Group Event Management Overview

Overview

Group events may be added from several homepages in Axiom, including the main homepage, school levels, calendar, and system homepage. When setting up group events enter all necessary information about the event on all tabs in order for the event to display correctly with the right information.

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.

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: indicate the type of event if the event is recurring. The value will populate automatically as either “Series Master” or “Series Occurrence.”
  • 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 on a teacher, parent, or student portal, the contact person’s email address will be listed if available on their person record.

Location

Location – Internal

  • 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.

Location – External

  • Organization: if this event takes place at an external location tracked in Veracross as an organization, link the organization with the group event record.
  • Map: if the Organization exists in Veracross and has a valid address, a link to Google maps will be created automatically displaying where this event is located.
  • Directions from School: if the Organization exists in Veracross and has a valid address, a link to Google maps providing directions from the school to the event location will be created automatically.
  • Directions from Home: if the Organization is specified in Veracross and has a valid address, a link to Google maps providing directions from the user’s home and the event location will be created automatically. A user must belong to a Household in Veracross within a valid address in order for this map to display.

Location – Other

  • 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

Use the dropdown menu in each classification option field to determine who should be involved in the event. The information entered in these fields can be further defined on the “Classification” tab. Classification options include:

  • School level
  • Grade level
  • Campus

Groups

  • Primary Group: can be used to determine a single group who is directly involved in the group event. Additional groups can be added using the “Groups” tab, but there can be only one primary group.
  • # Group Members: a calculated field that displays the total number of group members in all groups associated with the event.

Logistics

  • Transportation: specifies what type of transportation will be provided for this event. Transportation types can be separately configured for each school.
  • Leave Class: indicates a time when associated students will leave class. When a time is set, an early dismissal attendance record will be automatically created on the student’s attendance record.
  • Leave Campus: indicates a time when associated students will leave campus.
  • Leave Venue: indicates a time the group(s) will leave the venue where the event took place.
  • Return to Campus: indicates a time the group(s) will return from the event.

Visibility

Visibility determines which system calendars the event will be displayed on. By default public, parents, students, and staff/faculty are selected to display events. 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 (if using Veracross API).
  • 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.

Communication

The communication email distribution list fields are generated based on the groups specified on the Groups tab.

  • Email Participants: email the members of the groups associated with the event.
  • Email Parents: email the parents of the group members associated with the event.

Event Registration

The “Online Sign Up” field is a calculated field indicating if this event is currently being used on an online event registration form.

The “Notes” section listed under Event Registration correlates and mirrors the “Notes” section under the “Other” tab. When one is updated, the other will display the same message. These sections are public and will display to anyone with visibility to the event – so take care not to place any confidential information here.

Classification

The Classification tab specifies who is included in the event and should be used in conjunction with the Groups tab. Classifications are used to further define group membership. 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:

  • Grade Level: select which grade level the event will involve by double-clicking on the grade desired or selecting the forward arrow. It should appear in the “Classification selected for” table.
  • Campus: select which campus the event will involve by double-clicking on the campus desired or selecting the forward arrow. It should appear in the “Classification selected for” table.
  • Student Group: select which student group the event will involve by double-clicking on the group desired or selecting the forward arrow. It should appear in the “Classification selected for” table.

Click on the group and select the back arrow to delete any classifications selected.

Groups

The Groups tab can be used to select more than one primary group for the event outside the groups specified on the Classifications tab. The event will then display on the group members’ calendars.

The Groups tab can also function with the Attendance tab to define which groups will participate in the event. A group can be added to the event by selecting a group from the “Available Groups” list. The group(s) that are selected will automatically populate the Attendance “Groups invited” field when the group event is updated. Group membership within a group event is a “snapshot in time.” It will only add the members in the group to the event at the time the event was created. The group will not automatically update if a new member is added after the event is created. This must be updated manually.

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. Additional individual members who may not be part of the specified group to the event may be invited by adding the person in the input grid. Schools can then use the “Attendance” field for each person to manage attendance for the event. In most cases this will be managing exceptions to one of the “Yes” attendance take options, such as “Confirmed,” “Declined,” “Did Not Attend,” etc.

  • Attendance Taken: populates from the “General” tab.
    • No: attendance will not be taken.
    • Yes – Default to Invited: attendance will be taken; individual events for each person associated with the group will be created when the event 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 person associated with the group will be created when the event is added. Each person’s status will be updated to “Attended Event.”
  • Groups invited: populates from the “Groups” tab.
  • # Invited: a calculated field indicating the number of people invited to the event based on the attendance status.
  • # Unconfirmed: a calculated field indicating the number of unconfirmed people invited to the event based on the attendance status.
  • # Confirmed: a calculated field indicating the number of people invited to the event who have confirmed based on the attendance status.
  • # Declined: a calculated field indicating the number of people invited to the event who have declined based on the attendance status.
  • # Attended: a calculated field indicating the number of people who attended the event.
  • % Attended: the percentage of people invited who actually attended the event based on the attendance status.

Integration with Master Attendance

Veracross allows calendars to integrate with master attendance and class attendance. Configuring a group event to integrate with master and class attendance is entirely dependent upon the event type. The event type specified on the “General” tab of the detail screen can be configured to excuse from master and class attendance. This is done by selecting the “Event Type” query from the system homepage. Under the flag “Attendance Integration” each event listed can be checked to excuse from either master or class attendance. The status of each member of the group will be set to “not expected.”

Why this is important:

  • Integration with Master and Class Attendance creates more accurate attendance data because the attendance records for all group members involved in the event will be automatically updated.
  • Automatically updating group members’ attendance records also greatly reduces data entry for faculty/administration.
  • Any events that involve students will also integrate with the “Where Is Student Now” feature.
  • Faculty/Administration will be able to view future attendance exceptions to help plan important dates and assignments such as quizzes or exams.

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. This defines the span of time in which the event will recur.

  • 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. Individual occurrences (series occurrences) will be created for each day that the event takes place. Each recurring event record can then be edited separately from the series master record without changing the content of all other recurring event records.

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

Additional information about the group event can be entered on the Other tab.

  • Setup Time: indicates when setup should start.
  • Cleanup Time: indicates when cleanup should start.
  • RSVP Date: indicates a date by which someone must reply or return permission slips.
  • Paperwork Due Date: indicates a date in which other paperwork (such as medications or emergency information) is due.
  • Attendees Expected: number of people expected to attend the event.
  • Student Group: specifies a student group as another classification option for the group event.
  • Notes: the general “notes” section is visible to anyone with access to view the event. Notes on maintenance, catering, cleaning, audio/visual, and security are not public facing. Each field has a 1000 character limit.
  • Follow-Up Status/Notes: specifies if follow-up for the event is needed.

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.

FAQ

Q1 Do Veracross Group Events / Calendars have any sort of approval process or publishing process?
A1 No, there is no approval or publishing process. Visibility can be used to hide events from calendars, but there is no formal publishing process.