Setting Up EVE For Your Operational Unit

Colour Palette

In this section you can change the application’s event categories colour palette. There are 25 different styles to reflect your unit’s style.

All you have to do is

• select the theme you want,
• click ‘apply’
• re-login.

Email Templates

Event Locations

Here you can add locations that will be available for use when creating new events. This saves you time and users benefits from added Google Maps features.

You need to click on ‘Enter a new location’ and write all information about position.

ALso you can edit, delete or see more details about added locations.

Event Roles

On this page, you can add roles, that will be available very soon for use when adding participants to the event. You can see 2 default roles, Attendee and Coordinator.
To add a role, scroll down the page and click ‘Add a new event role’.

In the table of roles you can see the name of the role, it’s description, whether the role is the organizer, Access to Presenter Portal and Actions (change and/or delete). By clicking on the name of the role, you will go to the tab with a detailed description of this role, Is Organizer, Access to Presenter Portal, role event types and the edit button.

You can also find a specific role using the search button on the right above the table of event roles

Event Role Global Types

On the page Event Roles at the bottom, next to the button ‘Add a new role’, you can notice the inscription ‘Assign to event types’. By clicking on it you can choose Event Role Global Types.

In this tab you can describe at which events each of the roles will be useful. At:

• Conference/Symposium,
• Workshop/Seminar,
• Consultation/Meeting,
• Sub-event

Event Categories

On this page, you can add categories for the events. To add a category, click ‘Add a new event category’ on the right above the table of event categories.

In the table of categories you can see the title of the category, number of events in this section and Actions (change and/or delete).

You can also find a specific category using the search button near ‘Add a new event category’ button.

Form Builder

TODO: Intro Form Builder here and link to its own page – Form Builder

Master Excel Attendance Sheet

This feature is predefine and format an Excel attendance sheet to be used by your operational unit.  You can add the pre-defined placeholders into your Master Attendance Sheet to redefine the fields. 

Manage Programs

Manage Small Event Types

On this page, you can manage small event types. To add a role, scroll down the page and click ‘Create new event type’.

In the table of event types you can see the program, it’s name, number of days to register in advance and Actions (edit and/or delete).

You can also find a specific event type using the search button on the right above the table of event roles.

• After you click on Create you will need to write
• Event Type Title,
• choose a program,
• choose registration form,
• allow user to upload files and select its min and max number, scheduling restrictions,
• scheduling options.

Manage System Roles

On this page, you can add system roles. You can see 3 default roles, Admin, Organizer and Visitor.To add a role, scroll down the page and click ‘Create a new system role’.

In the table of roles you can see the name of the role, it’s description, Is Attendee Type or not, Registrant can select or not and Actions (edit and/or sub-roles). By clicking on the name of the role, you will go to the tab with a detailed description of this role, Is Attendee Type or not, Registrant can select or not and users who have this role.

You can also find a specific role using the search button on the right above the table of system roles.

System Settings

1. Home page setting
2. User registration setting
3. External Form Embed
4. User Profile
5. Profile Reminder
6. File Deletion
7. iCal Feed
8. Welcome Email

Home Page

• Number of Events
• Hide buttons panel on the Home page
• Disable Meetings and Consultations
• Disable Certificate Program

User Registration

Here you can choose ‘Auto confirm registrants’ selected roles’. It’s allow newly registered users to register into events immediately, without needing admin review and confirm of their selected roles.

External Form Embed

Use this field to embed an external form (such as a newsletter registration form) on the user’s profile page. Please note that any included JavaScript will not run.

User Profile

Here you can select User profile form

Profile Reminder

Here you can turn on Profile Reminder. Profile reminder forces users to go to the profile page upon certain date each set below.

File Deletion

Here you can schedule deletion period and users can change it from the default value when uploading a file (limited by a maximum and minimum, also set here).

iCal Feed

The iCalendar (iCal) feed can be used to import EVE events into other websites or systems.

The iCal feed can be enabled or disabled from the “iCal Feed” section of the System Settings admin page.

The EVE iCalendar feed includes certain properties, like event name, data (start and end), URL and (plain text) description, which are a part of the standard iCalendar specification. It also includes additional non-standard properties, denoted using the “X-” prefix.

Non-standard properties may not be understood or processed by a website or system without custom code. The non-standard properties are:

• X-ALT-DESC – This contains the HTML version of the event’s description, the standard iCal description is plain text.
• X-ONLINE-INFO – This contains the value of the event’s “Video-Conferencing Information” field, only if “Show Video-Conferencing Information to Unregistered Users” setting is enabled.
• X-LEARNING-OBJECTIVES – This contains the value of the event’s Learning Objectives field.
• X-ADDITIONAL-INFO – This contains the value of the event’s Additional Info field.
• X-TAGS – This includes only the non-admin tags, a URL perimeter must be added to the iCal feed URL to be included (see below).

Categories and Tags: Categories and or Tags can be part of the iCal feed by adding the following URL perimeters at the end of the feed URL. The character & is required to separate multiple perimeters. Not including the perimeter is the same as setting them to false.

Both Categories and Tags: ?categories=true&?tags=true

Categories: ?categories=true

Tags: ?tags=true

iCal Feed Miscellaneous:

Event URL: iCal only supports one URL for an event. This is handled differently if the event is public or not.

• Public Events: The event URL will be the public.eve.utoronto.ca URL, since U of T community users can access the weblogin protected op unit event page from there.
• Non-Public Events: The op unit event URL will be used.

Timezone: Event datetimes are set to the “America/Toronto” timezone.

Welcome Email

When enabled EVE will send a welcome email the 1st time they visit your instance of EVE. EVE includes a default message for the welcome email, to use a custom message visit System > Email Templates.