Simple Event

This guide will walk you through how to author a simple event. 

A simple event is an event with one location and a single session. It’s nice and...well, simple.

Authoring a simple event

In the ‘Manage Events’ area of the ‘Events’ feature, select ‘+ Add New Event.’

From here, you’ll be asked to select your event type. Click on the ‘Create Simple’ button.

This will open a new pop-up box where you can input the following (don’t worry, these details aren’t set in stone and can be altered when in the event editor).  

• Event title 
• Start date and time 
• Event duration

Done? Select ‘Add’. 

You can save your event at any time by clicking the ‘Save Draft’ button in the editor. If you’re still busy authoring the event, remember to do this before exiting so you don’t lose all that hard work.

Time and location

You’ll first be presented with the ‘Time and Location’ section of the event editor. 

Here, you can adjust your event’s start date and duration, as well as specify a location. It’s compulsory that you fill in this section before publishing your event. 

Time and date

To alter the date and start time, click on the calendar icon, where a calendar will appear along with the option to select a time.

To change the duration of the event, simply input the number of hours and minutes you’d like it to last.

Location

Toggle between the ‘Physical Address’ and ‘Virtual Address’ tabs to input the details for different address types. 

Under ‘Physical Address’, you can enter all details for your location, including a map for physical locations.

You can also choose from pre-set locations, which is handy for if you’re using the same physical location often (these are authored in the ‘Events’ section of the Admin Panel).

If you choose to host your event using a ‘Virtual Address’, you will need to specify the virtual location type. 

Choose ‘Custom’ if you’re using an online video conferencing tool external to Thinqi (such as Zoom or Microsoft Teams) to host the event. 

You will need to input an ‘Online address’ (this is the meeting invite link). 

Add any notes you wish to include (for example, instructions on how to join the event) in the ‘Notes’ box and you’re good to go.

If you plan to host your event in a Thinqi Virtual Classroom, just click ‘Create a new Classroom’. You can also add any notes in the ‘Notes’ box. 

Capacity

You’ll have the option to set a capacity for the event under ‘How many attendees can book onto this Event?’. 

If the event is full, you can choose to enable a waiting list so that if an attendee cancels and a place becomes available, someone else can take their place.

When you’re ready, you can progress onto the next step, ‘Description’. 

Description

Here, you can add (or edit) a title, abstract, thumbnail image and description to display on the overview of your event.

The abstract is just a snippet of what the event is about. Use the description to add some detail. Updating both is easy - just start typing and you’re good to go. 

There are also a range of tools available to format the description and get it to appear how you want it. 

To update the thumbnail image, click the ‘Update image’ button and a pop-up window will appear.

You can either upload an image from your device or select an image that has been uploaded to the ‘Files’ area of your user profile (for more information, see the How to manage your profile help guide). 

To upload an image from your device, click on the ‘Choose an image from this device’ icon shown below. Select the image you’d like to upload.

To select an image from the ‘Files’ area of your user profile, select the magnifying glass icon.

Select the image you would like to use and then click the ‘Insert’ button You can also clear the selection by clicking the ‘Clear all’ button – useful for any last-minute changes.

You can crop your image by clicking with the mouse and selecting the part of the image you’d like to use.

If you want to delete the image completely and start over, click on the ‘x’ symbol.

When you’re happy with your image, click ‘Done’.

Your thumbnail image will now be updated.

Now it’s time to decide on your registration settings. When you’re ready, click ‘Next Step’.

Registration

‘Registration’ is where you will specify how users may join the event. You’ve got a number of settings options here:

• ‘Join Requests’, - choosing this option will mean that users must request to join the event and an event admin will need to accept the request. This gives you full control over the attendees list.
• ‘Open’ - choosing this option removes the ‘Join’ button, so attendees won’t need to request to join and will be added to the attendees list straight away. This option can also be used for public events (where people without a Thinqi account can also attend).
• ‘Payment’ - this option uses vouchers (configured in the Admin Panel) to book onto events. Line Managers can be allocated a certain amount of vouchers to book their staff onto events on their behalf. 
• ‘Managed’ - this option disables the ‘Join’ button completely. However, attendees can still be added manually - see the How to manage Events help guide for more details.  

When you’ve chosen the appropriate registrations setting, move onto the next step –‘Classification and Tagging’.  

Classification and tagging

You can make your event easier to find by adding tags and updating your event’s classification, relevant to learners’ competencies. 

To update the event’s classification, click ‘Update Classification’. A pop-up box titled ‘Curriculum Mapping’ will open, where you may assign your event to one or more curricula or ILO. Just choose from the pre-set list of curricula and ILOs on the side, fill in the necessary information and hit ‘Save’. 

To add a tag, type your term in the ‘Add a new tag’ box and press the ‘+’ button, or simply hit ‘Enter’ on your keyboard. If you want to remove a tag you’ve added, find the tag in question and click the ‘X’ on that tag. 

You can also quick-add tags by finding a tag under ‘Recent tags’ and clicking the ‘+’ button to include it.

Once you’re done, it’s time to move onto the final step of creating your event – ‘Event Settings’. 

Event settings

Time to add the final details to your simple event. Here’s how you do it.

Discoverable and hidden events

You will be presented with two options for listing your event in the discovery area:

• List the event in the discovery area - This is ideal for events that only need to be listed once, or that have sessions that run clearly together.
• Hide the event in the discovery area - The hidden event will not appear in the discovery area or search results, but users with access to the share link or content folder will be able to see it. This is useful for private events you don’t want to advertise.

Event code

This will allow you to add a memorable shorthand code to your event, completely customisable to your needs. 

Waiting list

The waiting list is useful for when the event, or any event session(s) they wish to attend are at maximum capacity.

The waiting list can later be reviewed and managed in the management area of the ‘Events’ app. 

To enable the waiting list, toggle the switch on.

What content can people see before joining an event?

You can upload files to an event, as well as create and publish articles. Toggle ‘View Files’ and ‘View Articles’ to determine what content people can see before joining your event.

Once you’re done, you’re ready to get the event out to the world.

Click the ‘Save and Publish’ button in the bottom right-hand corner (this button can also be found in the top corner of the events editor).

Publishing your event

This will open a pop-up box where you can decide when to publish your event and set the privacy by selecting a content folder.. Not sure how privacy settings work with content folders? The How to use the Admin Panel help guide has all the info you need. 

To schedule your event to be published at a later date, click on ‘Want to publish this at a later date?’

Click the calendar icon to select a date and time and then click ‘Add’ when you’re done.

You’ll now see that your event is scheduled to go out on your chosen date and time. Don’t worry – it won’t be available to anyone until this date.

Once you have chosen a privacy setting, hit the button labelled ‘Publish’ at the bottom of the pop-up box. 

And there you have it – you’ve successfully created and published your simple event.