Overview

Events Administration includes the setting up of Event Templates, the Risk Management Bank and the Question Bank for your school.
 
All events are created using an Event Template. The templates are a way of populating certain fields to make creating events less time consuming for staff and also to put in place a consistent structure with regard to notifying the applicable staff of an event and having an event approved by the appropriate staff at your school.

For schools using the Risk Management feature within the Events module, you can have a bank of Risks set up for staff to access to minimise the need for them to repeatedly create risks per event.  Risks can also be set at the template level to streamline the process further.

Likewise you can use the Question Bank set up for staff to access.  Questions can also be set at the template level.

Please note, access to Risk Management and Questions in Events is dependent on your school using CompassPay with the Events Online feature also enabled.

Permissions

To access the administration area of the Events page, you will need the EventsAdmin permission.  This will give you access to the Administration Tab to set up Event Templates, the Risk Management bank and the Questions bank.

For information on permissions and how they are assigned, please refer to the Permission article from our Knowledge Base.

Event Settings

Staff with the EventsAdmin permission will be able to access the 'Settings' button on the Events page.
     

Here you can set some features in place for Events at your school.

Tick to enable or untick to disable the options for your school.

Event organiser can edit student list after event is fully published	Ticking this will allow the Event Organiser to edit the Attendee tab of an event once it is fully approved and Published rather than only while the event is in Draft mode.
Event organiser can edit staff list after event is fully published	Ticking this will allow the Event Organiser to edit the Staff tab of an event once it is fully approved and Published rather than only while the event is in Draft mode.
Allow Event Admins to see draft events on the schedule	Ticking this will, for staff with the EventsAdmin permission, show draft events on schedules.  They will show with a green stripe appearance; having draft events displaying on schedules can assist with overall planning.
Allow parents and students to download consent form	Ticking this will allow parents/students to download hard copy consent forms via their portals for events.  If you are wanting to ensure all event consent/payment is completed online only for events, untick this setting.
*Customise greeting message on the consent form	Enabling this will remove the standard message from the beginning of the consent form.  Content used will then only be from the Event Description field of the event.  See the example below for details.
**Enable Detected Clash Notification options for Opt-In Events	Ticking this will allow staff when creating or editing an Opt-In event to access an option to have lead teachers of any classes the event overlaps with notified via email when one of their students opt in to the event.
Send Compass notifications to parents regarding Opt-In Events	Enable this setting if you want parents to receive dashboard notifications when their child is invited to an Opt-In event.

*Example of Customised Greeting on Consent Form:

When this setting is unticked, the standard greeting will display first on the consent followed by the Event Description field content.

     

When the setting is ticked, only content from the Event Description field will be used allowing for a customised greeting.

     

**Example of the option an event organiser will see when the 'Enable Detected Clash Notification options for Opt-In Events' setting is enabled:

     

Editing the Consent Wording

If your school jurisdiction's governing body permits, you can adjust the content of the consent wording if needed.

To do so click 'Configure Consent Form'.

Adjust the content as needed.  There are a range of placeholders on the right hand side that you can insert if required.  When you have completed your changes, click 'Save' to update.

Risk Management

Staff with the EventsAdmin permission will be able to manage the Activities, Hazards and Control Measures stored with the Risk bank for your school.
     

When a staff member is creating an event, they will be able to import the applicable Risk Activities from the bank into the event.  
     

Please refer to the 'Risk Management' article from our Knowledge Base for details on using the Risk Management bank.

Questions

Staff with the EventsAdmin permission will be able to manage the school's Question Bank.  Questions that are regularly used within events can be stored in the Question Bank for staff to access.
     

When a staff member is creating an event they can access the Question Bank to add Questions to their event.
     

For details on Question functionality in Events, please refer to the 'Additional Questions in Events' article from our Knowledge Base.

Event Categories

When the Event Categories option has been enabled you will see an additional tab, 'Categories' (to have this enabled for your school, please contact the Compass Support team).

     

Event Categoires allow you to set-up custom categories for your school and have events collated by category.  When viewing all upcoming events on the Events 'Schedule' tab, you can then sort the events by cateogry to assist with planning, i.e. your school may have 'Camps' as a category making it easy to quickly view only camp type events on the schedule.  You can also filter by category on the 'Past Events' and 'Upcoming Events' tabs.

     

To create a category, click 'Add Category'.  Name the category and click 'Add'.

