Creating and Managing Events in Raftr’s Admin Portal

Overview

The Events Manager in Raftr's Admin Portal is a powerful tool designed to help administrators plan, manage, and track events. This feature simplifies the event creation process, enables effective audience engagement, and provides robust tools for attendance tracking and feedback collection. By leveraging the Events Manager, you can create memorable campus experiences that foster community engagement.

Goals of the Events Manager:

1. Efficient Event Creation: Streamline the event setup process for various event types, including virtual, hybrid, and in-person events.
2. Targeted Audience Engagement: Customize audience invitations through Raft selection, cross-posting, and topic tagging to ensure relevant community members are informed.
3. Advanced Attendance Tracking: Use flexible check-in and check-out options to monitor attendance and gather accurate participation data.
4. Insightful Feedback Collection: Collect feedback post-event to assess attendee satisfaction and identify areas for improvement.
5. Enhanced Administrative Control: Manage event assistants, download attendance reports, and facilitate event participation effectively.

Accessing the Events Manager

To access the Events Manager, follow these steps:

1. Log into Raftr’s Admin Portal with your administrative credentials.
2. Go to the Content Management section in the main menu.
3. Select Event Management.

Note: Note: Ensure you have Event Manager permissions; only users with this role can access the Events Manager features. If you do not have the necessary permissions or encounter any issues, please contact our support center for assistance.

Event Creation Process: Step-by-Step Guide

Step 1: Create Managed Event

1. Event Title and Date:

   • Enter a concise, descriptive title for your event. This title will appear on event posts and notifications.
   • Set the start date and start time for your event to ensure attendees know when it begins. Use the All-day toggle for events that don’t require a specific end time.
   • If your event requires a specific end time or spans multiple days, select an end date and end time by clicking on + End date & time. Adjusting the end time ensures your event’s schedule reflects its actual duration. Double-check both the start and end times to confirm accuracy.

2. Add Event Image:

   • Click on the Upload button to add a header image to the event.
   • Use high-quality images with a 16:9 aspect ratio to enhance engagement. For example, images of past events or graphics relevant to the event topic tend to perform well.

Tip: Adding an image increases the visibility of your event and encourages more participants to engage.

Step 2: Enter Event Details

1. Location:

   • For in-person events, enter a specific location such as a building or room number.
   • For virtual events, paste the video conferencing link (e.g., Zoom or Google Meet). Attendees can click this link to join the event directly.
   • Include a ticketing link if registration is required via an external platform.

2. Event Host:

   • Type in the name and contact details of the event host. This could be a faculty member, department, or student organization responsible for the event.
   • Note: To see a list of users to select, type "@" before entering the host’s name. This allows you to choose the correct person or organization from the available list.

3. Event Description:

   • Write a detailed description, including the event agenda, topics to be covered, and any special instructions (e.g., bring ID, required materials). Use formatting like bullet points or numbered lists for clarity.

Note: Descriptions help attendees understand what to expect and prepare accordingly.

Step 3: Invite Members

1. Choose Raft(s):

   • Select the primary Raft for the event. All members of this Raft will receive the event notification.
   • Use the search bar to find Rafts, or scroll through available options. Icons indicate if you’re a Leader, Co-leader, or if Check-In is enabled for that Raft.

2. Invite Additional Rafts (Broadcast Permission Required):

   • If you have broadcast permissions, you can select multiple Rafts to reach a broader audience.
   • The right-side panel displays all invited Raft members, enabling you to confirm your invitation list.

Tip: Selecting multiple Rafts can increase event visibility but ensure the event is relevant to each audience to avoid notification fatigue.

Step 4: Additional Options

1. Assign Topics:

   • Choose up to three topics related to the event (e.g., Academics, Campus Life, Career Fair).
   • Topics make the event searchable and help attendees find events that interest them.

2. Add Media:

   • Attach files, photos, or GIFs that provide additional information or set the tone for the event. For instance, attach a schedule PDF or a promotional image.

3. Cross-post to Other Rafts:

   • Select Rafts to cross-post the event. This option ensures the event reaches multiple segments of the community.

Best Practice: Use cross-posting strategically to increase engagement while ensuring relevance to the target Rafts.

