In this article
The following article provides an overview of Arlo's event and template functionality and will direct you to learn more about managing your events and templates.
- Overview
- Template and event codes explained
- Event template website pages
- Shared settings explained
- Set up website categories for your event templates and events
Overview
Arlo is set up to allow you to efficiently manage your recurring training and events. 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). Note: An event is always linked to an event template.
Template and event codes explained
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.
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’
- The first time the event is run, the event code will be ‘FR2-001’
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: Event template website page
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.
The following table lists the information stored in 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 |
| Presenter | |
| Venue/Room | |
| Catering | |
| Accounting (G/L) details | |
| Registration Method (Order process, Quick Reg, etc) | |
| Registrations ('Accept website registrations') | |
| Registration Limit | |
| Email Notifications | |
| Special Instructions for Registrants within Event instructions Email | |
| Reminders | |
| Advanced Email Settings | |
| Display Event on Website *Template must be Displayed. |
Set up website categories for your event templates and events
The following instructions describe how to set up website categories that are used to group event templates on your website event catalogue and other website pages such as your website calendar/ and how to group and add an event template to a category.