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Requesting a New Event

There are several steps to Requesting a New Event:

  • Navigating to the request page through your institution's Public-Facing Calendar or through Coursedog Event Planning

  • Initiating the Request

  • Completing the Event Form

Navigating to the Event Request Page

There are two ways to navigate to the Events request page, through the Public Facing Calendar, or directly through Coursedog Event Planning 


Navigate to your institution's Public-Facing Calendar request:

Select Login

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You will be directed to Coursedog where you can log in using your own credentials.


Initiating the Request

From the Homepage, select Request an Event under Actions.


You will be prompted to select an Event Type based on the Event Types configured by your institution. Ensure you have an understanding of the various Event Types so that you can correctly make a selection. Selecting the wrong Event Type could result in the rejection of your request.



Completing the Event Form

Based on your Event Type selection, you will be directed to the correct Event Request Form. Complete the form's requested fields.  Your institution has decided the information that is necessary to collect in order to run an Event. When completing your request be sure to pay close attention to required fields, and think about what information will be helpful to include for event approvers and attendees. 

    • Owner: Adding Event Owners to your event will grant them the same permissions as you, the Event Author

    • Organization: Adding an affiliated Organization will send notifications to Organization Contacts and aid users in locating your event by filtering the public event feed by Organization

    • Featured Event: Selecting Featured Event will make it such that your Event shows up on your Institution’s Public Event Website Featured Event Feed. Note that if you do not select Featured Event or Private Event your Event will still show up on the Public Event Website, but it will not be flagged as Featured

    • Private Event: Selecting Private Event will make it such that your Event will not show up on your Institution’s Public Event Website, and that within Coursedog the majority of your Event information will be redacted for Users without the necessary permissions. To learn more about Private Events look here.


    • Meetings & Location: Note that you must indicate at least one meeting for your Event. Doing otherwise could result in your Request being delayed or rejected. Your event can have multiple meetings if you require multiple rooms or the event is spread across time. Within Meetings & Location complete the following:


      • Whether your Event will occur All Day

      • Start Date and End Date of your Event

      • Start Time and End Time of your Event

      • Whether your Event will Repeat: 

        The Meeting & Locations card will automatically collapse recurrence pattern, showing just the first meeting. If the user uncollapses the recurrence pattern, they can view all meetings individually. When editing events, if user is editing the recurrence pattern in the collapsed view, they are able to edit all meetings in the recurrence pattern together. If user is editing individual meetings, user can now switch between editing a "single" meeting, and editing "this and following meetings".





  • The Location of your Event

    • When viewing Rooms you can filter by AvailabilityRoom TypeRoom Features, or you can search for specific Rooms

    • Rooms that would result in a double-booking conflict will show up with a red border

    • Note that selecting Select No Room or Select TBA could result in your Request being delayed or rejected (unless your event is not happening in-person).



      • Whether your Event will require Resources

        • When adding Resources you must indicate Quantity

        • Note whether or not there are Costs associated with the Resources you are selecting

        • If you do not need any Resources, select No Resources Needed in the bottom left corner




      • Whether your Event will need extra Setup and Tear Down time (note that some resources require separate setup or tear down times



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Indicate who will need to be notified about the progress of the Event request (the Event Requester will be automatically added as a contact). Note that you can specify whether or not to send email notifications to the contacts for the event. Organization contacts will be automatically flagged so that the User knows not to add any duplicate contacts. Whether or not Organization contacts will receive an email notification, in addition to a notification in Coursedog, will depend on their Contact settings configured under Organizations. To read more about Automatic Event Notifications, look here. To read more about setting up Organizations, look here.


When you have finished completing the Event Request, click Submit Event Request.

Once submitted, your dashboard will display successful submission:


Click on View Request to see details of your event:



From this view, you can see where your event is in its workflow, what activity has been taken on the Event and you can delete your request.




K
Kristan is the author of this solution article.

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