(Release 3.3) Easy Events RSVP - User Guide 1.11
Create meeting pages with ease and let users RSVP with one click
See the documentation for your Release
Table of Contents
Create an event
Create an event using a blueprint
You can easily create an event with a Confluence blueprint
- Click the create button
- Choose the EasyEvent blueprint
- Click Next
The Wizard will ask for all the details, but only the event title is mandatory. This Wizard will create a page including an event macro in it. The Event title you are defining here will be used as the page title as well. If you want to have an additional event title other than the page title itself, you can edit that macro later on. This comes in handy if you want to put more than one event macro on the page, for example to offer several dates for a specific workshop or want to add a waiting list.
Fill in your details and pick your options. To save the event page click "Create".
Now you are looking at the editing view of a Confluence page which you can edit as you wish. Add an agenda, additional information about your event or any macro you like.
Inside the event macro you can enter a short description of your event that will be shown alongside the event info like date, time and so on. It will also be part of the .ics file that is sent to participants. So make sure it is short and descriptive.
If you want to change this event info, or if you want to add an additional event title for this macro, simply click it and choose "Edit".
Create an event using the macro on an existing page
Maybe the page where you want to place your event already exists. In this case, simply open the macro browser and select the "Event" macro.
Editing the macro, you fill out all the details as described above.
Put several events on a single page
If you place several event macros onto one page, it is advisable to fill out the optional event title, so people know what exactly the event will be about. For example, you could place three parts of a workshop as single events on a page and call them part 1, part 2 and part 3.
Additional Event Data and Options
| Event Data / Option | Description |
|---|---|
| Event title | If filled within the blueprint wizard, this will be the title of the event page. If filled within the macro on an existing Confluence page, it will provide an additional title for this specific event, which is important if you place more than one event macro onto your page. If left blank, the page title will be considered the event title like in previous versions of this add-on. |
| Date | This is the date of your event in the format YYYY-MM-DD (e.g., 2015-03-31). Click inside the field to get a date picker (does not work in all browsers). Leave blank to create an event that won't show up in a list of events. This is useful for creating a waiting list for another event you placed on the same page. |
| Location | The location of your event. If you want to provide additional information about how to get there, or a map, you can put those onto the event page, outside of the macro. |
| Start date, start time and end time | The date and time when your event starts and ends in the format HH:SS (e.g., 09:30 or 14:30). We integrated an awesome timepicker to support and simplify the configuration here. |
New in 1.9: | The date up to which your events lasts. This can differ from the start date. |
| Categories | Choose one of the provided categories. These categories have to be defined by your systems administrator. |
| Max. number of participants | How many users will be able to join your event? A blank field or 0 will lead to unlimited users. |
| Compact participant list / Detailed participant list | Choose the compact list to see only the first three participants and the rest will be shown after a click onto the "Show more" button or the number besides the participants. |
| Hide participant list | If checked, users without editing permissions on this page won't see the participant list. If they sign in, they will see themselves, but nobody else. Users who have editing permissions on the page will still see all participants. |
| Hide number of participants | If checked, users without editing permissions on this page won't see the number of participants. Users who have editing permissions on the page will still see the number. |
| Everybody is allowed to sign in/out everybody | If selected, every user is allowed to sign in and out. |
| Users are only allowed to sign in/off themselves | If selected, users without editing permissions on this page cannot add other participants. Instead they can send out an invitation email to other users, who can then sign in themselves. Users who have editing permissions on the page will still be able to add others. |
Delete an event
There are two ways to delete an event. First, you can simply delete the event macro from a page. The event will be deleted permanently, participants cannot be restored, but the page itself will still be there. The event won't show up in an event list anymore.
Second, you can delete a whole event page including all the event macros on the page. The event(s) won't show up in an event list anymore. But if you accidentally deleted the page, you might be able to get it back and all the events and participants with it, by restoring the page from Confluence trash. Once the page is deleted from the trash bin, though, the events will be deleted permanently.
Detailled calendar view
You can view all events in a detailled calendar.
You have a dedicated "Events" button in your Confluence navigation to view all Events in your Confluence for wich you have viewing access.
