RedEVENT V2: User guide

redEVENT - Manage online bookings for social events at unlimited venues

Contents 1 Introduction to redEVENT 2 Getting Started 3 Administration views 3.1 Menu 3.2 Events 3.3 Sessions 3.4 Registrations 3.5 Venues 3.6 Categories 3.7 Archive 3.8 Access groups 3.9 Group members 3.10 Group acl 3.11 Venue categories 3.12 Text library 3.13 Custom fields 3.14 Roles 3.15 Price groups 3.16 Edit css 3.17 Tools 3.18 Logs 3.19 Help 4 Frontend views 4.1 Calendar 4.2 Categories 4.3 Detailed Categories 4.4 Category events 4.5 Day 4.6 Details 4.7 Event submission 4.8 Session submission 4.9 Venue submission 4.10 My events 4.11 Search 4.12 Simple list 4.13 Upcoming events 4.14 Upcoming venue events 4.15 Venue category events 4.16 Venue events 4.17 Venues list 4.18 Venues map 4.19 Week view 5 Features 5.1 Event registrations 5.1.1 Registrations types 5.1.2 Webform registration 5.1.2.1 Registration form 5.1.2.2 Registration options 5.1.2.3 Registration steps 5.2 frontend submissions 5.3 tags system 5.3.1 Description 5.3.2 Tags types 5.3.3 Conditional statements 5.4 ical exports 5.5 rss feeds 5.6 social networks 6 Modules 6.1 Search 6.2 Teaser 6.3 Venues events 6.4 Events 6.5 Calendar module 6.6 Events categories 6.7 Attending 6.8 All events 7 Plugins 7.1 Search - redEVENT 7.2 Editor Button - event 7.3 Simple event list content plugin 8 3rd party integration 8.1 plugin - redEVENT - Jomsocial integration 8.2 plugin - redMEMBER - redEVENT sync 8.3 plugin - AutoTweet NG redEVENT 8.4 plugin - Xmap - redEVENT Plugin 9 Faq 9.1 How to update from 2.0 to 2.5

Introduction to redEVENT

Section 1 material

1. What is redEVENT?
2. Why choose redEVENT / Overview of features
3. License
4. Subscription technical support policy
5. Subscription updates policy

Getting Started

Section 2 material

1. Minimum requirements
   • php 5
   • latest joomla 1.5.x
   • corresponding version of redform
2. Installing redEVENT
   • just install as any other component, from the joomla install panel
3. Troubleshooting and Considerations
   1. PHP Settings
   2. Host Settings (+plug for redHOST)
   3. File / folder permissions
4. Quick start

Administration views

Menu

From this view, you get an overview of the number of events and venues, and links to all the administration parts of redEVENT.

Events

This is of course one the main places of redEVENT administration. From this view, you can:

• archive events
• publish/unpublish events
• create, edit, copy and delete events
• import/export events from and to csv format

Use dropdowns and text input on top the columns to filter the events list.

Sessions

Each event can take place in one or several session(s). A session in fact defines where, and when the event it belongs to takes places, as well as the registrations details.

From the toolbar you can:

• copy a session
• edit a session (you can also create a new session if an event was selected in the event filter, or if you accessed this view from the events list)
• delete a session (and all its potential attendees, so be carefull !)
• publish/unpublish/archive a session
• set/unset session(s) as featured

From the sessions list rows, you can:

• edit the session by clicking on the date
• edit the event by clicking on the event title
• edit the venue by clicking on the venue title
• toggle the published/featured status
• access the attendees list by clicking on attendees numbers (attending/waithing)

Registrations

Clicking on the main 'registrations' link will take you to the general view of attendees, sorted by date.

