To access the module go to Management > Events.
The main difference compared to a common event and other types of events is that team/platform administrators nominate individuals, possibly across the whole organization, and do not invite whole teams. The specific selected people then confirm or reject the nomination. In addition, participants who have already confirmed do not need to be approved further, and if a payment is attached to the nomination, the basis for it is sent to confirmed participants immediately after the nomination is accepted.
Converting and copying events
General events without attendance can be converted in EOS to any other kind of event. So you can turn a general event into a nomination, for example. Another useful option is copying events.
Click the button with the “+” icon.
Select either New event and then Nomination, or choose Nomination directly.
Select the teams that the nomination will concern. You will nominate individual members from these teams for the event after creating the event in the Participants tab.
Event type – select from the types created in Settings > Events > Event types.
Event types
Create and set up custom event types suitable for your organization. These will be assigned to individual events, which will behave according to the parameters set in each type.
Name – the event name shown to interested members
Short description – space for basic information that is visible with the event in the Member zone without having to open the event detail
Description for public screens – when using the Public screens feature you can add an event description that will be shown on the public screen
Start and End (date and time) of the event
Place
you select a place pre-created in the Management > Places
Event places
Create a catalogue of your own places, which you can then assign to events. You can also group places into categories.
after ticking Fill in the place manually you can write in any of your own
Description – space for more detailed information about the event
Determine the capacity (unlimited or a specific number with a number of substitutes).
Set the date from when to when it will be possible to accept/reject the nomination. If you do not set the date, sign-ups run from the activation of the event until its start.
Choose the type of bonus that members will get for attending:
none
per attendance – the amount is not affected by the length of the event
per hour – the final amount is calculated according to the length of the event
When selecting per attendance / per hour you need to select the Member account to which the bonus will be credited after the event ends and attendance is confirmed.
Working with member accounts
Member accounts are virtual accounts of the members of an organization on which it is possible to record positive and negative transactions manually or automatically. It is thus possible to keep records of e.g. rewards or bonuses for members for their activity, or on the contrary to deduct participation fees or fines. All of this with transactions created manually or automatically.
Then write in the Bonus amount (in crowns / in points – according to the Member account settings).
Generate payments – assign a specific payment group in which a payment will be generated for every confirmed participant.
Payments
The EOS platform allows you to create payment instructions for your members, record all incoming payments, generate payment receipts, create overviews and exports. All of this with integration to online banking for automatic payment matching from your account.
If you assign a payment to the nomination, you can also add the option of a Voluntary contribution. After confirming interest in the event the member will be shown a request for a voluntary contribution. They will be able to enter any amount, by which the generated payment will be automatically increased.
Add to roster – after their attendance is confirmed the member will be automatically added to the selected team.
Participant list visible to members (does not apply to team managers – they always see excused members including the excuse notes):
no – regular members will not see among themselves who is attending the event and who is not.
yes, without excuse notes – members see among themselves who is attending the event and who is not, but they do not see the reason for non-attendance.
yes, including excuse notes – members see among themselves who is attending the event and who is not. For excused members they also see the reason.
Allow comments on the event – when ticked, members can add comments to the event.
Show the event in the calendar on the wall – when ticked, the event is shown in the calendar of the teams selected in the block Who will see the event. Otherwise the event is shown to members only in the Member zone under the item E-applications.
E-applications, nominations, organizing
E-applications, nominations and organizing are, alongside general events, further kinds of events in the EOS platform.
Show the event on the website – if you use the EOS website, the event can also be shown on the website.
Set the Reminder before the event – how long before the start of the event members will be reminded of it by a notification:
do not remind anyone
remind participants and those who have not responded – the notification reminding of the event will come to everyone who stated positive attendance + those for whom the event is intended but who have not yet stated their attendance.
remind only those who have not responded – the notification reminding of the event will come only to those who have not yet stated their attendance.
Complete the process by clicking Create.
Immediately after creating the event you get to the detail of the participants. You need to select the specific members you want to invite to the event.
