Creating Events in Raftr’s Admin Portal

Overview

The Events Manager in Raftr’s Admin Portal makes it easy to plan and publish events (virtual, hybrid, and in-person), target audiences, enable attendance tracking, and collect feedback—so you can create engaging campus experiences.

Goals

• Efficient Event Creation: Streamline setup across event types.

• Targeted Audience Engagement: Invite via Rafts, cross-post, and tag topics.

• Advanced Attendance Tracking: Choose flexible check-in/check-out methods.

• Insightful Feedback Collection: Gather post-event ratings/comments.

• Enhanced Administrative Control: Assign assistants and export reports.

Accessing the Events Manager

1. Log in to Raftr’s Admin Portal.

2. Go to Content Management → Event Management.

Note: You need Event Manager permissions. If you can’t access, contact support.

Event Creation Process: Step-by-Step

Step 1: Create Managed Event

Event Title and Date

• Add a concise, descriptive title.

• Set start date/time; toggle All-day if applicable.

• If needed, add + End date & time for multi-day or timed events and double-check accuracy.

Add Event Image

• Click Upload and use a 16:9, high-quality image.

Tip: A compelling header boosts visibility and engagement.

Step 2: Enter Event Details

Location

• In-person: enter building/room.

• Virtual: paste the meeting link (e.g., Zoom/Meet).

• If applicable, include a ticketing link.

Event Host

• Type @ and select the host (person/department/organization).

Event Description

• Provide agenda, topics, and any requirements (e.g., ID/materials). Use bullets or lists for clarity.

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

Step 3: Invite Members

Choose Raft(s)

• Select the primary Raft (all members get notified). Icons indicate Leader/Co-leader and Check-In capability.

Invite Additional Rafts (Broadcast permission required)

• Select multiple Rafts if relevant; review the members panel on the right.

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

Assign Topics (up to 3) for search/discovery.
Add Media (files/photos/GIFs) like schedules or promos.
Cross-post to Other Rafts when relevant.

Best Practice: Use topics + strategic cross-posting for reach with relevance.

Step 5: Check-In and Out

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.