By creating your event on CampusGroups, you can make your event visible to any group you desire - whether it's everyone, the CWRU community, members of your own group, or even just your officers. This process makes your events available for registration and even payment for those who wish to attend. It will also allow you to track your attendance for the event.
Use this guide as a reference as you set up your events on CampusGroups. More help articles are available on the CampusGroups help page.
Accessing Your Group's Events
You will need to be an officer of your group in order to create an event or edit existing events.
- Log in to CampusGroups (community.case.edu)
- Manage your group (click on Groups tile the top menu Groups dropdown list, then select your group)
- Click on the "Events" tile, or select "Events" on the left sidebar menu
- You will be taken to a list of your group's upcoming events, with a green "Create Event" button in the top left.
Note: If you are unable to manage a group or navigate to the event creation screen, you may not be an officer of your group, or it may not be active on CampusGroups yet. You can check the group directory to find your group and contact the current officers. If you are unable to locate your group, contact firstname.lastname@example.org for assistance.
Creating Your Event
After clicking "Create Event", you will be taken to a blank event editing page with many fields and options. The following fields are mandatory and marked with a red asterisk in the form:
- event name
- event type
- event coordinator
- date, start and end time.
Other options, while not mandatory, are key to creating an attractive, effective event registration page. Below are some tips for event settings, organized by the title used in the event creation/editing screen.
The Event Name and Description will be displayed prominently on your event's page.
The Event Type should accurately reflect the event to make it easily findable when users are seeking the type of activity. This is how the event will be filtered on the calendar.
The Event Coordinator should be the CampusGroups officer who is primarily managing the event. While any officer can edit the event after creation and track attendance, the Event Coordinator will be the main contact for people with questions about the event.
You can make any CampusGroups user (including non-members) a Team Member. Team Members can track the event's attendance from the CampusGroups mobile app without needing to be officers of the group, and help answer event questions if you opt to receive them as group chats.
An event can occur one time, be recurring, or span multiple days and times.
You only need an end date if your event occurs over multiple days.
Under the green Recurring event settings you make the event recur over selected dates (very useful for weekly group meetings).
Adding location is not mandatory, but highly recommended. Make sure you are descriptive as possible (e.g. Nord vs. Nord Hall - 203). You can also limit who can see the location of your event under Who can see the event location.
If your event is online, use the Meeting Link field to share the link with your attendees. You can limit who sees the link under Who can see the meeting link.
4. Photo and Flyer
The event photo and flyer options are great for making an impression on potential attendees.
The Event Photo should be a simple photo or image representing your event. It is displayed in the top left corner of the event page and as a thumbnail on the event feed. It should look good as a 2:1 landscape photo. The ideal minimum resolution is 760 W x 380 H.
The Flyer allows you to upload a flyer that will appear above the event description. It is displayed in the details section of your event and can be a supplement to your description. To comply with university digital accessibility guidelines, make sure that any information on the flyer is also available in the event description or other text fields. The ideal minimum resolution is 1200 W x 630 H.
Both image fields accept only PNG or JPG file types. You are able to reuse images you have previously uploaded.
6. Access & Display Options
Here, you can limit who is allowed to register to your event and view the event page.
Who is allowed to register?
This question allows you to set an overall limit to who can register for your event. The best setting to use will depend on your event, but here are the most common configurations:
- Everyone - Allows anyone with a valid email address to register. Use this setting for public events.
- Case Western Reserve University CampusGroups users only - Limits to CWRU-affiliated users only (students/staff/faculty/alums). This is the default setting.
- Some Case Western Reserve University CampusGroups users only - Use this setting if you wish to limit an event to staff and/or faculty only. Do not use this setting to create a student-only event or limit by graduation year.
- Some Case Western Reserve University tagged users only - To create a student-only event, use this setting and select the desired tags (Undergraduate Student, Graduate/Professional Student, or both).
- Group members only - Only your group members can register for your event.
- Officer only - Useful for executive/general board meetings, or for testing your event before publishing.
Who can see this event?
Limit who can see your event and whether it will be displayed on the Upcoming Events slider on the homepage. ‘Who is allowed to register?’ setting does not affect who can see the event.
Most events can be set to "Everyone" in order to allow logged-out users to view the event page, and allow it to appear on RSS feeds. If the event has limited registration (see above), attendees will be prompted to log in before they can sign up.
7. Registration Options
Even if you are hosting a free event, we recommend keeping event registration open so you can communicate with your attendees and track incoming signups and attendance.
By default, your event will have one free registration option called "RSVP". You can modify and add additional registration options while creating/editing the event, as well as from the event management page.
Under Manage (the last grey cell on the right) click the blue edit to access registration options. The following are the essential settings for a basic free event.
- Price - set to “0” and the event will be free.
- Quantity available allows you to limit the number of tickets of that type that can be sold.
- Max per order - the number of tickets of that type that can be purchased at one time.
If you wish to set the hard limit to how many registrations one person can buy across different options, you can enter it in the Attendance Limit. For example, if you want attendees to only register themselves, enter 1.
If you are setting up a paid registration, please refer to Event Ticketing and Payments for important things to know before collecting payments.