Create or edit an event

As part of Event Management, you can create or edit an event in a calendar (feed) to invite users to your event and be able to track event attendance. Users following the calendar's feed will receive a notification when the event is published.

Considerations

  • AI-generated content: The Description field must contain content before the Generate Title or  Generate Summary features are used. 
  • Required fields and settings: The following settings and fields must be completed before an event can be published: 
    • Title
    • Start
    • End
    • Publish to Calendars
    • Description
  • Large groups of invitees: When adding large numbers of invitees, it may take a short amount of time for all users to be invited. You can refresh the page to see the progress. 
  • Group invitations: When inviting groups, the invitation will go to all current group members. Users who are added after the invitation will not receive one. You can edit the event to add them as individual invitees. 
  • Recurring events: Recurring events are not currently supported. 

Who can do this?

  • Workplace administrators
  • Site administrators 
  • Creators

Create an event

While following the steps below, select Save as Draft at any time to save your work and current settings. See the Edit an event section below to continue working on the event later. 

  1. Choose one of the following options to create an event:
    • In the Top Bar, select + Create, and then Event.
    • On the Top Bar, select Calendar, and then + New Event. 
    • Navigate to the feed where you want to create a new event and select + Add Event.
  2. In the Event Settings side panel, configure the setting as required. See the Content Settings table in the Settings section below. 
  3. In the Event Creation area, enter the event's content in all desired languages. For assistance creating an event, see the Use AI-generated content section or the Content Creation table in the Settings section below. 
  4. (Optional) Deselect Send notification to followers next to the Publish dropdown menu to prevent a notification from being sent when the event is published. 
  5. Select Publish Now to publish immediately. Alternatively, select the dropdown menu to select Save as Draft to continue editing later. 

Edit an event

  1. Choose one of the following options to navigate to the event:
    • Navigate to the event feed and select the event. In the event, select Menu, and then Edit Event.
    • Use the Top Bar's search box to search for the event and select it. In the event, select Menu, and then Edit Event.
    • If you are an event organizer or co-organizer, access the event in your Personal Dashboard's My Events tab:
      1. On the Top Bar, select Profile Menu. 
      2. Select Personal Dashboard and then My Events. 
      3. Locate the event in the list. If the event is in the past, select the Upcoming Events dropdown, and then Past Events before locating the event. 
      4.  In the event, select Menu, and then Edit Event.
    • If the event is in your Personal Calendar:
      1. On the Top Bar, select Calendar, and then the event.
      2. Select Edit.
  2. In the Event Settings side panel, configure the setting as required. See the Content Settings table in the Settings section below. 
  3. In the Event Creation area, update the event's content in all desired languages. For assistance creating content, see the Use AI-generated content section or the Content Creation table in the Settings section below. 
  4. (Optional) Deselect Send notification to followers next to the Publish dropdown menu to prevent a notification from being sent when the event is published. 
  5. Select Publish Now to publish immediately.

Use AI-generated content

When turned on in the digital workplace (see Configure AI-powered features), Igloo Flex supports an enhanced writing experience by offering AI content generation for the event's title, summary, and description. Generating the description's content allows AI to generate the title and summary.

Note

Igloo Flex utilizes OpenAI's Chat GPT 4.0 to generate content, which is only saved by Igloo Flex once a user has accepted an AI response. Igloo Flex does not submit customer data to OpenAI outside of user prompts, and OpenAI does not use submitted data to train its models.

 

Once AI-generated content is created and accepted, it will replace any text currently in the field. The original text cannot be restored. It is recommended to start with the AI-generated content and continue editing it afterward. 

To generate the description:

  1. In the Event Creation area, select Generate Description to create the event's description. 
  2. When prompted, enter a prompt describing the content and select Submit.
  3. Once processed, the prompt generates content about the prompt. If you are satisfied with the results, select Accept. Otherwise, update your prompt and try again. 

To generate the summary: 

  1. In the Event Creation area, select Generate Summary to create the event's summary.
  2. (Optional) Manually edit the summary or select Generate Summary to generate a new summary. 

To generate the title: 

  1. In the Event Creation area, select Generate Title to get help creating the event's title. 
  2. (Optional) Manually edit the title or select Generate Title to generate a new title. 

Settings

Setting Description
Cover Image

(Optional) Upload or create an AI-generated cover image to be used with the event. For image specifications, see the Featured image article.

To add your own cover image:  

  1. In the Event Settings side panel, select Cover Image to expand the setting.
  2. If the image location is already open on your device, you can drag an image directly into the upload area to upload it. Or select Add a photo to browse your device for it.
  3. (Optional) Select Edit to modify the image. You can change its focal point, scale, flip, and rotate it. Select Done.

When turned on in the digital workplace (see Configure AI-powered features), you can create an AI-generated cover image: 

  1. In the Event Settings side panel, select Cover image to expand the setting.
  2. Enter a prompt in the provided field and select Generate Image to create an image.
  3. (Optional) Select Edit to modify the image. You can change its focal point, scale, flip, and rotate it. Select Done. 
  4. (Optional) If you want to change to a new image, repeat steps 2 and 3. 
Event Organizer

(Optional) Select to change the event's primary organizer. There can only be one event organizer. 

  1. In the Event settings side panel, select Event Organizer to expand the setting.
  2. Select Edit. 
  3. Search for users in the search box or scroll through the list and select the desired user.
  4. To apply your changes, select Save.
Event Co-organizers

(Optional) Select additional users to be the event's co-organizers. 

