Event Form Presentation by Security Group

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Event Form Basics 
Creating and Editing Custom Event Form Configurations
Event State Default
Event Form Presentation by Security Group
Best Practices: Enhancing Your Event Forms
Additional Event Form Features
Setting up Event Quotas
Event Form Rules: Adding Conditional Rules for the 25Live Event Form
Setting Up Recommended Resources for the Event Form
Embedding 25Live Pro Event Forms and Express Scheduling Forms

Security Note

Event Form Presentation editing rights are only available to the System Administrator (-1) security group.

After configuring a new event form in 25Live, you'll need to apply the form to designated security groups and make some additional Event Form Presentation configurations in Group Administration.

Setting Security Group Preferences

  1. Sign in to Group Administration.
  2. Select the group(s) you wish to modify.
  3. Click Configure... in the upper right corner and select Event Form Presentation.
  4. Edit the options described below and click Save.
  5. Click Cancel to revert all settings to the way they were when you opened the page.

Configuration options are divided into two tabs: Event Restrictions and Event Configuration.

  • Event Restrictions control which events a user is allowed to edit and how much flexibility they will have in the Event Form.
  • Event Configuration controls how a user's experience differs when creating a new event versus editing an existing one.

Event Restrictions



Event States

This limits which event states users can choose when creating or editing an event.

For example, if Confirmed is not selected then users will not be able to make events Confirmed or edit events that are already Confirmed.

Event Types

This limits which event types users can choose when creating or editing an event.

For example, if Meeting is not selected then users will not be able to save an event as this type, although they can still edit existing Meetings.

Some event types may not be displayed here, as described in the Additional Considerations section below.

Event Custom Attributes

Users will be required to enter a value for the selected custom attributes if they appear on the event form.

Some attributes may not be displayed here, as described in the Additional Considerations section below.

Date and Time Controls

When checked, users may choose to add Setup, Pre-Event, Post-Event, and/or Takedown times to an event.

Date Windows

These settings determine how far in advance a user can create or edit an event using the Event Form. (Does not apply to events created with Express Scheduling.)

  • Earliest/Latest Date lets you set an absolute date range that does not change. Users cannot select dates outside this range when creating or editing events.
  • Earliest/Latest Date Buffer lets you set a window relative to the start date of the event. Users cannot create or edit events without X days of advance notice or more than X days in the future.

You can use the Clear checkboxes to remove values when editing multiple security groups.

See the Additional Considerations section below for examples.

Event Configuration



Creation Form

Users will see the fields on this event form configuration when they create new events from scratch.

Note: A convenient link to edit the configuration in 25Live is present under the first item.

Default Scheduler

If no name is selected, users will be listed as the Scheduler role for their own events.

Otherwise, you can choose someone else to be listed as the Scheduler:

  • When Always Use Default Scheduler is chosen, the selected name will be listed as the scheduler.
  • You can also elect to Use Selected Location’s Associated Scheduler when a Location Scheduler is specified in the 25Live Location Details view for the assigned or requested location.
    • If an event has multiple locations, the first location that has an associated scheduler is used.

The appropriate Scheduler is added to the event as soon as the event is saved, even if it is saved as a Draft.

Creation Success MessageThis message will be displayed for users after they create new events.

Editing FormUsers will see the fields on this event form configuration when they edit existing events.

Editing Success MessageThis message will be displayed for users after they save changes to existing events.

Additional Considerations

Editing Multiple Groups

If you select multiple groups and edit their configuration preferences on this screen, you can pick and choose which settings you want to alter. Only the settings you touch will be updated for the selected groups, and the rest will retain their original values.

This is useful if you are editing multiple groups that have different configurations on most of their options, but you want to choose just a few settings that will be the same for all of them.

Filtered Event Types and Custom Attributes

Some groups do not have the ability to see all event types and custom attributes. If a group does not have "View all Active Event Master Lists" set to Yes in the Basic Permissions area, then users will only see an abridged list of these items in 25Live. (See Hiding Custom Attributes for more information.)

When setting which event types are available and which attributes are required for a group that does not have this permission, you are only able to select ones on the abridged list.

Date Window Examples

Here are some examples of limits you might create for users:

  • The Earliest Date prevents users from making events before a specific date. You might use this to ensure that students don't create any events that take place before the start of a term.
  • The Latest Date sets an upper bound on when users can work with events. You could require that users take annual training courses before you extend this date and allow them to make events for another year.
  • The Earliest Date Buffer keeps users from creating or changing events without sufficient notice. If you set it to 1 day, the earliest date a user can select in the event form is always tomorrow.
  • The Latest Date Buffer is how you limit users to events in the near future. You can set this as far in the future as 730 days, which means users won't be able to make events more than two years away.
Note: These settings apply to the event's date, not the user's date

Keep in mind when configuring these settings that they apply to the date that the event will take place, not the date that the user is sitting at their computer typing out a request.

All date settings are optional. You can set an earliest date without a corresponding latest date or vice versa. If multiple settings are in conflict, then the most restrictive one applies.

For example, if you have an Earliest Date of June 30 and an Earliest Date Buffer of 5 days, then users will not be able to create an event with a date earlier than June 30, regardless of how far in advance they attempt to request it. On June 26, the earliest date they will be able to select is July 1, and so on.