Add or Edit Event
Click the "ADD EVENT" button to get started
IMPORTANT TIP #1: Next to each event name you will see a + (to make a copy of an existing event) and a pencil. The Pencil allows you to edit an existing event.
IMPORTANT TIP #2: Text that is underlined and a different color are hyperlinks taking you to more detailed information.
IMPORTANT TIP #3: Refer to the photo gallery following this section for more information.
In the “ADD EVENT” window you will see;
Event Name; This is visible to the donors and drivers, so the name is important. A common example is July 12th Pick-up. Or 07/12 Pick-up. If the event is for part of a territory you may call it NW Indianapolis July 12th Pick-up.
Event Type; Donor/Driver is the default. You can also select "Community". For a detailed explanation of these types, click here.
Event Start Date and Time: Most events are on a weekend, and usually start around 9am. It is important that you allow at least 2 hours, if not 3 hours, because this time window is fed into the Route Optimization window. If you get back a "Donor was not included" you will need to expand this time or add more drivers.
Event Contact; This is the person running the event. Their contact information is displayed at the top of the "Event Page" and is added to notification emails. An "Event Contact" is created by going to the CHAPTER PROFILE and updating the 'Event Manager' tab.
”Edit Event” form is explained, field by field, in the section above.
Add or Edit Event (continued)
ADDING USERS TO THE EVENT
There are two ways to add Users to an Event.
- Using Zones and/or
- Using Campaigns
ZONES: Zones are used to organize "Donor/Driver" Events. A typical chapter that is set up based on a territory (like a city or county) will use Zones. A ZONE is just a group of zip codes. You add zip codes and then group them in the Chapter Profile. For example, if your territory is a county, you may make each city a zone. If you have a big city, you might divide it up into 4 or 5 zones.
When you create an event you then select the zones you want to include. Click the "Zones" area and pick one or more from the drop down. To remove a zone, click the x next to it.
CAMPAIGNS: Campaigns are used to organize "Community" Events. As a chapter goes along it's likely there will be a need to have a special event for a group of people that are connected in some way. For example, members of the same church may want to bring their food donation to a service. Parents of a certain school may have a "bring a bag of food to school" event. Or, a private street with a locked gate may want to make set up a "Neighborhood Campaign".
When you have something like this, the first thing to do is create a Campaign. You then create a LINK to the Campaign, which provides a QR code and a URL (a web address that can be inserted into an email as a link).
When a User registers with that QR code or URL link a Campign Code is inserted into their records "Campaign Code" field.
When you create an event, you can select any existing event to enter onto the Campaign Field. You can even select more than one.
COMBINING ZONES AND CAMPAIGNS: Its common to just enter a zone for a territory, the campaign field remains blank. This loads all the users with those zip codes into the event.
It's also common to only enter a campaign, and leave the Zones field blank. This then loads all the Users with that Campaign Code into the event.
When you enter both a zone(s) and campaign(s) both conditions must be met; They must reside in those zip codes AND they must have that campaign code linked to their username.
The first time you create an event you should probably let the Site Admin know, to take look and make sure it looks right. Write to info@ASGHelps.org and request a zoom meeting.
”Edit Event” form is explained, field by field, in the section above.
Add or Edit Event (continued)
ADDING USERS TO THE EVENT
Self Deliver Location; this should be the default if it was set up in the Chapter Profile. You can choose any location in your LOCATIONS list that has "self deliver" as its type. This field is used to send to donors that forget to donate (Sorry We Missed You text/email), and also for donors that choose to be "Self deliver". This is optional for every chapter. If you leave that field blank in your profile it will not be set to the default when you create a new event.
Event Active; if an event is no longer valid, set it as inactive. Doing this will remove all data from this event from all history reports. Think of "inactive" as if you mean to delete it. Once an event has data it cannot be physically deleted from the system, it can only be deactivated. If your event doesn't have data you will see a "Delete" button at the top of the "Edit Event" form, select it and the event will be removed from the database. If you set an event to inactive you call still see it later. On the EVENTS page, select "Show inactive".
Event Locked; When the routes are run, this is set to True. Once set to true donors and drivers cannot change their status, they get an email saying "event is locked, contact Event Manager". You can set this to false (unlocking the event) if you wish. Just be careful, if routes have been run this can cause a lot of issues since donors will have changed their status. If a donor cannot donate and they tell you after the route has been run, you can manually set them to "no", and the driver will see that real-time on their route app. NOTE: Events cannot be locked without running a route. But, if you run a route you can "unlock" the event, this will not remove the route. Once you run routes again (replacing the routes that were in there) the event is locked again.
ACTIONS/REPORTS: This green button is only visible when you EDIT AN EVENT.. To Edit an event, you click the "Pencil" to the left of the event name. This drop down includes several tools which are explained in a section further down this page. For example, you use this field to Select Drivers, view your Route Map, review certain reports, and other things. The items on this grow after you have run your route. More info further down.
CREATE ROUTE: This field is only visible when you EDIT AN EVENT.. To Edit an event, you click the "Pencil" to the left of the event name. Create Route requires several criteria to be met, if they are not yet met you will see a message on the screen next to the "Create Route" button. The Create Route button will lock the event (see above for more info what "locked event" means) . There is a section further down that covers "Create Route" since it's such an important action.
”Edit Event” form is explained, field by field, in the section above.
Event Screen Examples
The Events Screen accessed by clicking the Admin drop down displays all active Events, sorted by most recent. Click the pencil icon to edit an event. Click the + icon to create a copy of an event (a quick way to create a future event with the same info), and click “Add Event“ to create a new event.
The “Edit Event” form is the same as "Add Event" with the exception of adding the "Create Route" field and including the "Actions/Reports drop down box (green button).
The Actions/Reports drop down provides other tools related to an event. Driver Selection sets up drivers. Bag Pick up handles bag delivery to drivers. Route Map provides the routing details. Route Update allows Admin to update route data for each driver. And Event History shows data related to drivers and donors.
Route Map Images
Route Edit Images