Arlo is set up to efficiently manage events which are repeated. For example, an event called 'Business Writing Skills' may be run multiple times a year. Rather than having to copy all the same information (e.g. name, description, prerequisites) each time it is scheduled, common information about the event is stored within an Event template, with the default settings.
Information stored on the 'Event Template' includes the name, website content, and default event settings. An 'Event' represents a scheduled instance of a template and includes the start date, end date, presenter, venue, and other logistical information (e.g. catering, room setup).
The key elements of the Arlo event code system are that ; a) each event has a unique code, b) it is possible to identify the ‘event template’ by looking at the code. The code is made up of two part. The first part relates to the ‘event template’ and the second is a unique code relating to the instance the event is running.
Example A) Event template is ‘French Level 1’ and this has been assigned the code ‘FR1’
- The first time the event is run, the event code will be ‘FR1-001’
- The second time the event is run, the event code will be ‘FR1-002’
Event template is ‘French Level 2’ and this has been assigned the code ‘FR2’
- The first time the event is run, the event code will be ‘FR2-001’
The Event Template is 'Business Writing Skills'
The Event runs on the '12-Nov-2012' in Wellington presenter by 'Amelia Spies'
Another Event runs on the '8-Dec-2012' in Sydney presenter by 'Dexter Geldof'
Note: An Event is always be linked to an Event Template.
General website information (e.g. name, description, prerequisites) is stored on the Event Template. This is because when you view the website page, all Event instances (date, location, presenter) are listed on the same page and therefore share the same general information. So, be aware that when you edit the website information on an Event Template, you are effectively updating the content for all related events.
Example of a Website Event Page
Event Template and Event Fields
The following table lists the information store on Events and Event Templates
|Event name||Event code|
|Summary, Description, Outcomes, etc||Start date/time|
|Advertised duration||Finish date/time|
|Display event template on website||Presenter|
|Accounting (G/L) details|
|Registration method (Order process, Quick Reg, etc)|
|Registrations ('Accept website registrations')|
|Enable email notifications|
|Include special instructions for registrants within event instructions email|
|Advanced email settings|
|Display event on website|
Note: This table does not include all settings.
Other articles that may be helpful: