Planning and Promoting Events

Events are a powerful way to engage your community, whether for academic lectures, social gatherings, or virtual meetups. This guide covers creating and managing events on Campus.

Understanding Events

Campus events support multiple scopes and contexts:

Global events: Campus-wide, visible to all users
Space events: Specific to a space and its members
Group events: Limited to group members
Course events: Associated with specific courses

Event Properties

Each event includes:

{
  title: string,          // Event name
  description: string,    // Detailed description
  start: DateTime,        // Start date and time
  end: DateTime,          // End date and time
  location: string,       // Physical or virtual location
  scopeType: string,      // 'global' | 'space' | 'group' | 'course'
  scopeId: string,        // ID of the scope (space/group/course)
  organizer: string,      // User ID of event creator
  attendees: string[]     // Array of user IDs who registered
}

Creating an Event

Navigate to Events

Go to /events or /calendar to access the events interface.

Click Create Event

Look for the “Create Event” button, typically in the header or calendar view.

Enter Event Details

Fill in the event information:Title (required)

Clear, descriptive name
Example: “Introduction to Machine Learning” or “Spring Semester Kickoff”

Description (optional)

Detailed information about the event
Include agenda, prerequisites, or what to bring
Supports formatting for better readability

Date and Time (required)

Start date and time
End date and time
Automatically validates that end is after start

Location (optional)

Physical address or room number
Virtual meeting link (Zoom, Google Meet, etc.)
Use format: “Building A, Room 101” or “Online: [link]”

Set Event Scope

Choose who can see and attend the event:

Campus-wide: All users can discover the event
Space: Only members of a specific space
Group: Only members of a specific group
Course: Only students enrolled in a course

Select the appropriate space/group/course from the dropdown.

Configure Additional Settings

Optional settings may include:

Maximum attendees (capacity limit)
Registration deadline
Visibility (public or private)
Reminder settings

Create the Event

Click “Create Event” to publish. The event will:

Appear on the calendar
Show in upcoming events list
Send notifications to relevant users (if enabled)

Managing Events

Viewing Events

Events are displayed in two main views:

Calendar View
List View

Access the calendar at /calendar to see:

Monthly/weekly/daily views
All events you have access to
Visual scheduling conflicts
Quick event details on hover

The calendar helps you plan around existing events and find optimal scheduling times.

Access the events list at /events to see:Upcoming Events Tab

All future events sorted by date
Quick view of title, time, and location
Registration status

Past Events Tab

Historical event archive
Useful for reviewing attendance or content
Slightly dimmed to distinguish from upcoming

Event Status

Events automatically transition through states:

Status	Description
Upcoming	Event has not started yet
In Progress	Current time is between start and end
Past	Event has ended

Editing Events

Event organizers (and space/group moderators) can edit events:

Open Event Details

Click on the event from the calendar or list view

Click Edit

Look for the edit button (usually in the top-right or event actions)

Update Information

Modify any event details:

Change date/time
Update location
Revise description
Adjust capacity

Save Changes

Click “Save” or “Update Event”

Registered attendees will receive notifications about significant changes (time/location).

Canceling Events

Always notify attendees before canceling an event.

To cancel an event:

Open the event details
Click “Cancel Event” or “Delete Event”
Optionally provide a cancellation reason
Confirm the cancellation

Registered attendees will receive a cancellation notification.

Event Registration and Attendance

User Registration

Users can register for events they have access to:

Click on the event
Click “Register” or “Attend”
Confirmation appears immediately
Event is added to their personal calendar

Users can unregister before the event starts if plans change.

