UT Foundation Policies

EFFECTIVE: 10/26/2018 · REVISED: 5/18/2022

Audience: Event Admin

General Purpose

An Event admin can create a paid or free event using an existing template that contains standard form fields. Minor updates can be made to the form, and the event landing page and associated confirmation emails can be configured.

Jump ahead to any section—

Create Event from TemplateSet Registration Dates, GuestsEdit Event Preview

Delete/Add FieldUpdate FeesUpdate Finish Page, Confirmation Emails

Verify FormConfigure Payment GatewayChange Display SettingsPaid Event with Donation

---

Accessing

Log into Encompass at your site below. If you’re unsure of the email address associated with your login, email [email protected].

alumni.tennessee.edu/loginalumni.utc.edu/loginalumni.utk.edu/loginalumni.utsouthern.edu/login

advanceutia.tennessee.edu/loginalumni.uthsc.edu/loginalumni.utm.edu/login

Hover over Events on the top menu and select Events Home.

---

Create Event from Template

Click the Create New Event button.

1. Enter Event Name.
2. Select Event Listing(s). This dictates if and where an event displays on the website. Note: Choose Event No Display while building the registration so it isn’t public.
3. Enter Custom URL (if needed).
4. Click to enable Identity Checkpoint.
5. Click to enable Pre-populate user profile data from return link.
6. Enter event Start/End Date.
7. Click Advanced Settings to set time zone.
8. Upload an image. Optional depending on web template.
9. Select the radio button Use an existing event template.

Note: The radio button is easy to overlook. It’s located above the Detail Page Layout dropdown menu.

Choose the appropriate existing event template from the grid by clicking the lightning bolt icon.

• Free Event: No commerce. Completion of form results in registration.
• Paid Event: Fee-driven. Registrant must pay registration fee in order to register. If a portion of the event cost includes a donation, refer to these additional steps.
• Simple RSVP: Required checkbox for attendance to capture regrets. No commerce.

After clicking the Clone button, you will be taken to the event in Build Form Mode.

---

Set Registration Dates, Guest Allowances, Registration Limit

From the event build screen, click Content Properties. You will now see the pop-up Events – Create Event. Update the following fields, as needed:

1. Registration Settings: Enter a start and end date for when users are able to register. Note: The start date begins at 12:01a.m. CT and the end date ends at 11:59 p.m. CT.
2. Guests: Check the box to allow registrants to bring guests. Uncheck the box if guests are not allowed.
3. Registration limits across all registrants: (Optional) Set a limit on the number of people who can register.
4. Registration limit per registrant: (Optional) Set a limit on the number of guests an individual can register. For example, if the limit is four, the member can only register himself and three guests for the event.

Click Save. You will now see the pop-up Event – Event Center Content. Click Next to be taken back to the form or follow the instructions below to update the event text.

---

Edit Event Preview and Event Description

From the event build screen, click Content Properties (pencil icon). You will see the pop-up Events – Create Event. Click Save to advance to next screen called Event – Event Center Content. Update the following areas:

• Event Preview: Enter a short event description. This will appear on the events calendar page.
• Event Description: Enter Event Description for the event detail page. Refer to sample HTML or existing event pages for formatting examples.

Complete the Contact and Location text boxes if you are using a Mobile Event Detail Page Layout. Most landing pages aren’t configured to display those entries by default.

Click Next when you are finished. You will be taken back to the event form. To preview your event detail page, click View Content. You can continue to make edits on the event detail page.

---

Deleting and Adding Fields

You may remove fields if they are not needed by hovering over the right side of the field and clicking the X. If you need to add a field, contact [email protected].

---

Updating Registration Fee for Paid Event

If this is a paid event, you can edit the existing registration field to reflect the appropriate price(s). You do not need to add a new field.

1. Hover over the right side of the Registration Fee field and click Edit (pencil icon).
2. Update display name, if needed
3. Click Next
4. Click the gear icon beside Admission and select Edit
5. Update the Price field and click Save
6. Click Finish. Note: You can set an overall limit to the number of commerce items that can be purchased.

