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Creating an event

 

Introduction

An event lets you invite colleagues to meetings, training sessions, or other activities — either in person or online. You decide whether the event is public or only visible within a specific group, and you can let participants register.

In this article, you'll learn how an event works, how to create one step by step, how to set up a recurring event by duplicating, and what to do if you run into a problem.

Please note:
External users can never be set as administrators of an event. Always select an internal user for this role.

 

How does an event work?

An event consists of a number of fixed components that you fill in while creating it:

  • Title: the name of the event.
  • Date and time: a start date, an end date, and optionally start and end times, or the All day option.
  • Location: a physical address or an online link.
  • Description: the explanation for participants.
  • Media: a supporting image, video, or document.
  • Administrator(s): the person or people who manage the event.
  • Sharing options: public, or only visible within a group.
  • Registration: whether sign-up is possible and whether there's a maximum number of participants.

Once you've created an event, you can easily duplicate it to set up a recurring event. You can also add an event to your own digital calendar, such as Outlook, with a single click.

 

Creating an event

Follow these steps to create a new event.

  1. In the navigation bar, hover over Calendar.

  2. Click New calendar item.

    The Calendar dropdown menu with the New calendar item option highlighted.

  3. Enter a title for the event.
  4. Select the start date and end date, and optionally a start and end time. Tick All day if the event lasts the whole day.
  5. Enter the location. Add an online link if participants can also join online.
  6. Add a description for the event.
  7. Optionally add media, such as an image, video, or document.
  8. Select one or more administrators.
  9. Choose whether the event is public or only visible within a specific group.
  10. Set whether users can register and whether there's a maximum number of participants
  11. Click Save. Your event is now created and visible in the calendar.

 

Duplicating an event

Want the same event to take place on another date? Duplicate an existing event instead of building a new one from scratch.

  1. Fill in the event as described in the previous section and click Save and duplicate at the bottom
  2. In the duplicated version, change the date and, if needed, the time.
  3. Click Save, or click Save and duplicate again to create another recurring event.
Tip:
Duplicating is the fastest way to set up a series of, for example, weekly or monthly meetings. All content, media, and settings are kept — you only need to change the date.

 

Troubleshooting

I can't select a colleague as administrator

  • Check whether the person is an internal user. External users can't be administrators.
  • If the event is linked to a group, check whether the person is a member of that group.

My event doesn't appear in the calendar

  • Check whether the event is linked to the correct group or to a public audience.
  • Check whether the date is in the future — past events are hidden by default.

The registration option doesn't work

  • Check whether Registration is enabled in the event settings.
  • Check whether the maximum number of participants hasn't already been reached.

Still stuck?

Contact your internal administrator first. If that doesn't solve the issue, send an email to support.plek@bcs-hr.com.

 

Additional functionality

In addition to the basic features, an event offers two more useful options.

  • Add to your digital calendar: add an event to your personal calendar — for example Outlook or Google Calendar — with a single click.
  • Event banner: click the three-dot menu in the top right of the event to add a banner. The recommended size is 900 × 350 pixels.