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Members to be able to submit events

Current situation:
Not supported, only administrators can create events.

Desired:
Members have the ability to submit simple events which can be approved by administrators.

243 votes
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kwmarketing shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →

Even though it is not a direct implementation, I hope this could be helpful:

We just launched integration with Integromat platform, which helps to build automated workflows. We also provide several templates for quick start, and one of them allows to copy google calendar events into WA events. So if you share a google calendar for events submission, then the scenario could copy submitted events into your Wild Apricot account.
You can try this integration by this link https://www.integromat.com/en/integration/2275-copy-google-calendar-into-wild-apricot-events

141 comments

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  • Anonymous commented  ·   ·  Flag as inappropriate

    I run 3 communities on WA and they all really need this feature.

    But — WA powers that be — this is a much bigger issue than me and my 3 communities.

    Members/users today expect to be empowered in this way and many others.

    In similar and even more important vein — WA needs a FAR BETTER MOBILE SOLUTION for members of WA communities.

    Your entire business is at risk, as we rapidly move into a “mobile first” world.

    Seriously, WA is at risk of going the way of America Online (remember them?).

    It would be much easier operationally for me to stay on the WA platform, but I will have no choice but to roll up my sleeves and leave if you do not modernize essential features such as these.

  • Karen Wall commented  ·   ·  Flag as inappropriate

    I don't know if I'm allowed to say this on here but I needed the calendar functionality quickly so I signed up for Teamup calendar. It's only about $100 a year (or you can get the scaled down free version) and you can add it to a custom HTML gadget using iframe and it looks just like it's any other Wild Apricot page.

  • Amy P commented  ·   ·  Flag as inappropriate

    I tried this out this morning, and it worked great EXCEPT that the start time is replaced with the time entered. Any ideas on what to tweak? When I look at how the different fields are matched up, it seems correct, but it isn't importing correctly.

  • Amy P commented  ·   ·  Flag as inappropriate

    I've been experimenting with this integration, but I can't get it to import the event times correctly. Is these anything I should tweak in the settings?

  • Brett Jardine commented  ·   ·  Flag as inappropriate

    Our members are organisations (suppliers) operating in the travel industry where they are often hosting retail travel agents at events such as product launches - often competing with each other for the same audience. If members had the ability to upload details of an event that could be displayed in a calendar form (same as currently available for an Administrator), this would be a great "go-to" place for members when planning future events.

  • AdminKatya Tyukina (Product Manager, Wild Apricot by Personify) commented  ·   ·  Flag as inappropriate

    Thanks for such a detailed comment.

    We considered both options from the very beginning. The ability to create simple "notes/announcements" in the calendar by members and the ability to give limited access to the administration of events. Such a request is also presented on the forum https://forums.wildapricot.com/forums/308932/suggestions/8827180

    I think it makes sense to copy your comment there too. Do you mind?

  • TangentRW commented  ·   ·  Flag as inappropriate

    Our organization hosts many events with recurring sessions that, on a limited basis, are open to the public. Our typical event will have free registration options for members and the public, the latter of which are constricted by the member event organizer’s Membership Level. In effect, the public attendees are “guests at-large” of the event organizer and can self-register into the event (the organizer, when a member, can also register specific guests as well). Bifurcated event registrations, members or the public, serve as a recruiting tool for new members and, since admitting the public helps events to achieve the necessary critical mass of participants, as a retention tool for existing members. As most of our member-generated events are Regular events, I see little benefit to our organization from the current proposal.

    1) Under Wild Apricot’s current proposal, the ability to submit events can be assigned to an individual member. In effect that member would be a Limited Event administrator with editing privileges only over the events that member creates. That’s great so far. Rather than creating an entirely new interface for the member’s Profile, instead I suggest extending that administrator paradigm by giving a contact (not just a member) Limited Event administrator access to the Administrative View of the organization website. I propose the following options for setting up each Limited Event Administrator.

    a. To view or not view but not edit others’ events in the Event List (or a calendar UI). This allows one to see potential event conflicts.

    b. Allowing specific Visibility (i.e. Event Access) settings when creating and editing one’s events. For example, if a Limited Event administrator is restricted to creating Admin Only visibility events then that creates an implicit workflow where that administrator must have de facto approval to change Visibility.

    c. A numerical limit on the total number of attendees in an event (no limit is possible).

    d. A numerical limit to the total number of future event sessions on the system at any time (no limit is possible).

    e. A preset list of Saved Searches that may be used to announce an event.

    i. As a sub-option, limits on the number of announcements to reduce “spamming” effects on the recipients.

    f. The ability to create/edit/delete Regular events in addition to RSVP events. For Regular events I see the following Limited Event administrator options.

    i. Similar to item 1) b. above, restrict to specific Visibility (i.e. Event Access) settings for Regular events. Because Regular events are more complicated, it is reasonable to separate this setting from RSVP events.

