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Events

Summary

An Event is something that happens in a physical location with a definite start and end date/time.

Here are our top articles connected to Events:

Event Record​

At the top left corner of the Events page you will see:

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  • Profile Image: Most Event records will not have images attached to them, but images can be attached in the Files folder found in the right side navigation bar.
  • Event Name: The name of the Event.
  • Event ID: Unique database identifier for this Event.
  • Record Facts: These little pills are under the display name and gives an overview of some major data points for the event.

Basics​

If you need a quick refresher on what buttons do on this page please toggle the dropdowns below:

Top Navigation Bar
Below the row of tabs is the top navigation bar found on all pages in Ministry Platform. Toggle the sections below for more details on how to use these:

Toolbar
Tool Bar
Edit
- Allows you to edit the fields on this record

Message
- Opens the new message tool.
Secure
- Allows you to secure a record to a user or user group. Use with extreme caution.
Attach
- Attaches files to the record. This is how you add an image to a record.
Notify
- Allows you to create or modify a notifciation email for the selected record.
Insight
- Allows you to choose if record insites are showing or not.

Cloud Tools
Tools
- The tools that are visible here are dependant on user rights and what page you are currently on.

Reports
Report
- The reports that are visible here are dependant on user rights and what page you are currently on.

Right Navigation Bar
To the right of page you will see the right navigation bar that is also found on all pages in Ministry Platform. Toggle the sections below for more details on how to use these:

Toolbar
Tasks
This section will show you any tasks assigned to the user that is associated with the contact record you are currently on.

Files
In this section you will see all of the pictures that have been attcehd to the person's contact record. The picture with the star next to it is the current profile picture. You will also go to this section if you need to edit or download a picture. This is done by clicking on the actual picture and the file editor will open up.
Membership also uses this section to attach files to a person's contact record.

Audit Log
This seciton shows all of the changes that have been made to a record and who made them. It can be searched by the date of the change or the field that was changed by choosing the correct toggle.
Some "users" to be aware of when you see changes are:
Blackpulp - It was done on the website
SQLNightly - A stored procedure made a change overnight
APIUser - A webtool made the change

Tabs​

Below the Event record you will see a row of tabs that displays other information that is connected to the Event:

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info

There are several records that are related to the Event record. Depending on your User Rights, the following tabs may appear at the top of the Event Record:

General​

Participants​

Form Responses​

Agenda​

Rooms & Groups​

Equipment​

Servicing​

Metrics​

Inventory​

Opportunities​

Opportunit Responses​

Donations​

Slots​

Summary

An Event is something that happens in a physical location with a definite start and end date/time.

Fields​

General​

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  • Event Title: Name of the Event.
  • Event Type: The category of the Event. Most events will be Class, Regular Activities, or Special Events.
  • Congregation: This will alwasy be **Perimeter Church, even if it is a Perimeter School event.
  • Location: The location where the Event is hosted. This is monstly used when events are not on the Perimeter campus. Please contact IT if you need to add a location.
  • Meeting Instructions and Description: Information about the Event so potential participants know what to expect. Please note that neither of these fields supports HTML. Note: Adding formatting via HTML could interfere with other system functionalities.
  • Program: The ongoing ministry effort of which this Event is a part. If the event is a paid event, the account codes will be associated with the Program. 
  • Primary Contact: The main contact of the Event.
  • Participants Expected: Maximum number of participants expected before the Registration Active field is automatically set to No. This number is calculated based on registered Participants.
Important

Registration is closed when this number is reached, but this does not prevent registrations in progress from moving forward. For example, a parent can be filling out registrations for multiple children and then submit them at one time, or two different people could be registering at the same time. This can result in total registrations exceeding this expected number. The system does not automatically reopen an Event if Registrations are canceled or removed from the Event (a Platform user must manually set Registration Active back to Yes).

  • Event Start Date: The date and time the Event starts at.
  • Event End Date: The date and time the Event ends at.
  • Canceled: If Yes, ***Cancelled*** automatically appends to the Event Title and any room, equipment or service reservations are automatically canceled. 
  • Automatic Email: If this is marked as "yes" an email will be sent to the primary contact with everyone who has registered on Monday and Thursday morning at 5:00 am.

