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Members to be able to submit events

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

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

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

    Current design suggestion: https://docs.google.com/presentation/d/1bysAcJFAs9-lVEbNBSyqhT-QSDt6TvTDPz8k2nvaJ3I/pub?start=true&loop=false&delayms=15000

    Key Change:
    We’ve extended the ‘Event calendar’ gadget settings by adding a new option ‘Members-driven events’ – allows members to submit their events from the calendar page by using a simple form.

    We’ve also included a few features to help you organize and restrict these events. These changes are:

    1) Restrict the submitting events option to specific members
    2) Automatically assign tags to these events so you have easily include/exclude them from various calendars
    3) Options to send a confirmation email to the submitter and or administrator
    4) Separate filter in Event list for administrator to show Members events
    5) Members that submit events can access a list of the events they’ve submitted to view, edit and delete them

    Excluded for now:

    1) No options to submit events with advanced registration options. Only minimal details, like Title, Description, Dates and Location. However an administrator can add additional details after the event has been submitted.
    2) No approval workflow for administrators. We realize this is an important consideration for the publication content on public website, but our current approach assumes that trusting members of certain levels should be enough to prevent abuse. .


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      • 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?

      • TangentRW commented  ·   ·  Flag as inappropriate

        As I am increasingly being influenced by this proposal elsewhere on the Wishlist:


        I thought that I would experiment here with what the approaches being considered in that proposal would look like with events created by members.

        These ideas are based on the hypothesis that everyone potentially has full administrative access to the events module but in reality the organization will restrict that access to meet the organization’s specific management requirements. In principle, everything below would be giving members limited access to the administrative backend.

        First, allow events to have a proposed status where they are not yet scheduled into a space-time location. Meetup does this. System users can still register for the proposed event but will have to recommit to the event once it is scheduled. Proposed events can be shown on the calendar gadget. All registration types might have to allow a proposed status followed by a confirmed status in their settings. This is to allow, but not require, the event workflow to start with the membership.

        Sets of event information can be saved as an event template which can be instantiated when an event is created. This is to allow administrative control, and standardization of event UIs and data inputs. Meetup just inaugurated this concept in Meetup Pro.

        Allow system users, contacts or members, a limited set of administrative roles below the full the administrative event manager role and allow the members access to a limited form of administrative mode to create, edit, and delete events.

        The administrative scope of such sub-roles can be limited to read only/create/edit/delete events that are

        1) Organized by an individual contact. This is new and many organizations would not want this but my response is that some organizations will want to empower contacts in some ways in order to a) collect revenue from their efforts and b) to induce them into becoming members. It is my personal belief that contacts should be treated as a full system user level below members but that is a separate proposal.

        2) Organized by an individual member.

        3) Organized by members within the same membership group.

        4) Organized by members within a membership level.

        5) Later, organized within a chapter.

        6) Later, organized within a network of chapters.

        Below full administrative control, sub-functions associated with events can be assigned:

        1) The ability to propose/create/edit/delete events.

        2) Whether an event created by this use requires higher administrative approval to be placed on the schedule as either

        a. A proposed event.

        b. The actual event itself.

        3) Whether the user has the ability to approve another user’s event within one of the above specified administrative scopes.

        4) The ability to set event tags for the event, use a defined subset of preset tags, or only one preset tag. In my view there is still need for a central event tag manager at the full administrator level. The event tag feature is a surprisingly powerful feature of Wild Apricot.

        5) An adjustable contacts/members access control for sending email invitations to prospective registrants. This can be full access to contacts and searches down to limiting access to zero or more pre-designated saved searches. Later, if social network posting becomes a reality, there would be controls for allowing access to post event invitations to preset social network channels (Facebook, Linked In, etc.)

        6) An adjustable access control for allowing users with sub-administrative privileges to overwrite standard email templates used for announcing, registering, and confirming the event.

        7) An adjustable access control for allowing members with sub-administrative privileges to set capacity constraints and registration types for the event. For lower access controls, possibly the potential event class described above, and possibly later (if social posting of events on Facebook and Meetup becomes a reality) for registration types that map into social network events, the event might have one or more pre-fixed registration types.

        8) One or more event templates can be assigned to certain levels of control.

        9) Later, events could be limited to a preset list of venues.

        10) Later, events could be assigned to bookable resources.
        A subset of these administrative roles and scope can be assigned to individual members, members of a group, or to members of a membership level.

        This is not a trivial set of ideas but most of the UI for these controls amount to managed subsets of the existing controls available at the event manager administrative level.

        Events are the heart of what an organization does. With the possible exception of serving as a repository of information for members, events are the primary reason why organizations exist. Events work best if they percolate up from the membership.

      • TangentRW commented  ·   ·  Flag as inappropriate

        A few more comments:

        1) There need to be more fields than the ones proposed even if this is a first pass at a solution to the problem. Using the information presented under the current proposal if an event is submitted the administrator would still know nothing about the planned fee structure, attendance, or space requirements for the proposed event.