Managing Attendees

Event organizers can:

View list of registered attendees
Export attendee list (for check-in or communication)
Send messages to all attendees
Mark attendance during/after the event

Attendance Tracking

After an event:

Organizers can mark who actually attended
This creates an attendance record separate from registration
Useful for:
- Course credit
- Participation tracking
- Future event planning

Event Notifications

Campus automatically sends notifications for:

Event Created

When a new event is created in a space/group:

Members receive a notification
Event appears in their calendar feed
Email notification (if enabled in preferences)

Event Reminders

Registered attendees receive reminders:

24 hours before the event
1 hour before the event
Configurable in user preferences

Event Changes

When an event is updated:

Registered attendees are notified
Changes to time/location are highlighted
Option to unregister if changes don’t work

Event Cancellation

If an event is canceled:

All registered attendees are notified immediately
Cancellation reason is included (if provided)
Event is removed from personal calendars

Event Best Practices

Plan Ahead

Create events well in advance:

Gives attendees time to plan
Allows for better promotion
Reduces scheduling conflicts

Recommended lead time: 1-2 weeks for regular events, 3-4 weeks for major events

Write Clear Descriptions

Include all relevant information:

What will be covered
Who should attend
What to bring or prepare
Dress code (if applicable)
Prerequisites or requirements

Choose Appropriate Times

Consider your audience:

Avoid early mornings or late evenings for general events
Check for conflicts with major campus events
Account for different time zones (virtual events)
Leave buffer time between back-to-back events

Set Realistic Capacity

If limiting attendance:

Be realistic about room/platform capacity
Account for no-shows (typically 10-20%)
Consider waitlist functionality
Communicate capacity limits clearly

Promoting Your Event

Within Campus

Post in relevant spaces and groups
Pin the event announcement
Ask moderators to share in other communities
Use the calendar view link to drive visibility

External Promotion

Share your event outside Campus:

Generate a shareable event link
Post on social media
Include in email newsletters
Add to department websites

Public events can be discovered by non-members, helping you attract new users to your Campus community.

Recurring Events

For recurring events (weekly classes, monthly meetups):

Create the First Instance

Set up the initial event with all details

Mark as Recurring

Enable the “Recurring event” option and set the frequency:

Daily, Weekly, Monthly, or Custom
Select days of the week (for weekly)
Set end date or number of occurrences

Review Generated Events

Campus will create all instances:

Each event is individually editable
Can cancel single instances without affecting others
All instances share basic information but can be customized

Event Analytics

Track event performance:

Registration rate
Actual attendance vs. registration
No-show rate
Post-event feedback (if surveys enabled)

Use this data to:

Optimize scheduling
Improve promotion strategies
Understand audience preferences
Justify resource allocation

Common Issues

Scheduling ConflictsIf users report conflicts:

Check the calendar view for overlapping events
Consider surveying members for better times
Use scheduling polls for important events

Low RegistrationIf registration is lower than expected:

Verify the event is visible to your target audience
Ensure scope settings are correct
Promote more actively in relevant channels
Consider timing or topic relevance

Next Steps

Share Event Materials

After the event, upload presentation slides, recordings, or related materials for attendees

Getting Started

Core Features

User Guides

Planning and Promoting Events

Understanding Events

Event Properties

Creating an Event

Managing Events

Viewing Events

Event Status

Editing Events

Canceling Events

Event Registration and Attendance

User Registration

Managing Attendees

Attendance Tracking

Event Notifications

Event Best Practices

Plan Ahead

Write Clear Descriptions

Choose Appropriate Times

Set Realistic Capacity

Promoting Your Event

Within Campus

External Promotion

Recurring Events

Event Analytics

Common Issues

Next Steps

Share Event Materials

Build docs developers (and LLMs) love

Getting Started

Core Features

User Guides

​Understanding Events

​Event Properties

​Creating an Event

​Managing Events

​Viewing Events

​Event Status

​Editing Events

​Canceling Events

​Event Registration and Attendance

​User Registration

​Managing Attendees

​Attendance Tracking

​Event Notifications

​Event Best Practices

Plan Ahead

Write Clear Descriptions

Choose Appropriate Times

Set Realistic Capacity

​Promoting Your Event

​Within Campus

​External Promotion

​Recurring Events

​Event Analytics

​Common Issues

​Next Steps

Share Event Materials

Build docs developers (and LLMs) love

Understanding Events

Event Properties

Creating an Event

Managing Events

Viewing Events

Event Status

Editing Events

Canceling Events

Event Registration and Attendance

User Registration

Managing Attendees

Attendance Tracking

Event Notifications

Event Best Practices

Promoting Your Event

Within Campus

External Promotion

Recurring Events

Event Analytics

Common Issues

Next Steps