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.
When you schedule a new event, if you have not run the event previously, Arlo will also create an 'Event Template'. The template can then be used to schedule future instances of the same event quickly and easily. Your Arlo platform can store multiple event templates for you to use for all of the events you offer.
Information stored in the 'Event Template' includes the name, website content (e.g. what displays on the event website page), 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’
Note: An Event is always 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 Settings
Important: 'Shared Settings' are event settings/details that are shared across 'all' events that are using the events template. As a precaution, when editing an event before you can make changes to the shared settings you need to click 'Edit Shared Settings'. Changes made to shared settings will apply to all events using the event template. Learn more about Template/Event Settings.
The following table lists the information store on Events and Event Templates:
|Event Template (Shared Settings)||Event|
|Event Name||Event Code|
|Summary, Description, Outcomes, etc||Price|
|Advertised Duration||Start Date/Time|
|Display Event Template Page on Website||Finish Date/Time|
|Accounting (G/L) details|
|Registration Method (Order process, Quick Reg, etc)|
|Registrations ('Accept website registrations')|
|Special Instructions for Registrants within Event instructions Email|
|Advanced Email Settings|
|Display Event on website * Template must be Displayed.|
Note: This table does not include all settings.
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