You will see information that needs to be actioned highlighted in the yellow section at the top of the Dashboard tab.

If you added the details for the event session, it will be listed in the 'All Sessions' section.  If you chose to wait to add sessions, this will be blank.  

     

You can review any of the information you have included and if you need to edit aspects, click the 'Edit' option in the top right.   

Please note: If you need to change the event from being an Opt In to mandatory event, you can only do so before attendees have been added to the event; once attendees have been added - even if they are removed - you cannot change the event type.

Adding Sessions

To add sessions you either add them one at a time if they are across an inconsistent range of dates/times or you can add them in batches if they repeat at the same time across a series of dates.

Add an Individual Session:
Click 'Add Session'.

    

Select the Date and Start/Finish times for the session.  Add the applicable Location information and adjust the Roll Marking mode if needed.  Click 'Save & Close'.

     

You will then see the session listed on the Dashboard tab.  Click 'Add Session' again to add the next session.  Continue to do so until all sessions for the event are added.

     

Add Sessions in Batches:
If you have an event that will have sessions regularly you can add the sessions in a batch i.e.Students having swimming lessons over a period of a few weeks.  Click 'Add Sessions'.

     

Select the Date of the first session, and also the Start/Finish time for the first session (if you already added the first session when you created the event, add the Date/Time of the next session).  Add the Location information and adjust the Roll Marking Mode if needed.

      

Tick the 'Repeat' option.

     

Add the frequency for 'Repeat Every' and the date of the last session in 'Weeks Until' i.e. If students were swimming every Monday, Wednesday, Friday in the morning for 3 weeks, you would put '1' for 'Repeat Every' (as the sessions are each week) and then the date of the last lesson for 'Weeks Until'.

     

Next, click the days of the week the sessions need to be created for i.e. if swimming lessons are Monday, Wednesday, Friday each week for three weeks, tick the boxes for those days of the week.

    

Then click 'Save & Close' and the sessions will be created.

    
      
You can continue to add batches or add individual sessions until all session of the event are listed.

Please Note: All Attendees added to the event will be on the Roll for each session of the event.

Adding Attendees

The next step will be to add Attendees.  To do this, click to the 'Attendees' tab.

Note: If you ticked the 'Invite All' option when setting up the event, you will not need to add students at this point.

     

This tab includes the standard modal used in Compass for adding students.  You can add by individual, year level, form, class and a range of other options.  Use the drop down box for the field you want to use to select your student or cohort of students.  Click the associated 'Add' button to add the user/users you have selected.

There are further options available by clicking the 'Advanced' button.  This will assist if you need to add by bulk ID code or add some external students.

When you have added all the applicable students to the event, they will be listed in the lower section of the Attendee tab.Their status will be 'Invited'.

     
You then need to click to the 'Staffing' tab to add staff to the event.

Adding Staff

     

By default, you as the event organiser will be included as an attending staff member.  If you are not attending, untick the 'Event Organiser Attends Event' option.

If all staff are attending the event, click the 'Add' button associated with the 'All Staff' option.

If only some staff are attending the event, add them one by one by typing their name in the 'Add Individual' field and clicking the associated 'Add' button.

Attending Staff will then be listed in the lower section.  Please note if the Event Organiser is set as attending the event, they will not show in the 'Attending Staff' list.

     

Volunteers

If you require parent volunteers for the event, click to the 'Volunteers' tab.

     

Add the parents you want to invite to volunteer at the event.

For details on how to manage event volunteers, please refer to the 'Event Parent Volunteers' article from our Knowledge Base.

Adding Costings

If you want to list costings for the event for record keeping purposes, you can click to the 'Cost Incurred' tab.
Here you can add each cost item for the event by clicking 'Add New Cost Item'.

     

If you do not want to record the event costings, you can move straight to the 'Resources' tab.

Event Payment Plans

If there is to be a payment plan option for this event, please refer to the 'Event Payment Plans' article from our Knowledge Base.

     

Adding Event Resources

The Resources tab is where you can upload additional reference material for students and parents in relation to the event.  Things like a list of what to bring for a camp, an itinerary etc could be added here.  When the event is approved and published, these items, depending on the permission settings you apply, will be accessible to student attendees and their parents via their portals.
To add content, click the Folder that you want to add Resources to and then click 'Add Content'.

     

You can pull content from School Resources into an event by right-clicking the folder in the event (on the event Resources tab) and choosing the option 'Pull from School Resources'.

     

To set the Permissions as to whether staff, students or parents can access a resource, select the content item, or folder, and click the 'Edit Permissions' button. 

     

Set the access level you require for that item.

     

If you have selected a Folder and you want any content in that folder to have the same permissions as the folder, tick the 'Apply to all child resources' option.

You can add resources to an event while it is in Draft mode.  Once the event is fully approved, only staff with the EventsAdmin permission can edit/add resources to an event.

Example: Parent view of an Event Resource (they click to open).
     

If you do not want to upload any Resources at this time, you can click straight to the 'Risks' tab.\

Adding Risks

The Risks tab is where you can manage risks associated with the event.  Your school may have added some default risks to the template you chose to use when creating this event; if so, they will be listed here.  Click one of the Add options to begin adding any additional risk information.

     

If your school uses the Risk Management Bank we recommend adding your risks from this option as they will already be set up for your use. 

Alternatively you can set up your own Activities/Hazards/Control Measures for the event by clicking 'Add Activity'.  Please note that any Activity created within an event is only retained in that individual event.  For Activities that are used regularly, please speak with your school Events Administrator to have the activity added to the Risk Management Bank.

For a detailed explanation on using the Risk Management feature in Events, please refer to the Risk Management article from our Knowledge Base.

Adding Questions

You can add some questions for parents to answer when they are consenting/paying for the event.  This is managed on the Questions tab.

     

There may already be questions pre-loaded here that were assigned to the template you chose to create the event from.

You can add questions from the school's Question Bank or alternatively you can create your own question by clicking 'Add Question'.  Any questions you create within the event will only be retained in that event; if it is a question likely to be re-used on other events, please speak with your school Events Administrator to have the question added to your school's Question Bank.

For further information on Event Questions, please refer to the 'Additional Questions in Events' article from our Knowledge Base.

Submit for Approval

Once you have worked through each of the tabs that you need to include information on, click back to the Dashboard tab.  You are then ready to submit your event for approval.  Click 'Submit for Approval' and the event will be sent to the first approving staff member in the notification chain (visible in the lower right of the Dashboard tab).  The event status will change from Draft to Pending.

     
 

If you want to check the status of your event, go to the Organisation menu (grid icon), click into 'Events'.  In the section 'My Upcoming Events' you can see in the Status column where your event is at in regards to the approval process.

     

You can also click into your event by clicking the Title to see which staff have approved it so far.  The Notification chain in the lower right corner will show which staff have approved the event so far as they will have a green tick next to their name.  Staff with the envelope icon on the right of their name are not approvers of the event but rather listed to be notified when the event is fully approved.   

     

When each staff member required to give approval has done so, you will receive an email notiifying you that your event is fully approved and published.  If an approver Declines your event, you will receive an email with their reason.  Your event will show as a 'Draft' which you can then adjust per the approver's feedback and re-submit for approval if required.

When an Opt In event has a 'Published' status, it will be visible on the applicable staff members' schedules.  If online consent was enabled for the Opt In event, the invited student Attendees will have a notification on their dashboard that there is an event they are invited to attend.  You can then use the Email option within the event to email parents and students about the event.

     


To manage your event, please refer to the 'Events' article from our Knowledge Base.

Attendee Response

Please Note: If consent/payment is not received for an Opt In event by 11:59pm on the day 'Accept Event' was clicked, the attendee's accepted status will revert back to 'Invited' and they will no longer be considered an attendee of the event.  Should they still wish to attend, the parent will have to re-accept the invitation and proceed to consent/pay (provided the maximum attendee limit has not been reached in the mean time).

The attendee limit takes into account attendees who have opted in to the event and fully consented/paid as well as attendees who have opted in to the event but consent/payment is still yet to be completed.