Group Officers have the ability to create and manage events for their group. To create an event, go to the Dashboard and select Events.

Click on Create Event in the Events menu to create an event.

You will be prompted to choose a template. Doing so will open an event creation form. There are many settings to choose from. At a minimum, you must enter the following information to save the event as a draft or publish the event:

• Event Name
• Description
• Event Type
• Event Coordinator
• Start Date
• Start Time
• End Time
• Time Zone

Below are some important settings to keep in mind when creating an event: 

• Reoccurring Event: Under the When section, you can select Recurring event settings to select dates for which the event will occur again. Doing so will create separate events with the same name once you save your event.
• Access: Under the Access & Display Options, Group Officers can control which users are allowed to register for an event. Events should be made available only to authenticated Yale Connect users under the setting Who is allowed to register? (choose: Yale University Yale Connect users only) unless the event is open to the general public or alumni (choose: Everyone).
• Visibility: Under the Access & Display Options, checking Everyone under Who can see this event? enables guest users (non-Yale users) to see the event (i.e., it is viewable by the public in the events calendar). If your intended audience is only Yale users, select Logged on users only. Be sure to uncheck Display on the Upcoming Events slider (on the home page) if you do not want the event to be viewable on the home page events slider.
• Auto-Registration: Under Advanced Options, you can select other events under Automatically register to other events so that, when users register for the event, they are auto-registered to the other events selected.
• Event Template: You can save an event as a template for future use. To do this, under Advanced Options, select Event template and For this group. When you save the event, it will save as a template and will not be displayed as an event that users can register for under Upcoming Events.

Some Groups’ events require additional approval before they are published (e.g., Yale College Student Org events). In these cases, once the Group Officer selects to Save the event, they will be prompted with another form with additional questions. The submission of this additional form will trigger an approval workflow.

There are several ways to track attendance at an event. To start, click the settings gear icon to the right of the event.

First, Group Officers can check-in attendees manually in the attendance list on the bottom half of the screen by clicking Check-In next to attendees’ names.

Group Officers can select Track Attendance at the top right to allow registrants to check-in themselves.

From here, there are several options. If you have the hardware for users to swipe or scan into the event, checkout the help guides on tracking attendance using a magstripe reader or a barcode scanner. If you do not have the hardware to swipe or scan users into the event, select the option Self Check-In QR Code.

Using the Self Check-In QR Code, Group Officers can save/print the code as a PDF. Registrants just need to scan the QR code on their mobile device. Scanning will launch Yale Connect on their web browser, after which they just need to sign in using their CAS credentials. Registrants do not need the Yale Connect app to check in with the QR code, and once they’ve signed in to Yale Connect, they are auto-checked in.

By default, users who did not register to the event can scan in as well. If you want to limit those who can scan in to just those who registered, uncheck Activate RSVP at the door under Attendance tracking options in the event editor.

If you then want to prevent users from registering at the last minute, you can close registration.