To add an additional commerce item, use the following steps:

1. Hover over the right side of the Registration Fee field and click Edit (pencil icon).
2. Update display name, if needed
3. Click Next
4. Click Add Price/ Fee
5. Enter Label
6. Set Price
7. Click Save
8. Click Finish

If guests are not allowed, remove the instructional text from the Registration category. This is noted in all caps.

1. On the Registration header, click Manage Category and select Category Settings
2. Click the HTML tab and delete the entire paragraph tag <p>You will have…</p>
3. Click Save

---

Update Finish Page, Member & Admin Confirmation Emails

Always edit/update three areas under the Manage Form dropdown.

• Finish Page: What registrants see after submitting form. Default language provided.
• Member Confirmation Email: Email sent to registrants upon completing registration. We suggesting including event details, reminders, parking/attire info, contact, etc. To edit, click the HTML tab and update text between the tags starting with “You have registered for…”

Note: Using the Document Manager (Link to PDF) in Confirmation Emails

When you insert a PDF into a confirmation email using the Document Manager, it defaults to an abbreviated URL, like /s/1341/images/editor_documents/yakitori_recipe.pdf, rather than the full URL https://alumni.tennessee.edu/s/1341/images/editor_documents/yakitori_recipe.pdf. This causes the link to appear broken for recipients. Follow these steps to ensure the full URL is inserted.

1. Place your cursor in the text where you would like to insert the link. Do not highlight text.
2. Click Document Manager on the editor toolbar.
3. Upload the file you wish to link. The filename will display as the Link Text.
4. To customize the Link Text, overwrite the filename with the text you’d like linked in the email. Click Insert.
5. Right click the hyperlink in the email and select Properties.
6. Add the corresponding alumni website prefix to the URL field before the “/s/1341/images/editor_documents/” ie.) https://alumni.tennessee.edu, https://alumni.uthsc.edu, http://alumni.utc.edu. etc.

• Admin Confirmation Email: Email sent to admins when someone registers. Email populates complete registration information with token [Form No Blanks] and any commerce data via [Commerce Form Data]. Update the subject line to include the event name. This email can be sent to non-Encompass admins but they must have a UTFI confidentiality waiver on file. Email [email protected] for more information.

---

Verify Form

When you have completed all of your edits, click the link to verify your form. This is located in the dialogue box with the stop sign at the top of the form.

After verifying, be sure to test your form in a browser where you are not logged into Encompass. Make necessary changes.

---

Configure Payment Gateway for Paid Event

If it is a paid event, contact Kate Brimer ([email protected]) to configure the payment gateway before the event goes live. Do not promote the event until you have a green light from the Online Engagement Team.

---

Change Display Settings

Once your event has been reviewed, approved, and the payment gateway is set up, change the display settings of your event, if needed.

Click Content Properties. To make event appear on both the homepage and the full events calendar listing page, multi-select Event Homepage Listing and Event Listing. You can select Chapter listings, too. If event is private or limited to a select group, keep Events-No Display selected.

---

Setting Up a Paid Event with Donation

If a portion of the event cost includes a donation, follow the steps below. Please allow for 2 business days to receive confirmation from the Online Engagement Team. Do not promote the event until you receive confirmation.

1. Request an appeal code.
2. Build the paid event in Encompass following the steps above.
3. Submit a setup request to Kate Brimer ([email protected]) with the following information:
   • Name of the event in Encompass
   • Event ID in Encompass – numerals only ex. 34279
   • Registration start date
   • Registration end date
   • Breakdown of cost and gift split ie. Cost: $75 ($35 cost/$40 donation)
   • The account/allocation code to which the gift will be deposited
   • The account/allocation code to which the non-gift portion will be deposited
   • Appeal code

Note: Make note on the event landing page and under the registration field on the form that a portion of the registration price is a non-refundable, tax deductible donation to a specific fund ie. “Please note: $25 of each registration is a non-refundable, tax-deductible donation to the Memphis Alumni Chapter Scholarship Endowment.”

Copy and paste: Please note: $X of each registration is a non-refundable, tax-deductible donation to the XXXXXXXXX Fund.

---