Step 5: Check-In and Out (Premium Feature)

1. Enable Check-In:

   • Toggle on Check-In Attendees to allow participants to confirm their attendance. You can choose from various check-in methods:
     • Self Check-In with No Verification: Attendees check in with a single tap.
     • Self Check-In with QR Code: Attendees scan a QR code provided by event staff.
     • Self Check-In with QR Code and Location Verification: Requires attendees to scan a QR code and be in a specified location.
     • Admin-only Check-In: Event staff manually checks in attendees.

2. Define Check-In Window:

   • Set when check-in opens (e.g., 30 minutes before the event starts) and closes (e.g., 10 minutes after the event begins).

3. Enable Check-Out

   1. Enable Check-Out Tracking:

      • Toggle on Check-out Attendees if you want to monitor when attendees leave the event. Enabling this feature allows you to track who stayed for the full duration and helps in generating accurate attendance data.

   2. Choose a Check-Out Method:

      • Automatic Check-Out at Event End: Attendees are automatically checked out when the event ends. This option is ideal for events where participants are expected to stay for the entire duration.
      • Self Check-Out with QR Code: Attendees can check themselves out by scanning a QR code displayed at the event. This option is useful if you want attendees to manually confirm their departure from the event.

Tip: Check-in and check-out data help you analyze attendance patterns and plan future events more effectively.

Step 6: Event Assistant (Optional)

Event assistants are designated members who can help manage attendee check-ins and provide on-site support at the event. Assigning event assistants is particularly useful for larger events, as they can help streamline check-in processes and answer attendee questions without requiring full administrative control.

1. Enable Event Assistant:

   • Toggle on Enable Event Assistant to allow assistant roles for this event.
   • Enabling this feature permits selected assistants to help manage check-in and check-out, providing additional support for event organization.

2. Assign Assistants:

   • Click into the assistant assignment field and type "@" followed by the name of the desired assistant to pull up a list of eligible members.
   • Select up to 10 members from the main Raft (where the event was created) to serve as event assistants. Each assistant selected will appear in a preview panel for confirmation.
   • Ensure assistants are briefed on their responsibilities, which include helping attendees check in, managing check-out if enabled, and answering questions related to event logistics. Assistants do not have permissions to modify event details or settings.

3. Assistant Limitations:

   • Event assistants can only perform check-in and check-out duties as specified by the admin. They cannot edit, delete, or make changes to the event settings, ensuring that control over event setup remains with the administrator.

Tip: Assistants are only assigned from the main Raft where the event was created. For large events, consider assigning multiple assistants if your Raft includes many members or if you anticipate high attendance.

Step 7: Event Participation

The Event Participation settings allow you to manage attendee registration and collect valuable feedback after the event. Enabling these features helps increase engagement and provides insights for evaluating the success of the event and improving future ones.

1. Enable Event Registration:

   • Toggle on Allow Event Registration to permit attendees to register in advance. This feature lets members express interest and confirms their participation ahead of time.
   • Once registered, attendees will receive automatic reminders as the event date approaches, keeping them informed and reducing no-shows.
   • Set Reminder Notifications: Customize when reminders will be sent out by selecting from options like:
     • 1 hour before: Ideal for quick reminders, especially for short or last-minute events.
     • 1 day before: A common choice for most events, ensuring attendees are notified in advance.
     • 1 week before: Useful for larger events, such as conferences or orientations, allowing attendees to plan their schedules.
   • Registered attendees will receive push notifications based on your chosen timing, helping them stay on track and attend the event as planned.

2. Feedback Collection:

   • Gathering feedback after the event allows you to assess attendee satisfaction, pinpoint areas for improvement, and gather qualitative insights for future events.
   • Enable Feedback Collection by toggling on the feedback option, then select your preferred feedback type:
     • Satisfaction Rating (emoji-based): Attendees rate their experience using emojis, making it a quick and visually intuitive way to gauge general sentiment.
     • Star Rating (1-5 stars): A simple numeric rating that provides a measurable gauge of attendee satisfaction, allowing easy comparison across events.
     • Text Response Only: Allows attendees to provide open-ended, qualitative feedback. Useful for gathering specific comments or suggestions for improvement.
   • Set Feedback Reminder: To increase response rates, configure a feedback reminder that will prompt attendees to submit feedback after the event has ended. Available options include:
     • 1 hour after event ends: Immediate feedback while the experience is fresh in attendees’ minds.
     • 1 day after event ends: A balanced approach that gives attendees time to reflect.
     • 1 week after event ends: Useful for larger events where attendees may need time to process or review materials before providing feedback.

