Getting events from contributors across campus

Wrangling event details from your partners across campus doesn't have to be completely painful. AlumnIQ can make it slightly less so.

Process Overview

• Edit master event, activate Intake (with optional intro blurb).

• Partners submit events

• You review the submissions and "promote" them to real events

• (optional) You can grant edit capabilities to individuals who you trust

Access

The intake form is locked up behind a login process that uses magic links sent via email to participants.

The magic link approach is so we don't have to manage passwords - and all the headaches that come with folks who don't know/remember them.

We also don't want the intake form to be open to the entire world - who knows how much garbage we'd collect if that were the case! To provide a measure of control over it, AlumnIQ restricts access to only those with email address domains on a preset allowlist that we'll configure for you. By default we'll set this to only allow @yourschool.edu addresses; others can be added as needed - just file a ticket!

The process for securing access is:

• visit intake site (link available in the admin console under the Master Event)

• enter email address

• if your email domain is on the allowlist, we'll send you a magic link

• click the magic link and you're in!

Return visits can be done by clicking the link in that email again - it's valid for 21 days after issuance.

Entering an event

It's really important to stress that the event submissions here are at best a partial representation of a real AlumnIQ event. Your partners don't know AlumnIQ as well as you do and would be unlikely to know the "why" behind every required detail.

That said, the intake form is well annotated for the casual user to get the gist of the event into the queue for approval. Aside from the obvious basics, the form also solicits contact info for the responsible party and scheduled report requests (if any) so you can decide whether to schedule them or simply offer admin access for on-demand reporting instead.

One area that falls into the general comments area is everything having to do with pricing. Because pricing can be anywhere from simple to complex, we determined that a narrative block to capture the submitter's intent was sufficient to prompt you with how to create event price options (if any) as needed with the correct applicability rules.

Approving an event

Remember that only approved events can be added to packages and be included in the public schedule of events.

Reports > Event Submissions. Then click Promote.

This will prefill the event edit form with everything we can map over. Please carefully review times (all too often folks miss the AM/PM difference!) and set the account assignment for the event - plus the location information as available. Once saved, take the pricing info from the submissions export and build out the appropriate pricing options as needed.

You can then add the event into your package(s) and registration group event listings as needed.

Allowing Edits to Submitted Events

Intake sits in a liminal space between full Setup rights (which you want to be stingy with) and nothing.

But...events change. Blank spaces exist. And you can't really go live with registration until you get it all together. This is an impossible thing when you don't own the event.

So to help that along, it's perfectly fine to encourage preliminary submissions and nudge your partners to come back and give us more.

To grant edit access go to Security, Intake Users, and "upgrade" those who you trust to 'edit' permission. Next time they tap that magic link they'll have the ability to update the juciest fields on the event. Note that this is a blanket grant: they can update any event, not just "theirs." We're partners!

Edit access is not automatically granted to all intake users as that is simply ungovernable. Grants have to be made in Security to do this.

And if that's simply not enough reach for one or two of your most trusted partners, coach them on Setup (particularly what not to touch) and offer them real admin access. But that's not usually entirely necessary.