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    Creating and Managing Events in Staffbase Email

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    Christiana Nimtz
     
    Managing EDITOR

    Events let you create and manage in-person, online, and hybrid events in one place. Increase event visibility by adding event blocks to your emails, track registrations and responses, and export attendee data as a CSV file for further analysis. Events can be created by Space Administrators, Managing Editors, and Administrators.

    Creating an Event

    1. In the Studio, navigate to Email > Events.
    2. Click Create Event.
      The Create Event dialog opens. Create_Event_en.png

    3. Select the Space you want to create the event in.

      The event can only be added to email drafts in the selected Space.

    4. Under Details, add the Title, Description, Start and End Date, Start and End Time, and Time Zone.
    5. Under Format, select one or all the options and provide the respective details: 
      - In-Person: Enter Location Name (e.g. the room name or number), Address, City, Postal Code, Region, and Country. 
      - Online: Enter Meeting Link 
      Note: Select both options for hybrid events.
    6. Click Create.

    You have successfully created an event and can now add the event to an email.

    Viewing and Editing the Event Details

    You can edit the details of an event even if you already promoted it in an Email. Editing an event automatically sends an updated invitation to invitees and resets their RSVP status to tentative. You cannot edit a past or live event.

    1. In the Studio, navigate to Email > Events.
    2. Search or filter for the event you want to view or edit the details.
    3. Click the three dots to open the more options menu.
    4. From the dropdown, select View and Edit. The Overview tab of the event page opens.
    5. Optionally, click Edit to edit the event details.
      The Change Event dialog opens, showing you how many attendees will be notified about the change.
    6. Click Change.

    You have viewed and edited the details of an event. People who were invited to the event via email will be notified about any changes with an updated invitation and their RSVP status will reset to tentative until they respond again.

    Duplicating an Event

    1. In the Studio, navigate to Email > Events.
    2. Search or filter for the event you want to duplicate.
    3. Click the three dots to open the more options menu.
    4. From the dropdown, select Duplicate. The Create Event dialog opens.

    5. Select the Space you want to create the event in.

      The event can only be added to email drafts in the selected Space.

    6. Under Details, add the Title, Description, Start and End Date, Start and End Time, and Time Zone.
    7. Under Location, select one or all the options and provide the respective details: 
      - In Person: Enter Location Name, Address, City, Postal Code, Region, and Country. 
      - Online: Enter Meeting Link 
      Note: Select both options for hybrid events.
    8. Click Create.

    You have successfully duplicated an event and can now add the event to an email.

    Canceling an Event

    You can cancel an event that has the status Scheduled. Canceling an event automatically sends a cancellation notice to invitees and removes the event from their calendars. You cannot cancel a past or live event.

    1. In the Studio, navigate to Email > Events. Search or filter for the event you want to cancel.
    2. Click the three dots to open the more options menu.
    3. From the dropdown, select Cancel. The Cancel Event dialog opens.
    4. Click Cancel Event.

    You have successfully canceled an event. The event moves to the archived events list with a tag showing that it was canceled. Note: Canceled events cannot be edited.

    Deleting an Event

    You can delete an event only after it is archived, completed, or canceled. To delete a scheduled event, cancel it first. Deleting an event is permanent. There is no way to recover a deleted event.

    1. In the Studio, navigate to Email > Events. Search or filter for the archived, completed, or canceled event you want to delete.
    2. Click the three dots to open the more options menu.
    3. From the dropdown, select Delete. The Delete Event dialog opens.
    4. Click Delete.

    You have successfully deleted an event.

    Viewing the Event Responses

    Responses include RSVPs submitted directly in the email and RSVPs submitted using Accept, Decline, or Tentative in a calendar application such as Outlook.

    The Attendees tab always displays each recipient's most recent response, regardless of whether it was submitted in the email or in the calendar application. However, the email and the calendar application do not sync with each other. For example, if a recipient first responds Yes in their Outlook calendar invite and later responds No in the email, the Attendees tab will show No, since it reflects the latest response. Their Outlook calendar, however, will still display Yes, since it only reflects responses made within the calendar application itself.

    1. In the Studio, navigate to Email > Events. Search or filter for the event you want to view the responses.
    2. Click the three dots to open the more options menu.
    3. From the dropdown, select View and Edit. The Overview tab of the event page opens.
    4. Navigate to the Attendees tab. The Attendees tab shows the number of invited participants and how many responded with yes, no, maybe or did not respond yet. Create Event_en.png
    5. Optionally, search by Name or filter by Status.
    6. Optionally, click Export CSV, to download the event responses. The download reflects the status after you filtered the data, as displayed in the table.

    You have viewed the event responses. Note, that recipients can update their response at any time before the event starts.

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