Events

Creating an event

Events can be created in Calven Web or Backoffice.

Adding a cover image

There are two ways to add a cover image to your event.

1. Start typing a title, and suggestions will appear in the image pane.

   1. Tip: you can always type a placeholder title to find the perfect image, then type an appropriate title afterwards.

2. You can upload an image (minimum size 1080x360)

Schedule & recurring events

You can also create a recurring event by using the repeat toggle in the event schedule. 

Sharing Events

When setting up the sharing and visibility for your event, there are a few different options. Each event must be published to an office feed - when Calven users are browsing events, they can choose to see only events for a specific office by selecting an office feed. All users can create invite-only events, but to create a public event, you must be an administrator. [LINK HERE]

Invitees

This is where you can add either individual users or groups of users to the event. The owner of the event can also change the RSVP status for an ‘Invitee’ if they know they are going.

 

Browsing events in your office

To browse events, use the events tab in the Calven mobile or web app. You can RSVP in person or remote, depending on the event's location:

 

 

When browsing events in Calven Web, you'll notice sub-tabs at the top of the page to help you find what you're looking for:

Tab	Description
All Events	All upcoming events available to you will appear here in chronological order. You can filter down events by office feed. Private events that you have been invited to will also appear interspersed with other events in chronological order.
My Events	Events that you have been invited to will appear here. This includes both private and public events.
Owned	Events that you're an owner of.
Categories	Similar events are categorized into folders called “Categories”. You can browse these categories in this tab. Note: When you create an event, you can add it to a series or category, and the event will appear in this tab.
Completed	This is where you can browse any past events.
Archive	This is where your archived events live, just like a recycle bin.
Calendar	This is a calendar view of events visible to a user (both past and upcoming). It includes events you have been privately invited to.

 

RSVP in Outlook or G-Cal

When someone is invited to a Calven event, they will also receive a calendar invite in either Outlook or G-Cal. They are able to RSVP to the event via Outlook or G-Cal and it will be synchronized with Calven.

Note: if the event is Hybrid, the default RSVP will be in-person. To specify that an invitee is attending remote, they will need to RSVP in Calven.

Event Capacity

An event capacity can be set in Calven. Once the capacity has been reached, employees won’t be able to RSVP attending to an event until a space is freed up.

Different capacities can be set for in-person and online attendees.

Appointment Timeslots

When an event format is set to in-person, you can choose to add appointment timeslots. You can choose the duration of the appointment and the capacity per timeslot - and invitees can RSVP to individual timeslots instead of the full event. 

Publishing an event to Slack

In the event creation form, you can publish an event to a Slack channel directly. It will create a neatly formatted card with a link to Calven to RSVP. This is for internal events only.

 

Dietary requirements and managing attendance

Event Admins can perform the following by clicking on the Attendance table:

• view dietary requirements
• manually mark as checked-in all users who have attended