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Common Tasks and Workflows

This section provides step-by-step guides for common tasks you'll perform when managing events.

Setting Up a New Event from Scratch

What you'll need:

  • Event title and basic information
  • Start and end dates/times
  • Location information (destination or custom address)
  • At least one image (recommended)
  • Categories (recommended)

Steps:

  1. Navigate to Events → New Event
  2. Choose an event type
  3. Fill in required fields:
    • Title
    • Slug (or let it auto-generate)
    • Type
    • Starts At
    • Ends At
    • Publish At
    • Author
  4. Add location information (link to destination or enter custom address)
  5. Upload a main image
  6. Write a description in the Content field
  7. Select at least one category
  8. Fill in contact information if needed
  9. Check Enabled to make it visible
  10. Check Approved (if you're an admin creating it directly)
  11. Click Save

Tips:

  • Start with the essentials, you can always add more details later
  • Use a descriptive title that clearly identifies the event
  • Choose a slug that's readable and SEO-friendly
  • Set publish date appropriately (can be in the future)

Creating a Recurring Event

Setting up weekly recurring events:

  1. Create a new event with the first occurrence's date and time
  2. Set Recurrence to "Weekly"
  3. Set Weekly Weeks (e.g., 1 for weekly, 2 for bi-weekly)
  4. Select Weekly Day(s) (e.g., Mon, Wed, Fri)
  5. Set R End Date (when recurring should stop)
  6. Save

Setting up monthly recurring events:

  1. Create a new event
  2. Set Recurrence to "Monthly"
  3. Choose pattern:
    • Monthly First: Specific day of month (e.g., 15th of every month)
    • Monthly Second: Specific weekday occurrence (e.g., first Monday)
  4. Set Monthly Months (e.g., 1 for monthly, 3 for quarterly)
  5. Configure the specific day/weekday settings
  6. Set R End Date
  7. Save

Adding Multiple Events

When adding many events:

  1. Prepare your data in a spreadsheet with columns for:

    • Title, start date/time, end date/time
    • Location, contact information
    • Categories, etc.

  2. Create events one at a time:

    • Start with the first event
    • Fill in all information
    • Save and move to the next

  3. Use consistent naming for easier management later

Time-saving tips:

  • Copy similar events and modify rather than starting from scratch
  • Use the same categories for similar events
  • Batch upload images if possible, then assign them to events

Organizing Events with Categories

Planning your category structure:

  1. List all the main types of events you have
  2. Group them into categories
  3. Create the categories in the admin panel

Example categories:

  • Music
  • Sports
  • Arts & Culture
  • Food & Drink
  • Community Events
  • Workshops
  • Festivals

Assigning categories:

  1. Open an event for editing
  2. Find the Categories field
  3. Select one or more appropriate categories
  4. Save

Best practices:

  • Don't create too many categories (aim for 5-10 main categories)
  • Assign multiple categories if an event fits in more than one
  • Review and refine your category structure periodically

Creating a Featured Events List

To highlight special events:

  1. Identify events you want to feature
  2. Open each event for editing
  3. Check the Featured checkbox
  4. Save

Tips:

  • Feature events that are particularly noteworthy or popular
  • Rotate featured events periodically to keep content fresh
  • Consider featuring seasonal or special events
  • Limit the number of featured events for better impact

Managing User Submissions

Daily workflow:

  1. Check for new unapproved events
  2. Review each submission:
    • Verify date and time information is accurate
    • Check that location information is correct
    • Ensure descriptions are complete and well-written
    • Verify images are appropriate
    • Check recurrence patterns if applicable
  3. Make any necessary edits
  4. Approve and enable if ready, or contact the user for more information

Communication:

  • Use the comments field to track review status
  • Contact users if submissions need changes
  • Provide clear guidelines for what makes a good event submission

Quality control:

  • Ensure all required information is present
  • Verify dates and times are logical (end after start)
  • Check for duplicate events
  • Verify location information is accurate

Updating Event Information

When to update:

  • Date or time changes
  • Location changes
  • Contact information changes
  • New images become available
  • Event details change
  • Recurrence patterns need adjustment

How to update:

  1. Find the event (use search if needed)
  2. Open it for editing
  3. Make your changes
  4. Save

For user-submitted events:

  • Users can update their own events via the API
  • Admins can update any event
  • Changes to approved events may trigger notifications

For recurring events:

  • Editing the master event affects all future recurring instances
  • Past instances are not affected
  • You can change recurrence patterns, which will affect future instances

Archiving or Removing Events

Disabling an event:

  1. Open the event
  2. Uncheck the Enabled checkbox
  3. Save

The event will no longer appear in public listings but remains in the system.

Deleting an event:

  1. Open the event
  2. Use the delete option (if available)
  3. Confirm deletion

Note: Deleting a recurring event's master will remove all future recurring instances. Past instances may remain in search results until they expire.

When to archive vs. delete:

  • Disable/Archive: Event cancelled but you want to keep the data, or event ended but you want historical records
  • Delete: Test entry, duplicate entry, or permanently remove with no need to keep data

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