Public Website Settings​

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  • Visibility Level: determines where the Event is visible:
    • 1-Private: Does not show online and are designed for internal use (for example, views, filters reports). 
    • 2-Staff Only: Does not show online and are designed for internal use by staff (for example, views, filters reports). 
    • 3-Staff & Church: Shows in the Perimeter app if "show in app" is marked as yes.
    • 4-Public: Shows online and in the Perimeter app (if "show in app" is marked as yes.)
    • 5-Hidden: URL Required: Shows online only when someone has the link directly to the event.
Important

To see your event online use the link: www.perimeter.org/eventsignup/##### Replace ##### with the event ID of your event.

  • Online Registration Product: If registration is occurring for this Event, the Product allows the event to be available online and controls the fees associated with the event.
  • Registration Form: If you would like additional questions answered when someone is registering for the event, include a custom form here.
  • Registration Start: the date registration should open.
  • Registration End: the date registration should close.
  • Registration Active: must be Yes for registration to be open. If you want registration to close, you can manually set this field to False.
  • Force Login: When marked as true the event will require users to login before registering.

Check-in Information​

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  • Allow Check-In: If Yes, this Event is eligible for the Check-In system.
  • Search Results: Select how you'd like your check-in search results to display in Check-in Suite:
    • Allow Guest (Show Everyone): Anyone in Ministry Platform can check-in to the event
    • Allow Expected Only (Show Everyone): Any in Miniistry Platform will show up on the check-in system, but only people either registred for the event or in a group associated with an event can check-in. For example, on Sunday mornings parents would show up on the check-in screen, but only kids could check-in.
    • Allow Expected Only (Show Expected Only): Only people registered for the event or in a group assoiated with an event will show up at check-in.
  • Early Check-In Period: the number of minutes before the Event start time that participants can check-in. If left blank, the default is 60 minutes.
  • Late Check-In Period: the number of minutes after the Event start time that participants can check-in. If left blank, the default is 30 minutes

Other Event Information​

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  • On Connection Card Tool: determines whether the Event appears on the Connection Card Tool.
  • External Registration URL: Add a complete URL to this field if you wish to use a 3rd party form to take registrations for this event (a Product does not need to be chosen for events with an External Registration URL, and will be ignored if present). The URL in this field replaces what would normally happen when the Sign-Up button is clicked on the Event Registration for this Event.
  • Register into Series: If Yes, any registrants in an Event are added to all subsequent, future Events in this Event series automatically by a stored procedure that runs nightly.
  • Online Meeting Link: Link for a virtual meeting.

Accounting Information​

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  • Project Code: The project code that registration fees are charged to.
  • On Donation Batch Tool:  Set this value to Yes for mission trips, memorials, commemoratives, and other events to which individuals may wish to earmark funds over a limited period of time. The actual dates of the event do not impact when and whether this event appears in the Batch Manager Tool.

Notification Settings​

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  • Registrant Message: This message will be sent to each registrant. The message will need to be created in the Template Editor tool and then select it here.
  • Days Out to Remind: Set the numberf of days before this event when registrants should be reminded about the event.
  • Optional Reminder Message: If you would like a reminder message specific to your event, create a template in the Template Editor tool and select it here.
  • Attendee Message: This message will be sent after the event ends to those who have a participation status of attended or confirmed. The message will need to be created in the Template Editor tool and then select it here.
  • Send To Heads: If the event is has children registered and this is marked as yes the messages will go to the heads of household instead of the person registered for the event.

Admin Payment Plan Settings​

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  • Show In App: When marked as true and the visiblity is set to 3-Staff & Church or 4-Public the event will show in the Permieter App.
  • Active: Must be marked as yes for the event to show in the app. This is the default setting.

PCO Connect​

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  • PCO Connect Mode: Used by PCO connect to know how to associate this event with the Planning Center plan.
  • PCO Plan ID: Used by PCO Connect when linking Planning Center plans with Ministry Platform events.

Slots Information​

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  • Slots Confirmation Template: Use this field to have a custom message go out to the registarnt confirming their registration. This message will need to be created as a draft and attached here.
  • Slots Notification Template: Use this field to send a message to the primary contact of registrations. This field uses drafts for the message.
  • Event Slot Collection: For slots to be availabe the event must be associated with an Event Slot Collection. Use this field to assocate the event with the correct collection.

Blackpulp Fields​

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  • RSVP Confirmed Message: When using the Blackpulp RSVP function for an event, the message here is what will show when registration is complete.