  • You can't remove yourself as an event co-organizer.
  • Co-organizers can edit the event once saved as a draft or published.
  1. In the Event Settings side panel, select Event Co-organizers to expand the setting.
  2. Select Edit. 
  3. Search for users in the search box or scroll through the list and select the desired users.
  4. To apply your changes, select Save.
Reactions and Comments

(Optional) Toggle to turn reactions and comments on and off for this event. Any previous reactions and comments will still be associated with the event if they are turned back on.

For instructions, see Turn reactions on or off.
Broadcast

(Optional) Select to send a broadcast to selected groups or all users with at least reader access to selected calendar feed(s). At least one calendar feed must be selected before turning on the broadcast feature. 

  1. In the Event settings side panel, select Broadcast to expand the setting.
  2. Toggle Broadcast Event on.
  3. Select a broadcast audience from the following options:
    • Everyone who has access to the feed(s)
    • Select user groups:
      1. Choose Select groups.
      2. Search for groups in the search box or scroll through the list and select the desired groups.
      3. Select Save. 

Users may not receive a broadcast depending on the digital workplace's notification settings or their personal notification settings. See Configure workplace notification settings or Configure personal notification settings.

When sending a broadcast, you cannot deselect Send notifications to followers to prevent notifications from being sent to users. A "Broadcasting notifications to everyone" will be displayed instead of the checkbox. 
Attach Files

(Optional) Select to add up to 20 file attachments to the event. Users can preview and/or download these attachments when viewing the event. 

For instructions on adding file attachments, see Add file attachments to content.

File attachments cannot be edited. They must be deleted and then re-added to the event. For instructions on removing file attachments, see Delete file attachments from content. 
Content Settings
Setting Description
Auto-translate from... (Optional) Only available if turned on in the digital workplace (see Configure AI-powered features). Once you have entered the event's content in one language, select a new language from the Content Language dropdown. Then, select Auto-translate to X from and choose the event's original language to translate the content automatically. See Languages for supported languages.
Content Language (Optional) Select the dropdown to change which language version of the event you view and edit. Once all the necessary content creation fields have been completed, select a different language to add another language version. 
Title

Enter a name for the event. 

This field is required and supports AI-driven content generation. See the Use AI-generated content section above.

Maximum character limit of 100 characters. 
Generate Title

(Optional) Only available if turned on in the digital workplace (see Configure AI-powered features). Select to generate a title for the event based on the contents of the event's Description field. The Description field cannot be blank when using this feature. See the Use AI-generated content section above.

Once AI-generated content is used, it will replace any text currently in that field. The original text cannot be restored.
Start

Select a start day and time for the event. 

If All Day is selected, you can only select the start day. 
End

Select an end day and time for the event. 

If All Day is selected, you can only select the end day. 
All Day (Optional) Select to have the event take up an entire day(s). When selected, you cannot select a start time or end time.
Summary

(Optional) Enter a summary of the event, displayed in plain text below the event's title. If a summary is not provided, the first 140 characters of the body will be used. 

This field supports AI-driven content generation. See the Use AI-generated content section above.

Maximum character limit of 140 characters.
Generate Summary

(Optional) Only available if turned on in the digital workplace (see Configure AI-powered features). Select to generate a summary for the event based on the contents of the event's Description field. The Description field cannot be blank when using this feature. See the Use AI-generated content section above.

Once AI-generated content is used, it will replace any text currently in that field. The original text cannot be restored. 
Publish to Calendars

Select calendars to which the event will be added. At least one calendar must be selected. 

  1. Next to Publish to Calendars, choose Select or Edit. 
  2. Use the search box to locate specific calendars in the digital workplace, or scroll through the list to locate calendars. Select the checkboxes beside each calendar.
  3. Review the list of calendars. If you need to add more calendars, select Back and repeat steps 2 and 3 from above. Otherwise, select Add. 
Invite attendees

(Optional) Select individual attendees to invite to the event. You can invite users who do not have access to the calendar(s) where the event resides. 

Event organizers and co-organizers are automatically added to the attendees list when creating events. You may deselect them to remove them from being invited to the event. 

  1. Next to Invite attendees, choose Edit. 
  2. Use the search box to locate specific users in the digital workplace by first name or last name, or scroll through the list to locate users. Select the checkboxes beside each user.
  3. Select Next Step. 
  4. Review the list of attendees. If you need to add more attendees, select Back and repeat steps 2 and 3 from above. Otherwise, select Add. 
Invite groups

(Optional) Select groups of attendees to invite to the event. You can invite groups who do not have access to the calendar(s) where the event resides. Any users added to groups after the event is created will need to be individually added to the attendees' list. 

  1. Next to Invite attendees, choose Select. 
  2. Use the search box to locate specific users in the digital workplace by first name or last name, or scroll through the list to locate users. Select the checkboxes beside each user.
  3. Select Next Step. 
  4. Review the list of attendees. If you need to add more attendees, select Back and repeat steps 2 and 3 from above. Otherwise, select Add. 
RSVP

(Optional) Select an RSVP type from the dropdown. Options include: 

  • Open invite: Anyone with event access can RSVP
  • Invited individuals and groups: Only invited attendees can RSVP
  • No RSVP required
Location

(Optional) Enter the event's physical location. 

Maximum character limit of 200 characters.
Virtual Meeting Link

(Optional) Enter a URL of the event's online meeting location or an important URL. 

Maximum character limit of 200 characters.
Description

Enter the event's description. Use the rich text editor's toolbar to format your text or add links, images, GIFS, videos, or tables. For more information on these tools, see Rich text editor.

This field is required and supports AI-driven content generation. See the Use AI-generated content section above.
Generate Description

(Optional) Only available if turned on in the digital workplace (see Configure AI-powered features). Select to generate the event's description. See the Use AI-generated content section above.

Once AI-generated content is used, it will replace any text currently in that field. The original text cannot be restored. 
Content Creation

Related to