This article discusses how to create events in your GroupShare's Calendar.

Required Access:

You must be a Leader of your group to create events.

Where to go:

  1. From the Member Portal homepage, go to My Groups and choose your group (ex) Membership Committee
  2. Find the Calendar icon inside GroupShare
  3. If you have already configured your GroupShare registration tool, you will see a calendar layout displayed. If you do not see it, please read this article and configure it first: INSERT link
  4. If your event will have a physical location and it isn't already saved in Locations from the Registration Tool Manager, set up the location first by going to Shift Tools > Add Location. Watch this video to learn how to quickly add locations: Video - Manage Locations in the Calendar
  5. Once you have your Locations saved, you can continue with creating your event.
  6. Click on Manage > Add Event
  7. You will add all your event details in the Add/Edit Registration Event page. Here are your options under Event Information:
    • Registration Name - (required) enter a title for your event like "Recruitment Mixer"
    • Event Description - add the details for your event
    • Document - upload any files or documents related to your event
    • Event Image - you can choose a photo to upload that will display on the event details page
    • Max Reservations - (required) enter the maximum number of attendees allowed to sign up
    • Min Reservations - if the registration has a minimum number of members needed, enter this number 
    • Enable Wait List - if you'd like to have a waitlist, you can do so by choosing 'Yes' 

  8. Here are your Location options:
    • Location -  If you'd like to specify the location of the registration event/shift, you can choose from a pre-built list of locations in the Location fragment (optional). 
      • To add a new location, before you add an event, you have to go to Admin > Member Management > Registration Tool Manager > Add Location
    • Other Location - you can manually enter a location or a Zoom link here, but it won't be saved in the Locations

  9. To enter the Date/Time for your event:
    • Start Date/Time - choose the start date and time
    • Sign Up Start Days Before - define how soon before a event/shift starts a person can sign up (i.e., if you want people to only be able to sign up a week before a shift, you would enter the number 7 here) 
    • End Date/Time - choose the end date and time
    • Sign Up End Days Before - define how soon before the event/shift that sign up ends
  10. Set up Coordinators to manage your event. This is where you can set up an individual to receive admin notifications for this specific event/shift only. This is not required to create an event/shift. They will receive the following notification emails: Notification of Cancellation, Notification of Registration, Waitlist
    • Primary Coordinator - Choose from a list of members a person to be a coordinator for the event/shift. 
    • Primary Coordinator Phone - Enter the coordinator's phone number
    • Primary Coordinator Email - Enter the coordinator's email
    • Send primary coordinator registration, cancel, and waitlist notification emails at the following email: Choose if the coordinator should receive notifications at the email on their profile or the one listed above. Here are the options from the dropdown:
      • None: Coordinator will not be sent notification emails.
      • Account: Email will be sent to the email the coordinator has on their profile.
      • Email: Email will be sent to the email entered in the 'Coordinator Email' field.
      • Both: Email will be sent to both the email the coordinator has on their profile and the email entered in the 'Coordinator Email' field.
    • Secondary Coordinator - Choose from a list of members a person to be a coordinator for the event/shift.
  11. Advanced Features include:
    • Other Site Registration URL - provide a hyperlink to an outside site for users to register (i.e., a city event where the sign up is on an external site like EventBrite) 
      • NOTE: this will not track registration/attendance in Member Essentials
    • Type - pick your registration type. The options are Sign Up, Information Only, RSVP. 
    • Calendar Color - customize the color of the event when it appears on the calendar. 
      • NOTE: this will override the system default colors (i.e., the registration shows as blue when open, green when you are registered, yellow if you're on the waitlist, etc.
    • Enable this event on the public site? - for leagues who use the Member Essentials Deluxe public site, you can automatically sync this event to display on the website - verify the sync
    • Advanced - Requirements - You can use this to credit for attending this event/shift should go towards.
      • Type indicates which Credit Type is awarded for attending this event/shift.
      • The Amount field is used to indicate how much credit should be awarded.
      • After selecting or entering values in the above fields, click +Add Credit in the Actions column.