        2) Part of why a member will put forward an event is to recruit potential participants and to judge interest in the event. I would suggest allowing such proposed events to have visibility to the membership and to allow members to quickly indicate their interest in such an event, even if this interest does not constitute a formal registration in the event. Going further I would allow the organizer the ability to send an email message to those parties interested in the potential event: scheduling happens not just on the administrator side but on the members' side as well.

        I say these comments knowing that this is a first pass at the problem, and matters such as workflow and setting registration levels will be addressed in a later version. My long term advice is to figure out a way to map events and certain event registration levels into Meetup or to socialize Wild Apricot similar to how Meetup copied what Facebook did.

        In the long run your competition is not ClubExpress, Tendenci, or MemberClicks....it's Meetup.

      • TangentRW commented  ·   ·  Flag as inappropriate

        I just looked at current design outline (dated February 12, 2016). Under item "1) Restricting submitting events option to specific members" I have one more suggestion:

        Please provide an option to allow restricting submitting events to the bundle manager only.

        In our organization we use bundle managers as "group host members" and they have more privileges than the members of their group (i.e. bundle).

      • TangentRW commented  ·   ·  Flag as inappropriate

        One more thought regarding data entry validation: as an option allow administrators to create a predefined list of allowed venues.

      • Cindy Cooper commented  ·   ·  Flag as inappropriate

        Most of this looks terrific! I take it all of these would be free events as I see no place to put price. Also no limit or waitlist capability, unless the administrator can add it later?

        No approval from administrators - you make a big assumption that we would trust all members. Usually it's just a few who might go outside the norms, and it's impossible to create groups of "approved" for events without offending those who are not approved for events. At least the option to have an administrator emailed when the event is created allows quick response to take down something that would not be approved.

        More likely, additional questions might need to be asked for the event to have full information before it is sent out to members, such as carpooling, etc. We have an approval process for new members, seems there should be one for new events.

      • ericka commented  ·   ·  Flag as inappropriate

        Bob, for now I created a Jotform (free at jotform.com) and then used Jotform's embed feature to embed the form on a members-only page on our site. I put a link to the form on the page that displays our calendar. The Jotform emails the submission to me and then I create the event. It's not ideal, but it does give the member a standardized information collection format and let's me track and respond to the submissions.

      • bob commented  ·   ·  Flag as inappropriate

        Differently a top feature I would like seen added, get multiple requests each month from members for us to add one of their events. Would be great to just point them to a simple form and email sent to Event Manager asking for approval.
        Hope to see in next release if possible.

      • Rick Smith commented  ·   ·  Flag as inappropriate

        Please, Please, Please, Please?

        We have been waiting and waiting and waiting and this is not even on the 'Working On' list ???

      • Club commented  ·   ·  Flag as inappropriate

        We very much would like this feature for our membership site, it is a key activity for members to be able to submit their own events

      • Anonymous commented  ·   ·  Flag as inappropriate

        Hi there
        This would be a really fantastic idea as so many charities are community driven. Would be excited to see this one in place!
        Thanks so much

      • AdminApricot Kernel (Product Manager, Wild Apricot) commented  ·   ·  Flag as inappropriate

        Sarah, I wish I can provide some expectations, but we decided long time ago not to do so - we had been breaking our promises enough. So, I'm sorry - I cannot provide any estimates.

        When our events module development team is about to start working on it, they will post it here and you will receive a notification - this one I can promise.

      • Green Tea commented  ·   ·  Flag as inappropriate

        Currently I get emails all week (mostly from non-members) asking me to post an event on our site. I would love to direct them to a link where they could fill in the information themselves, upload a flyer / picture with a restricted size file and submit the event for our approval. Upon approving the event we should be allowed to make changes to the description.

        I want a tab like this "submit your event" in the link below on my website so that I don't have to do all of this time consuming work as a volunteer.


      • aarongjerde commented  ·   ·  Flag as inappropriate

        very much hoping this functionality will be implemented soon! We have an immediate need for it in our organization and it would provide immediate value to our community. Any idea which release it might go into?

      • Rick Smith commented  ·   ·  Flag as inappropriate

        Perfect. We are getting ready to move our main site to WA. We have multiple senior centers that have calendars of activities. We use caledarwiz now but the interface to the site is pretty basic.

        Wa calendars are perfect but the administrator of each site needs to be able to maintain thier own calendar. We also then could add on line registration for center events.

        This proposal would work will. When will it be ready?

      • AdminApricot Kernel (Product Manager, Wild Apricot) commented  ·   ·  Flag as inappropriate

        Monroe, thanks for the comment. From my perspective, this is something to be analyzed and designed together with the post I merged yours into - allow members to submit their own events. I understand there is a difference between your idea and this one, but they are very connected by meaning and should be analyzed together.

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