Calendar macro: Use the calendar anywhere
Customize your calendar macro for your personal spaces or specific categories.
The Calender macro scales responsively with the page layout. A more compact view is used in the smallest section.
To show all created events in a nice calendar, simply put this event calendar macro on any Confluence page. By default it shows all events from all spaces. Users will only see events of spaces for which they have view permissions. Each event is automatically linked to its event page.
The macro comes with two options:
| Option | Description |
|---|---|
| From these spaces only | Enter one or more spaces you want to show events from. You could use this to show all the events from a space on the respective space homepage. |
| Categories | Choose the categories you want to filter the events for. |
Show a list of upcoming events
To show a list of upcoming events on a page or your dashboard, you can use the event list macro. By default it shows all future events from all spaces. Of course users will only see events from spaces for which they have view permissions. Each event is automatically linked to its event page.
The macro comes with two options:
| Option | Description |
|---|---|
| Event space | Enter one or more spaces you want to show events from. You could use this to show all the events from a space on the respective space homepage. |
| Max. number of events to be shown | Enter a number to limit the list of events to a certain amount. This comes in handy especially if you have a lot of events in your Confluence. |
| Categories | Choose the categories you want to filter the events for. |
At this point there is no option to show past events in list form. But the event page will remain unchanged after the date of the event has passed. 
Please note: Events that are created with the Easy Events RSVP Plugin in version 1.2 and lower will not be displayed by the Event List Macro.
View the event details
On the event page, all the details are shown along above a participant list. Please note how the short description is embedded in this info box: You don't want this description to be too long, even though there's no character limit.
If you place several event macros on one page, it's best to arrange them in columns, because participants will be listed below the event details.
NEW SINCE EASY EVENTS RSVP 1.10
Sometimes you may want to use informations about the events participants outside of Confluence. Maybe you want to work with that data in other applications like Excel, maybe you need a attendance sheet where all participants have to sign. With Easy Events 1.10 you can do all that. Just use the new export function right next to the participants number in the event details.
The resulting CSV file contains the fullname, email, phone, department and position of each participant provided that the data contained in the users profile.
Compact participant list
Select compact view in the macro configuration
Choose the compact list to see only the first three participants. The remaining attendees will be shown after a click onto the "Show more" button or the number besides the participants.
Please note: Users who have editing permissions on the page will still see all participants. Regardless of the "Hide participant list" option.
Signing in to events
Signing in yourself to an event
Simply click the "Sign me in" button and you will be added to the event. You will be listed as participant below the event details. If the creator of the event chose to hide the participant list, and you don't have editing permissions on this page, you will see only yourself as participant, even if there are others signed in.
Sign someone else in to an event
If you want to add other users to an event, please click on "Sign in others". A small dialog will appear and offer an input field for the username.
Invite someone else to an event
If the creator of an event permitted users to only sign in themselves, not others, you are given the option to invite others instead. Simply enter the username and click the "Invite" button. An email will be sent to the invited person containing a link to the event page.
Please note that if you have edit permissions for the event page, you'll still be able to add other users directly.
Signing off of events
As soon as you are listed as participant, you can sign off again. To do that, click either on the button "Sign me off" or on the small x icon to the right of your name.
If the creator of an event permitted users to only sign in themselves, not others, this applies to signing off others as well. If you have edit permissions for the event page, you can always sign off others from the event.
Notifications
Easy Events RSVP automatically sends out various notifications:
You'll receive an email containing the event details and an .ics file
- when you or someone else signs you in to an event
- if an event you are a participant of is changed (e.g. new location, different time and date)
- if you or another user signs you off from an event.
You'll receive a notification in your Confluence workbox if another user adds or removes you from an event.
In addition, you'll automatically watch the event page as soon as you are a participant, so you'll be notified of changes to the page by Confluence.
Import the event into your calendar
All emails containing event data and an .ics file will be interpreted as event notifications by common email readers like Google Mail or MS Outlook. They'll automatically add, change or remove an entry in your calendar application.
You can also download the .ics file manually by clicking on the small calendar icon within the event details and import this into your calendar application.
Want to see a demo?
Visit http://seibert.biz/easyevents for more info.