Pro Tip: Consistent feedback collection offers a wealth of insights into what worked well and what could be improved. Over time, these insights can inform event strategy, allowing you to refine events to better meet community needs and expectations.

Step 8: Preview & Confirm

The Preview & Confirm step provides an opportunity to review all details of your event before making it publicly available to attendees. This step ensures that all information is correct, giving you confidence that the event is set up exactly as intended.

1. Review Event Details:

   • The Preview panel displays a real-time preview of your event as it will appear to attendees. Take this time to carefully verify the following key details:
     • Title and Description: Ensure the event title is clear and descriptive, and the description provides attendees with all necessary information about the event’s purpose, agenda, and any requirements.
     • Date and Time: Double-check the event’s start and end times, as well as the date, to confirm accuracy. If the event spans multiple days or is an all-day event, make sure this is reflected correctly in the settings.
     • Location and Links: Verify that any physical location details or virtual meeting links (e.g., Zoom, Google Meet) are accurate and accessible to attendees. If there is a ticketing link, make sure it is correctly entered and functional.
     • Images and Media: Review any uploaded images or media to ensure they display as expected and are appropriate for the event.
     • Raft and Audience Selection: Confirm that the correct Rafts are invited to the event, especially if you have used cross-posting to reach additional groups.
     • Settings for Check-In and Check-Out (if applicable): Review the check-in and check-out options, ensuring the chosen methods align with the event’s structure and needs.
     • Event Assistants: If you assigned event assistants, verify that the correct members have been selected and appear in the preview panel.

2. Make Edits if Necessary:

   • If you notice any details that need adjustment, use the Previous button to navigate back to the relevant step and make corrections. This button allows you to seamlessly move between steps without losing any previously entered information.
   • Once edits are made, return to the Preview panel to confirm the changes appear as expected.

3. Save or Publish the Event:

   • Post Event: When you’re satisfied that all information is accurate, click Post Event to publish it immediately. The event will become visible to the selected Rafts, and attendees can begin viewing and registering if registration is enabled.
   • Save as Draft: If you’re not ready to publish, click Save as Draft. This saves your progress without posting the event, allowing you to revisit it later to make final adjustments or gather additional approvals before publishing.

Note: Saving as a draft is particularly useful if you need input from other stakeholders or plan to make further edits before going live.

Managing Past Events

After an event has concluded, the Events Manager provides tools for reviewing participation metrics, analyzing feedback, and assessing the event's overall success. This data helps administrators evaluate how well the event met its goals and provides insights to improve future events.

1. Review Event Details:

   • In the Past Events tab, you can view a summary of each completed event. This includes the event’s location, date and time, and invited Rafts.

   • Attendance Statistics: For events with check-in enabled, view comprehensive attendance data showing how many attendees checked in and out, including the times they did so. This is especially useful for understanding engagement levels and peak attendance times.

   • Invited Members: Review the total number of invited members, which provides context when comparing invited versus attended figures.

Pro Tip: Reviewing attendance data can help you identify patterns in participant behavior, such as popular event times or locations. This can inform decisions for future event planning.

1. Download Attendance Reports:

   • For a detailed record of participation, the Download Attendance Report feature allows you to export lists of attendees in CSV or Excel format. This export includes:
     • Registered Members: A list of all individuals who registered for the event.
     • Checked-In Members: A record of attendees who checked in, with timestamps indicating when each check-in occurred.
     • Checked-Out Members: A record of attendees who checked out (if check-out tracking was enabled), including timestamps.
   • This data is valuable for:
     • Record-Keeping: Maintain a historical record of attendees for institutional archives or compliance requirements.
     • Post-Event Reporting: Share participation data with stakeholders to illustrate event engagement and success.
     • Data Analysis: Use the exported data for deeper analysis of trends across multiple events, such as attendance rates by Raft or check-in patterns.

