**This document is meant to be a basic supplement of creating Group Events on the Calendar. For in-depth instructions please refer to the Veracross Community. 



General

The General tab contains the basic information needed to create the event. Many of the fields found here have corresponding tabs on which more detailed information can be added. This remember to populate as much information as possible. If you don't know now, please remember to go back and add it once you have additional information. 


Event Details

  • Event Type: select what type of event from the dropdown list. Event types determine how the event functions in the system, including areas such as display settings, attendance integration, etc. Schools can configure their own event types.

  • Description: add additional information, such as the event name. Text added in this field is what will display on the calendar for the event. If a description is not added the event type will be used as the description of the event on the calendar. This field has a 50 character limit.

  • Start Date: enter the start date of the event (required field).

  • End Date: enter an end date if the event spans multiple days; otherwise the event will default to one day only (the start date).

  • Series Event Type: indicates the type of event if the event is recurring. The value will populate automatically as either “Series Master” when the Create Individual Occurrences flag is enabled or “Series Occurrence” if the event was created from the Series Master.

  • Start Time: enter a start time for the event including the time of day (AM or PM). Use this field only when applicable (e.g. all day events do not need a start time).

  • End Time: enter an end time for the event including the time of day (AM or PM). Use this field only when applicable (e.g. all day events do not need a start time).

  • Contact Person: enter the main contact person for the event, if desired. If this event is displayed in a calendar on a portal, or in a News Management portal Events component, the contact person’s email address will be an easily clickable link. So that anyone interested in the event, who is viewing it from their portal, can directly contact the person.


Location

  • Location resource: enter an internal resource for the event (e.g. auditorium, gym, etc.) When an internal resource is added a resource reservation record will be created automatically.

  • Organization: if this event takes place at an external location tracked in Veracross as an organization, link the organization with the group event record.

  • Other location: if the event location is not tracked in the system as a resource or organization, enter the location using the “Location – Other” text field.


Classification

The Classification tab determines who can see the event on their calendars. All Classification settings previously entered on the General tab are added automatically to the Classification tab. Use the grade level, campus, and student group classifications to select who will be involved in the event:


Groups

The Groups tab can be used to select more than one group for the event outside the primary group specified on the General tab. Event attendance records will then be created for all members of the groups in the Event Attendance tab. The group will not automatically update if a new member is added after the event is created. This must be updated manually.


Visibility

Visibility determines which system calendars the event will be displayed on. Adjust visibility settings by checking/unchecking the box next to each calendar. If a box is not selected, the event will not be visible on the calendar. Calendar visibility options include:

  • Public: determines whether the event will be displayed on the public school calendar 
  • Parents: determines whether the event will be displayed on the parent calendar in the Portals.
  • Students: determines whether the event will be displayed on the student calendar in the Portals.
  • Staff/Faculty: determines whether the event will be displayed on the staff/faculty calendar in the Portals.
  • Alumni: determines whether the event will be displayed on the alumni calendar in the Portals.
  • Group Members: determines whether the event will be displayed on the personal calendars of group members associated with the event.


Internal Use Only

Internal Use Only means that Events with this type will never show on calendars.


Event Attendance

The Attendance tab is used in conjunction with the Groups tab and Student Attendance tab to manage attendance at the event. If attendance will be taken at the event, select a “Yes” option. The individual event records for each member of the group specified on the Groups tab will populate automatically in the input grid with the corresponding attendance status.

  • Attendance Taken:
    • No: attendance will not be taken.
    • Yes – Default to Invited: attendance will be taken; individual events for each member of the Event Groups will be created when the group is added. Each person’s status will be updated to “Invited to Event.”
    • Yes – Default to Attended: attendance will be taken; individual events for each member of the Event Groups will be created when the group is added. Each person’s status will be updated to “Attended Event.”


Resources

The Resources tab manages the various Resources needed for the event. The start date, end date, start time, and end time default to what the event’s start and end dates and times are and can also take into account any Resource’s setup and teardown time. A Resource’s setup and teardown time will consequently alter the reservation’s start and end times as necessary.

  • Resource Reservation: if a Resource was added as a location on the “General” tab, it will automatically appear in the resource reservation list and a reservation for the resource will be created. Additional Resources can be added by inserting a new line in the reservation list. All information specific to the reservation for each Resource can then be updated accordingly.
    • Recurrence - The Recurrence tab defines events that occur on a regular schedule in the calendar. An event can only be recurring if it has been assigned a start and end time. 
  • Start Date: a required field indicating the start date for the event. This field automatically populates from the information on the General tab when the group event is added.
  • End Date: a required field indicating the end date of the event. This field automatically populates from the information on the “General tab when the group event is added.
  • Start Time/End Time: enter a start and end time for the event including the time of day (AM or PM). Use these fields only when applicable (e.g. all day events do not need a start time). These fields automatically populate from the information on the “General” tab when the group event is added.
  • Monday-Sunday Checkboxes: Check the appropriate day the event will recur on. Select all that apply.

**By creating a recurring event record, one repeating record is created for each specific day the event occurs. If edits need to be made to the event, all subsequent records will be changed as well. To manage each event individually, select the “Create Individual Occurrences” checkbox. 


Series Event Types

If individual occurrences are made for each day that the event occurs, two series event record types will be created: series master and series occurrence. All series occurrences will be listed in the “Occurrences” section, displaying the dates, times, and whether its a no-school day. Dates can be adjusted for each individual occurrence as necessary from the series occurrence record.

  • Series Master: the master record for the recurring series created. Edits made to this record will be updated on all individual occurrence records.
  • Series Occurrence: the individual record for each day that the event occurs. Allows for exceptions to be made to the event’s recurrence patterns. Edits made will be updated to the individual record only.


Other

The Other tab allows you to enter notes for specific items (e.g., Maintenance, Catering, Cleaning, etc.). 


Files

Upload any related files by clicking the “Attach File” link. These files will only be available to those using Axiom. They will not be available to Portal users.


Event Registration Forms

Group events may be associated with online event registration forms to allow guests (public), Veracross Users, and/or alumni to sign up online for events. When a group event is associated with an online registration form the form will be linked to the event on the “Event Registration Forms” tab. A link to the form as well as link to the registration form record is available from this tab. Schools can click into the registration form record, manage the online form availability and process submissions received for the event.