On the list, if you click on a session title, you will be taken to the list of registrations for just that session:

From this view toolbar, you can:

• email all session attendees
• email selected attendees
• add new registrations
• edit a registration
• move registrations to another session
• cancel, then remove or restore a registration

From the list rows, you can:

• edit a registration by clicking on the date
• put registration on/off the waiting list
• view the registration associated redFORM submission
• access the payment status and information from redFORM

Venues

From this view, you can manage the list of venues for your events

Categories

From this view, add new categories to assign your events to. Note that categories can be nested.

Archive

Access groups

The access groups are the way redEVENT manages ACL. Through groups, you can give it's members the proper rights to edit/add new events and sessions, to selected categories

Group members

From this view, you can add new members to redEVENT ACL groups, and define what they are allowed to do

Group acl

From this view, you define which categories, venues categories and venues the member of the groups are allowed to manges, i.e, where they are allowed to add/edit events/venues/sessions, etc...

Venue categories

Text library

The text library allows you to define redEVENT custom tags, which can then be used in other fields for the cck system (in events descriptions, notifications, etc...)

Custom fields

In this view, you can define custom fields for your events and/or sessions.

Roles

Here you can define roles to be used in sessions (like lecturer, manager, etc...)

Price groups

You can here define different price groups to be used for session pricing upon registration.

Edit css

Allows you to edit redevent css, to tune the aspect of the component. It's however probably better to just define your own css...

Tools

Gives you access to different tools

• Cleanup Event images: delete Event images which are no longer used. Only do this when you don't use these images outside of redEVENT !
• Cleanup Venue images: Delete Venue images which are no longer used. Only do this when you don't use these images outside of redEVENT !
• Import eventlist data: You can import events, categories and venues from eventlist 1.0. This is only possible if you didn't create any of those in redEvent.
• Trigger autoarchive: Autoarchive (or delete) is normally run at the frequency set in global settings. However, you can here manually trigger a manual autoarchive.
• Check database: Check database integrity (does not modify anything)
• Fix database: Fix database integrity errors (You should backup first, just in case...)
• Add sample data: Helps you to get started by creating a sample venue, category, and event.
• Attendees CSV export: Advanced csv export tool for attendees

Logs

The log system records problems that might be needed for debugging

Help

Links to redcomponent website...

Frontend views

Calendar

display a monthly view of events

Categories

Display a list of categories

Detailed Categories

display a list of categories with a few active events

Category events

Display events list for a category

Day

Display a events list for a specified day

Details

Display details view of a selected event

Event submission

Allows for frontend users to submit events

Session submission

Allows for frontend users to submit sessions

Venue submission

Allows for frontend users to submit venues

My events

Display list of events the user is attending, and the list of events and venues he can manage

Search

An event search view

Simple list

Displays a list of current published events, optionally filtered (by category, venue, only upcomind events, etc...). Note that it is possible to customized which columns will be displayed thanks to a setting in redEVENT options > events list tab.

Upcoming events

Display a list of upcoming events

Upcoming venue events

Display a list of upcoming events for specified venue

Venue category events

Display a list of events for specified venue category

Venue events

Display a list of events for specified venue

Venues list

Display a list of venues

Venues map

Display a map of venues

Week view

Display a weekly view for events

Features

Event registrations

redEVENT takes advantages of redFORM to allow you to build custom registration forms for your events. You need to install redFORM for redEVENT to be able to work properly, even if you don't use the 'online' registration (for example, for phone registration, you will still need redFORM to manually enter in backend the details of the attendee)

Registrations types

there are 5 types of registrations available for redEVENT:

• External: the user is redirected to an external address for registration.
• Phone: instructions are given to the user so that he can register through a phone number.
• Webform: redFORM is used so that user can fill a form an process with registrations and payment through the website
• E-mail: the user willing to register gives his email, and receives registration information through an email
• Formal offer (being reworked)

The webform registration is the only form of registration where the 'attendee' are directly added to the event session. In all the other types, it's up to the administrator to add, or not, the attendees to redEVENT.