Nominate by team – select the season, the team and within it select members by ticking
Nominate by searching – search for a member by first name and/or last name regardless of the team they belong to
in both cases it is possible to nominate members as substitutes – you just tick before confirming the members Add to substitutes
When you are done, you need to click Activate event and notifications will be sent to all nominated members and they will see the event in the calendar.
By clicking the event name in the list of nominations you get to its detail with all the details in one place.
By clicking Edit in the Attachments block, or on the page by clicking More > Attachments, you can add attachments to the event – in the form of an attached file or a document that you already have uploaded in the Platform. The attachment is then shown to all interested members and participants for download.
Creating and sharing documents
Share documents with individual teams. Choose whether they are intended for regular members, team managers or only the organization’s administration. Documents are then shown in the member zone.
For members, the individual nominations/invitations that concern them light up in the Member zone in the Nominations tab (or Invitations).
Platform/event administrators manage the signed-up members in Management > Events > Nominations > the event detail > Participants.
There you can filter the participants using tabs into All nominated, No response, Confirmed, Declined, Substitutes. You can also search within them.
After clicking the context menu (three dots) next to each participant it is possible to:
reject attendance
confirm (on behalf of the member) – if, for example, the member states through another channel that they confirm attendance, the event administrator can confirm them this way
mark as a substitute (or remove this flag from them)
delete the participant
Event notifications
The EOS Platform sends all members a range of useful notifications – including those concerning events. Notifications arrive in the mobile app, or by e-mail.
Some actions can also be done in bulk. You just tick the checkboxes next to individual participants and the Bulk actions button appears.
You have the standard actions available as with individual participants.
In addition there is the option to generate payments in bulk.
Other actions are available under the More button:
Add participants to an e-mail – into a bulk mailing message that you have created beforehand, if you want to send official messages or instructions for the event in bulk only to the participants.
Mailing to members and representatives
Send messages easily in bulk or only to individual members or their representatives. Then track their delivery statistics.
Export participants
Go to Events > More > Nominations.
Using the tabs you can then switch between events according to their status:
Active sign-ups
Upcoming
Finished
By clicking the event icon its preview with detailed information and actions is shown.
There is also a toggle for quickly activating or deactivating a nomination.
After clicking the context menu (three dots) the following actions are available, among others:
Copy the event – for quickly creating a new, similar event
Edit – the option to edit anything in the event with the option to tick Send members a notification about the change of the event.
Move to another season – if you operate on a seasonal basis. It is useful e.g. in the case when a nomination is listed at the end of one season but the event takes place only in the next one. So that participants can actively sign up even after the new season starts, the nomination needs to be in this active season.
Transition to a new season
When a new season is approaching, you can prepare everything in advance in the platform using semi-automatic actions.
Cancel
if some cancellation reasons are created in Settings, one of them needs to be selected. It is also possible to have a notification about the cancelled event sent to all members it concerns.
Event cancellation reasons
There are various reasons for cancelling events. In these settings you can define those reasons yourself for a better overview. Once you have cancellation reasons created, the platform will always ask for a reason when an event is cancelled.
Event notifications
The EOS Platform sends all members a range of useful notifications – including those concerning events. Notifications arrive in the mobile app, or by e-mail.
Send members a notification about the change – it comes to everyone the event concerns (i.e. all signed-up participants or those who have not responded).
Delete – deletes the whole event including participants without a trace
Restore – for cancelled events
Common event
A common event is one of the four types of events that can be created in the EOS platform. They can be set to repeat regularly. An event can be for individual teams/groups, selected sub-groups or for the whole club. It can be used to track attendance statistics. Once created and activated, the event is displayed directly to the members for whom it is intended.
E-applications
An e-application is one of the four types of events that can be created in the EOS platform. They can be linked with an automatic payment for the participants and their most frequent use is for training camps, camps or, for example, seminars.
Organizing
Organizing is one of the four types of events that can be created in the EOS platform. It comes in handy if you are organizing an event and need to secure help from your members, or possibly reward them for their help.
Permissions for management: Managing nominations/invitations requires permission for the Events module.
Change history: Users with access to the Logs module can display the history of all changes made in any record.
