPLUq6GJDDQDk/system-administration/configuring-the-system/positions#security-policies)

Security Policy explanations

The following security policies apply to Events: | Security Policy | Use | | ---------------------------------------- | ------------------------------------------------------------------------------------ | |

Event Coordination Limited

| Full management and coordination of existing events. Cannot create new events | |

Events Coordination

| Full management and coordination to all events, with the power to create new events. | |

Events Create & Manage

| Can create and edit events from templates you have access to | |

View Event

| Can View an Events’s overview details such as positions & people on duty |

#### Special Event Types Administrators can also configure: * [Event Templates](#process) using the [Template](#template) setting under Advanced * [Global Events](https://docs.cw.crisisworks.com/system-administration/managing-events/global-events) using the [This is a global event](#this-is-a-global-event) setting under Advanced * [Public Forms](#public-forms) using the Public Forms section ## Finding Events The register includes a number of features to assist in finding Events: * [Datagrid](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid#data-grid-view) view * [Map](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid#map-view) view * Filters including Totals, Workflow, Special (templates, global) and [tags](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/tagging-items) * Search (on Event name only - CQL is not currently enabled for Events) **Filters** Filters help make management easier by focusing on specific groups of items on the datagrid.

Filter menu explanations

The following lists some of the filters and how to use them:

Filter Group	Filter/s	Use
Totals
	Active	Finds all Events with a Status of Open
	Total	Finds all Events (either a Status of Open or Closed)
Workflow
	Open	Finds all Events with a Status of Open
	Closed	Finds all Events with a Status of Closed
Special
	Templates	Finds all items with This is a template ticked
	Global	Finds all items with This is a global event ticked
Tags	[List is based on your system configuration]*	Any tags in use. Refer to: tags

\* May vary based on your system configuration

#### Viewing a single Event Refer to: [Viewing Event Details](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/working-with-events#viewing-event-details) #### View All 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](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid) for how to navigate this register.

## Event Settings | Left Column | Right Column | | --------------------------------------------------------------------------------------------------- | --------------------- | | [General](#general) | [Workflow](#workflow) | | [Regions](#regions) | [Advanced](#advanced) | | [Registers](#registers) | | | [Positions](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/positions) | | | [Public Forms](#public-forms) | | | [Workflow](#workflow) | | Required fields are indicated with an asterisk. ### General This section contains fundamental details for the event. #### Title This field should contain a short descriptive name for the event. #### **Start Date/Time** This field automatically sets to the time you opened the form, but you can back-date or forward date an event. Refer to: [Setting Dates](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#selecting-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](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#selecting-dates) #### **Template\*** You're required to select a template that best suits your event. This is done from a list of configured in [Event Templates](https://docs.cw.crisisworks.com/system-administration/managing-events/event-templates). 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. Refer to: [Event Templates](https://docs.cw.crisisworks.com/system-administration/managing-events/event-templates) #### **Category\*** You're required to select a category to describe the type or severity of the event. By default the category list contains an event risk level, but this can be customised per site so your site may have different categories. {% hint style="info" %} *Test Only* is a special category designed primarily for tests and drills. When this category is used, all communications from the system are labelled clearly with **\*\* TEST \*\*** so that users know that it is not a real event. {% endhint %} #### **Code** A short code, if required, is used to facilitate data sharing between sites and systems. Leave blank if unused by your organisation. #### **Description** This field contains a short description of the event. This is not meant to be 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. #### Region You're required to set at least one Region for each event. This field contains a list of available geographical regions, and those that are associated with the event. If your system has only one region configured, make sure that is selected. ### 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.

Example of public Relief Registration form

When activated, public forms appear on a landing page known as the **Public Submission Portal** at: ``` [Site URL]/[Site Name]/public ``` Where: * Site URL is the [URL used for access](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/getting-access) (for example: app.cw\.crisisworks.com) * Site Name is the name of your [Site](https://docs.cw.crisisworks.com/concepts-and-fundamentals/concepts-and-fundamentals#sites-and-regions) (all lowercase without spaces) {% hint style="info" %} for example: app.cw\.crisisworks.com/yourcouncilname/public {% endhint %} The Public Submissions Portal groups forms by Event. Users press the Start button to submit a form.