2. View and Download Feedback:

   • Collecting and analyzing attendee feedback is crucial for understanding the effectiveness of an event. In the Past Events tab, you can access all feedback submitted by attendees.
   • Feedback Dashboard: The feedback section offers a summary of attendee responses, including:
     • Overall Satisfaction Rating (emoji or star-based ratings): View the average rating to gauge attendee sentiment.
     • Text Comments: Read individual comments provided by attendees, which can offer valuable insights into specific aspects of the event, such as logistics, content, or speaker effectiveness.
   • Download Feedback Reports: Export feedback data in CSV or Excelformat. These reports enable you to:

     • Share Insights with Team Members: Use feedback data to present post-event insights to your team, providing a clear picture of attendee experiences.

     • Identify Areas for Improvement: Analyze patterns in the feedback to determine what aspects attendees enjoyed and what areas may need adjustments for future events.

     • Benchmark Success: Use average satisfaction ratings or recurring feedback themes as benchmarks to improve future event planning and execution.

3. Pro Tip: Feedback reports can reveal trends in attendee preferences and highlight areas for potential enhancements, helping you tailor future events to better meet the needs and expectations of your community.

Best Practices for Using the Events Manager

Following best practices for setting up and managing events ensures a smoother experience for attendees and helps maximize event impact. These strategies are designed to increase attendee engagement, streamline event operations, and provide valuable insights for continuous improvement.

1. Add Engaging Media:

   • Use High-Quality Visuals: Incorporate appealing images or graphics relevant to the event topic. A visually attractive header image draws attention to your event, helping it stand out in event listings and feeds.

   • Include Videos and GIFs: Adding short videos or GIFs as event teasers can pique curiosity, especially for events like workshops or guest lectures. For example, a promotional video from the event speaker can increase interest.

   • Share Event-Related Files: Upload event resources like PDFs, handouts, or schedules directly to the event. This allows attendees to access important materials easily and feel more prepared.

2. Tip: Aim to use consistent branding in event visuals. This creates a professional, cohesive look and helps attendees instantly recognize events from your organization.

3. Assign Event Assistants for Large Events:

   • Streamline Check-In and Support: Assigning event assistants is essential for large events where attendee check-ins can be time-consuming. Assistants can monitor different check-in stations, reducing wait times and helping attendees quickly enter the event space.

   • Provide On-Site Support: Assistants can answer attendee questions, guide them to specific areas (e.g., registration desks, breakout rooms), and help manage crowd flow. This level of support enhances the attendee experience, making it feel well-organized and welcoming.

   • Prepare Assistants: Brief event assistants on their specific responsibilities, check-in methods, and any event-specific details (e.g., location or schedule changes). Ensuring assistants are well-prepared helps them deliver efficient support, especially for first-time attendees or large, multi-location events.

4. Tip: For high-traffic events, consider assigning assistants to rotating shifts, so you always have team members available throughout the event without causing fatigue.

5. Collect and Analyze Feedback:

   • Request Feedback After Every Event: Enabling post-event feedback helps you gauge attendee satisfaction and collect specific insights about their experience. Even for smaller events, regular feedback helps identify strengths and areas for improvement.

   • Review Feedback Trends: Look for recurring themes in feedback, such as comments on event timing, content, or logistical arrangements. This information allows you to make data-informed decisions to refine future events.

   • Share Feedback with Stakeholders: Summarize feedback for internal teams or stakeholders who are involved in event planning. Positive feedback can highlight what’s working well, while constructive criticism can help set priorities for future improvements.

6. Tip: Use feedback data to set benchmarks. For instance, aim to increase average satisfaction scores over time or reduce common logistical complaints by adjusting event setups.

7. Strategic Cross-Posting to Relevant Rafts:

   • Choose Relevant Rafts Only: When cross-posting, select Rafts that align with the event’s target audience. Posting to unrelated groups may overwhelm users with notifications and dilute the event’s impact.

   • Avoid Notification Fatigue: Too many event notifications can lead to disengagement. To prevent this, cross-post only when the event genuinely applies to additional Rafts, such as a campus-wide event that interests both student and faculty Rafts.

   • Use Topics for Broader Discovery: For broader visibility, consider using topic tags in conjunction with cross-posting. This allows people from different Rafts to discover your event organically without overextending the cross-posting feature.