    ii. A different preset list of Saved Searches that may be used to announce the event. Why is this a different list of saved searches from RSVP events? Because RSVP events cannot have a separate registration limit for the public versus members. If an RSVP event is open to the public, then the organization loses control over how many public members would be admitted to the event. This might be acceptable to some organizations, particularly when they can charge admission to the event. However, for us we have to ration public access differently since our competitors offer free events. Frankly, RSVP events aren’t very useful to us.
    • Alternately, have an option to restrict a Limited Event administrator to submitting Regular events only.

    iii. Across all Event Registration Types, set a maximum allowed price ($0.00 is possible; no limit is also possible).

    iv. Across all Event Registration Types, set a minimum allowed price ($0.00 is possible).

    v. Across all Event Registration Types open to the public, limit the number of participants allowed to register (0 is possible, negating public access; no limit is also possible).

    vi. Across all Event Registration Types, set a minimum price for types open to the public ($0.00 is possible).

    vii. Across all Event Registration Types, set a maximum number of guests allowed per registrant (0 is possible; no limit is also possible).

    g. Allow the Limited Event administrator to exceed any or all of the limits set above, but highlight the exceeded limits in red (or some fashion). The system would retain an event that exceeds its author’s limits but it could not leave Admin Only status, nor accept registrations, nor be announced by email blast: only a higher level administrator could make these changes. This would provide an implicit workflow.

    2) The Calendar interface is a great idea: event administrators need it too.

    a. Calendar events could be coded by their Visibility and/or Open to Registration status.

    I fear that the current proposal by WA is going to put event creation into a workflow rabbit hole that will be increasingly divorced from what it is really is: a part of the organization’s administration. It is in most organizations’ interest to empower members from the ground up to serve as potential administrators. Let the members see the backend.

  • sahmcolorado commented  ·   ·  Flag as inappropriate

    Definitely would like to allow members to submit detailed events without being administrators.

  • ian.hutchings commented  ·   ·  Flag as inappropriate

    Agree that restriction on membership levels is adequate control and overview by administrators is not required.
    Would be good to have a few more details that could be added, just simple "choose from a drop down field" originally defined by admin would suffice.

    Lets look forward to an initial release rather than too much initial finesse

  • Tony commented  ·   ·  Flag as inappropriate

    Any idea when this will be released? I am reviewing systems at the moment and this is a requirement.

  • Anonymous commented  ·   ·  Flag as inappropriate

    Any update on this? Its been in the "making" for several years - desperately needed! I run 3-4 websites and all of them have this on the wishlist.

  • Tod Abbott commented  ·   ·  Flag as inappropriate

    Just pinging this. We're looking forward to having this feature available to our members.

  • GGTC Webmaster commented  ·   ·  Flag as inappropriate

    This is fundamental need for our organization. Is there any timing on instituting this functionality?

  • ian.hutchings commented  ·   ·  Flag as inappropriate

    So do we have any idea on release timing? The design concept has been promoted since 2015! Is there still a roadmap?

  • ian.hutchings commented  ·   ·  Flag as inappropriate

    Good Idea
    Could it be done by Event Creation being initiated from a Site Page which is only accessible to pre set member types/restrictions as is done now under "Page Access Level"? At present Admin need to create all events.

  • Vicki Ellis commented  ·   ·  Flag as inappropriate

    Another realization... I see how large event websites post their events in a list..... With large organizations having many members posting their own events, the membership calendar could be in the grid form to add their post, but the visible calendar would be an Events List with events listed by date with times in ascending or descending order, because many members might post unrelated events during the same time intervals (a grid calendar would become unintelligible). A list could prevent conflicts that a grid calendar would have created. I'll add this comment to the WA wish list post....

  • Vicki Ellis commented  ·   ·  Flag as inappropriate

    The public (and other members) would be able to RSVP (free) to the posting in the member's event calendar.
    They could click on the event and read the posting member's event description and then click on any url link included inside that description.

    The url could be to a page to pay for the event or registration. A url could direct the public to more details about the event at the member's own website, with Pay Now buttons or whatever. The url link could be to a scheduling platform, so the visiting public could select a session time or something.

    Including url details within the Event description box makes this calendar very versatile for members to use.

    Your organization's admin might like to spot check event details as a type of quality control. As long as the membership is aware of rules and limits the organization values, there should not be any major issues. At least, admin would not have to post membership events, because that could be a nightmare. Plus, we have found that our membership prefers to post their own; that way if they choose to reword their description or change a date or whatever, they can do it without feeling like they have to impose on anyone, given how we only have kind and considerate members.... :)

    Membership would not need to go into the 'administration' side of WA. This membership calendar would be accessed from perhaps a members profile page, if it's possible for WA gurus to design it that way.

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