An example public submission form with forms grouped by event

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](https://docs.cw.crisisworks.com/modules/library/system-text#system-text) 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 Events have only two statuses, they are set either to 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 This setting puts you on duty for the new event as soon as the Event is created (recommended as it saves time, otherwise you will need to [go on duty](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/working-with-events#setting-your-duties-for-events)). #### Automatically put on-call users on duty This setting places users on duty to the Event with all matching positions if the user is "[On Call](https://docs.cw.crisisworks.com/modules/operations/contacts#on-call)" (recommended as it saves time, otherwise individual users will need to [go on duty](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/working-with-events#setting-your-duties-for-events) or you will need to find these users and [set their duties in bulk](https://docs.cw.crisisworks.com/user-and-contact-administration#bulk-actions)). #### Tags Refer to: [Tagging Items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/tagging-items). Tags can be useful to organise Events when existing fields don’t capture what you need. ### Advanced #### This is a template This setting create a template that future Events can be created from. When [creating a New Event](#creating-a-new-event), the title of the template will appear in the [Template](#template) selection. This option is only available when [Updating Events](#updating-events). {% content-ref url="managing-events/event-templates" %} [event-templates](https://docs.cw.crisisworks.com/system-administration/managing-events/event-templates) {% endcontent-ref %} #### This is a global event Global events are active irrespective of which event is selected. Note that they may not show up in the Event menu. Use this to manage Events that all users can access, that may contain shared items. Examples include the [Contacts](https://docs.cw.crisisworks.com/modules/operations/contacts) Directory, Library [Workspaces](https://docs.cw.crisisworks.com/modules/library/document#workspaces), Global [Resources](https://docs.cw.crisisworks.com/modules/operations/resources) and [Roster Availability](https://docs.cw.crisisworks.com/modules/operations/roster-availability). This option is only available when [Updating Events](#updating-events). {% content-ref url="managing-events/global-events" %} [global-events](https://docs.cw.crisisworks.com/system-administration/managing-events/global-events) {% endcontent-ref %} #### Security mode This setting is used specifically for [global events](https://docs.cw.crisisworks.com/system-administration/managing-events/global-events) and determines how users can access the Event's data. There are two available modes:

Security mode	Explanation
Duty-based	Users must go on duty with a participating position(s) to access this Event's data
Policy-based	Any user with access to an included register can access this Event's data

## Creating a New Event To create the new event: 1. In the Events menu use the![](https://lh7-rt.googleusercontent.com/docsz/AD_4nXfZRSduSUkIWZbQu8CSGSiFisvvmyGGgSRnHJSH8dmB_YLVIDSCrhxydXsTazUw_qjjhfjSVTeydS6hll-UmHYMDoTodTGDh_VtPsGkvbGL1HGZFs7wXcWDSjCZxXbLSKoLnfOl?key=GP3Wk2TKkueQ-Uit1mKr8DDA)**Create Event** option 2. Complete each section of the [Settings](#event-settings) as required, you must select at least one: 1. [Region](#regions) by ticking the relevant box(es) in the Region section 2. [Register](#registers) by ticking the relevant box(es) in the Register section 3. [Position](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/positions) by ticking the relevant box(es) in the Positions section 3. Save

{% hint style="info" %} Take care to add the right Registers, Positions and Regions. Without them users will not be able to find or access your new Event. If you have only one Region, this will be ticked by default. {% endhint %} ### After event has been created After an event has been created, you would typically: 1. [Go on duty](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/working-with-events#setting-your-duties-for-events) for the event, if you didn't do so during the event creation process (the [Automatically put you on duty](#automatically-put-you-on-duty) setting does this for you) 2. [Switch to the event](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/working-with-events#switching-between-events) 3. Optionally: Add an [Information record](https://docs.cw.crisisworks.com/modules/operations/information) with details of the event, and use a [Communication](https://docs.cw.crisisworks.com/modules/communication) to let others know. Note that users who are opted in to communications may already receive [automated notifications](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/notifications-and-alerts). ## Updating Events For security reasons, updating Events is done differently to editing items from other registers. To Edit an Event: 1. [Find the Event](#finding-events) 2. [View the Event's details](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/working-with-events#viewing-an-events-details) 3. If you have access, use the Edit Event

button (at the bottom of the General Information section) When updating *Events*: * Complete each section of the [Settings](#register-item-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](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#selecting-dates)). If not set, the End/Date time will default to the time you close and save the event. 2. Change the [Status](#status) to **Closed** 3. Save.