8. Tip: Use event analytics to track the effectiveness of cross-posting. If certain Rafts consistently show higher engagement, prioritize these in future events.

Frequently Asked Questions (FAQ)

Managing Attendee Access and Check-In

Q: How do I restrict check-in to specific attendees?
A: Use the Admin-only Check-In option to manually verify and check in attendees as they arrive. This feature allows administrators or designated assistants to control check-ins, ensuring that only pre-approved or registered participants are granted access.

Tip: Place assistants at key entry points with a list of expected attendees for a smooth, controlled check-in experience.

Q: Why isn’t the check-in feature available for my event?
A: The check-in feature is only available for Rafts with check-in capabilities enabled. Additionally, you need the appropriate permissions within the Admin Portal to activate check-in for your event. If you believe check-in should be available but can’t enable it, contact your Raftr platform administrator or support team to verify permissions.

Q: Can I assign multiple check-in methods for one event?
A: Yes, Raftr allows multiple check-in methods for an event. For example, you can enable both Self Check-In with QR Code and Admin-only Check-In simultaneously. This flexibility lets you accommodate different attendee needs, such as providing QR codes for quicker self-check-in while allowing manual check-in for additional verification.

Q: How can I track attendance without requiring check-out?
A: If you only need to track initial attendance, disable the check-out feature. This setup allows you to monitor who attended without tracking when they left, ideal for brief events or open-door sessions.

Event Registration, Notifications, and Reminders

Q: How can I ensure event reminders are sent to registrants?
A: Enable Event Registration to allow attendees to register, and then set reminder notifications in the Event Participation section. You can choose reminder timings, such as:

• 1 hour before for quick reminders.
• 1 day before for general notice.
• 1 week before for larger events requiring advance planning. Registrants will automatically receive notifications based on the schedule you set, which helps them remember and prepare for the event.

Q: Can I limit registration to a specific number of attendees?
A: While Raftr does not currently support a hard registration cap, you can monitor registrations manually and close the event when the desired number is reached. This approach helps you manage event capacity while allowing some flexibility.

Q: How can I tell if attendees opened their reminders?
A: Raftr does not currently track if attendees opened reminder notifications. However, analyzing attendance data after reminders are sent can indicate their effectiveness, as increased attendance often suggests attendees received and responded to reminders.

Event Editing, Duplicating, and Deletion

Q: How do I cancel an event, and will attendees be notified?
A: To cancel an event, you will need to delete it. Navigate to the event in the Admin Portal, select Delete Event, and confirm the action. Deleting an event does not automatically notify attendees, so consider posting an announcement in the relevant Rafts or sending a follow-up message to inform registered attendees of the cancellation.

Tip: Posting an announcement or creating a follow-up message helps ensure all registrants are informed about the event cancellation.

Q: Can I edit the event details after publishing it?
A: Yes, you can edit most event details after publishing. Go to the event in the Admin Portal and select Edit Event. You can modify the title, description, date, time, and other details, but note that some settings, such as Raft selection or cross-posting, may be locked once the event is live to prevent notification inconsistencies.

Tip: For major changes, like a new date or location, consider deleting and recreating the event to minimize attendee confusion.

Attendance Tracking and Data Export

Q: Can I download a list of attendees?
A: Yes, you can export the attendee list in CSV or Excel format from the event’s attendee section. This export includes information such as attendee names, registration status, check-in and check-out timestamps, and any feedback provided. Use this data for:

• Post-event Reporting: Share attendance data with stakeholders.
• Record-Keeping: Maintain a historical log of event participation.
• Data Analysis: Analyze attendance trends across multiple events.

Tip: Use feedback reports to compare attendance with satisfaction scores, creating a full view of engagement.

Conclusion

Managing events in Raftr’s Admin Portal is designed to be flexible and user-friendly, offering a range of features to streamline event creation, engagement, and follow-up. By following this guide, you’ll be equipped to set up events that resonate with your community, track attendance with ease, and gather valuable feedback to continually improve future events.

For further assistance, feel free to consult Raftr’s support resources or contact your platform administrator. With these tools and best practices, you’re ready to create impactful, well-organized events that engage and enrich your community.