Webform registration

Registration form

• create the form using redFORM, then assign it to the event using the event > registration tab
• to display the form button, you will need to use the [redform] tag in the 'webform' editor fields

Registration options

• limit date: in each session settings, you can set a date after which it won't be possible for frontend users to register any more
• price: You can set registration price(s) for each session independantly. For this, you first need to create at least one 'price group', then use the price group(s) to propose different prices for the sessions.
• admin notifications: there are a number of emails that can optionally be sent to admins during the registration process

Registration steps

• activation: As a first step of the registration process (once the form is submitted of course), you can chose to add an activation step. For this, you need to enable it in the event settings, and use proper tags in activation email to display the registration link. Once the user follows the activation link in the email, he will considered as confirmed, receive an activation confirmation email, and be assigned to attending or waiting list depending on waiting list settings.
• waiting list: For each session, you can set up a maximal number of available places, and an optional waiting list. redEVENT will automatically put people on waiting list if the session is full, then put them back on the attending list if some places get freed (raise in number of places, cancellations, etc...)
• payment: once attendees are assigned to 'attending' list, it's time for them to pay for the registration. For this, you must use one of the payments tags in the confirmation wysiwg, and/or in the attending confirmation email. Clicking on the link will then direct them to the redFORM payment process.

frontend submissions

To set up frontend submission, so that your users can submit events, sessions, or venues, you need to set up proper group ACL first.

tags system

Description

One unique feature of redEVENT is the extensive use of a tag system. Basically, tags are strings you write in your event descriptions, registrations screens, email notifications, etc..., that get substituted at runtime. For example, the tag [event_title] will be replaced by current context active event.

One of the main use of this, is the event description itself. You can indeed either chose to use a 'fixed' default template, which will display the events informations in a standardized way for all your events (that can of course be customized by the use of joomla template overrides), or you can chose to use a 'dynamic' template that will basically only display the event description field itself, with the tags substituted. This way, you can get truly different presentations for all your events.

Tags types

• sytem tags: redEVENT comes up with a lot of 'preconfigured' tags, that you can list by clicking on the 'tags' link above editors areas wherever tags are allowed (e.g: event description). There are typically tags for event details, venue, registration, payment.
• custom tags: when creating custom fields, you are asked to give them a 'tag' name, which can then be used to display the field value
• library tags: when creating 'library' elements, you can use the created tag to display the library element content.

Conditional statements

redEVENT tag replacement supports the use of some conditional statement:

• prefix the tag with waiting_ (or attending_) to display the tag only if the user is on the waiting list (or not on the waiting list).
• You can use conditional statement for places left: [mytag condition_hasplacesleft='1'] and [mytag condition_hasplacesleft='0']

ical exports

rss feeds

social networks

Modules

Search

Search module for redEVENT

Teaser

Redevent Teaser module

Venues events

Shows events associated to venues in dropdown lists.

Events

displays events from redEVENT

Calendar module

Displays a mini monthly calendar of events

Events categories

Displays list of redevent categories

Attending

Display the events the user will be attending

All events

Shows all published events from redEVENT.

Plugins

Search - redEVENT

Search plugin for redEVENT component

Editor Button - event

Adds a button for the editor to display events links.

Simple event list content plugin

Displays a list of events in articles

3rd party integration

plugin - redEVENT - Jomsocial integration

plugin - redMEMBER - redEVENT sync

Adds synchronization from redMEMBER to redEVENT groups

plugin - AutoTweet NG redEVENT

Extension plugin for AutoTweet. The plugin extends AutoTweet for redEVENT. Tweet when creating/editing events. Needs AutoTweet NG Component to work!

plugin - Xmap - redEVENT Plugin

Faq

How to update from 2.0 to 2.5

Here is the proper way to update from the 2.0 version for joomla 1.5, to the 2.5 version for joomla 2.5

• update to latest 2.0 stable version
• migrate with jupgrade, including 3rd party extensions (this will import the tables to 2.5)
• install latest redevent/redform 2.5 version