     

Once you have created all the required categories you can assign the applicable category to each of your event Templates.  This will mean that when the templates are used ongoing to create events, the category will automatically be assigned per the template setting.
     

Note: You can assign more than one category to a template i.e You may have a category for 'Junior School' and another for 'Camps', assigning both categories to a template will mean that events created from that template will be viewable if either category is selected on the 'Schedule' tab.

If you need to delete a category, you can do so by selecting it on the Categories tab and clicking 'Remove Selected'.  Removing a category will not impact past events.

The Default Template

When your school first commences using the Events module, there will be one template in the list called 'Default Template'.  This template will not have any notification chain in place and if staff use it to create a new event, any events created will be fully published and accessible to staff, students and parents without needing approval.

We recommend that before you have staff using the Events module that you edit the 'Default Template' to have a notification chain in place or alternatively, edit the template to not be accessible to staff for use.

To do this, navigate to the Organisation menu (grid icon) > Events, then click on the Administration tab. 
Click the edit pencil icon for the 'Default Template'.
     

In the pop-up, you can untick the 'Open for use by Staff' option.

     

Or in the 'Notification Chain' section at the bottom, add in staff who need to approve the event.

When your edits are complete, click the 'Update Event Template' button.

Please Note: The Default Template cannot be deleted.

Creating an Event Template

You can have as many event templates as you need at your school.  

Create a new event template by going to the Organisation menu (grid icon) > Events, then click on the Administration tab.
On the Event Templates tab, click the 'New Template' button.
     

This will open the Event Templates window where you can set-up your new event template.

Template Details

Event Field Defaults

*These fields are mandatory.

**Please Note: Enabling CSEF funds is only applicable for use by Victorian Public Schools

Roll marking

Notification Chain

The Notification Chain for an event is the list of staff who need to be notified of the event once it is published and also staff who need to approve an event before it can proceed.  The Notification Chain is set at the template configuration stage and cannot be edited within an event.

Event Template configuration is the only way to determine the Notification Chain for an event. For this reason it is imperative to set up notification chains properly, and to name templates in such a way that staff members will use the appropriate templates, so that their events go through the correct notification chain and approval process.

To add a staff member to the Notification Chain, select the user's name from the 'Add Staff Member' dropdown box or search for them by typing their name or teacher code into the box. Clicking on a user's name will add them to the Notification Chain.

     

Events created using a template that has no Notification Chain are immediately published to the school's Compass portal. For this reason, Compass highly recommends editing the Default Event Template before you begin using the Events module.

Adding staff to this section of the Template will mean that they will be notified of the event once the event is fully approved.

If you want staff to only be notified if there is a cost related to the event (i.e. an attendee cost and/or items on the 'Cost Incurred' tab of the event), click the 'Cost Dependent' box for that staff member.  This is useful when you need office staff or the Business Manager to be aware of events that payments may be coming in for from students/parents/suppliers.

     

For staff who need to approve events, tick the 'Requires Approval' option for them.  You can have as many staff approving an event as you need.

     
     
The order of staff members on the Notification Chain is also the order in which they are required to approve the event. You can use the drag and drop function to reorder the staff members on the list.


For staff who only need to approve an event if there is a cost associated, tick the 'Requires Approval' option and the 'Cost Dependent' option for them.

     

When the staff member creating an event from this template submits the event for approval, the first person listed as an approver will receive a dashboard notification that there is an event requiring their approval and also an email.

     

When they have reviewed the submitted event details and clicked 'Approve', the next approver in the notification chain will receive a dashboard notification and an email.

When the final approving staff member in the chain has approved the event, the event status will update to being fully approved and published.  Staff in the chain set to be notified will then receive an email that the event is published.

The checkbox option 'Include Faculty/KLA Manager' allows you to require the Faculty/KLA Manager of the relevant Faculty to be the first person in the chain to approve the event. You cannot use this checkbox to notify the Faculty/KLA Manager only, they will always be required to give approval as well. If you only want them to be notified of the event, add them to the notification chain in the usual manner instead. 

In order to use the 'Include the Faculty/KLA Manager' checkbox, you will need to specify the staff member in charge of each Faculty within Compass. Please refer to the 'Faculty Managers' article from our Knowledge Base for further details.

When the template is complete click the 'Create New Event Template' button. The template will be added to the list of templates under the Administration tab of the Events module.

     

Editing an Event Template