Jive Events Extension User's Guide

Version 2

    Overview

     

    The Jive Events Extension allows members of a community to schedule, discover and attend events in a social setting.  An event planner can set dates, times, locations, and other information about an event, and can invite users to get the word out.  Planners can also determine exactly who can see or attend an event with access levels.  Community members can let others know whether or not they plan on attending an event, with classic Yes, No and Maybe responses.

     

    Events exist in the community just like any other content type, such as documents or discussions, and can be created in Spaces, Social Groups, Projects, or your own personal container.  Events show up in your activity stream, are searchable, taggable, and visible throughout the community.

     

    This document will cover the functionality unique to Events, including creating, viewing, attending, etc.  It will not cover behavior exhibited by other Jive content types, such as search, tagging, commenting, etc.

     

    Creating an Event

     

    An event can be created by either clicking the Create an event link in the Actions Widget for a place, or by selecting Event from the Create menu in the community header, and choosing a place for the event.

     

    Screen Shot 2012-04-12 at 11.34.11 AM.png

    Screen Shot 2012-04-12 at 12.51.30 PM.png

    An event must have a name, as well as start and end dates/times.  Other fields can be made to be required by a system administrator, but at its core, an event is just a name and some dates.

     

    Start/End Date/Time

    You must specify values for all four fields here.  The start date and time, together must be before the end date and time.  An event can be created for any date and time (including in the past) or duration, as long as the start time is before the end time.

     

    By default, the start time will be on the next hour, and the duration one hour.  As you change the dates around, you'll notice that the event duration is maintained.  For example, if, as in the screen shot above, an event is scheduled to start on a particular day at noon, and end at 2:00pm, and the start time is moved to 1:00pm, the end time will be changed, as well, to respect the two-hour duration, to 3:00pm.

     

    The time zone displayed next to the Start/End Time fields is determined by the time zone you have selected in your user preferences.  If you have not selected a time zone in you preferences, the system default time zone will be used instead.  It should be noted that, while a time zone is displayed when you are creating or editing an event, the time zone is not saved for the event.  Instead the start and end times are stored as a point in time, and are displayed according to the viewer's selected time zone.  This means that, if an event is created, as in the screen shot above, to begin at 12:00pm PDT, a user who has chosen the Eastern Time Zone in their user preferences would see the start time as 3:00 EDT.  The displayed time zone will also change according to the selected time zone's rules, switching between PST and PDT.

     

    Event Type

    The Event Type field allows you to better categorize the event by selecting from a set of pre-defined types.  This list is configurable.  Contact your administrator to have new event types added to the system.  This field is purely metadata at this point.  In the future, Event Type will act as a means for filtering and color-coding events.

     

    Event Organizers and Contacts

    The creator of an event has the ability to designate other users as organizers.  Organizers have many of the same rights as event owners in that they are able to edit (but not delete) the event and invite other users.  Multiple users can be added as organizers by simply typing a name in the text box and selecting the appropriate user from the auto complete list.  If the user you're looking for doesn't come up, you can click the Select People link to bring up the User Picker and search for the user(s).  A user can be removed from the organizer list by clicking the Remove link next the user's name.  Note that, while the Remove link displays next to the event owner's name, the event owner cannot be removed from the organizer list.

     

    Event Visibility & Attendance Policy

    While events will always respect the visibility rules of their container, an event owner can further restrict those rules to determine who can see and attend the event by selecting a visibility/attendance policy for the event.

     

    Open:  Open events are visible to anyone who is allowed to see events in the current place.  Any user who can see the event can choose to attend it.

    Closed:  A closed event, while visible to anyone who is allowed to see events in the event's place, can only be attended by those who are invited by the owner or organizers.

    Private:  A private event is only visible to its owner, its organizers, and its invitees.  You cannot attend a private event unless you are invited to it.

     

    Regardless of the policy type selected, an event owner can place an attendance cap on the event.  This will prevent overcrowding of the event by disallowing any users from attending the event once the cap has reached.

     

     

    Viewing an Event

     

    When a user views an event, they will see the details provided by the event's creator when the event was created or last edited.  This includes the date and time, in the viewer's time zone, the event description, location, and contact information.  The user will also be able to act on the event in various ways, depending on who the user is.

     

    Screen Shot 2012-04-12 at 1.10.24 PM.png

     

    Edit event

    Only the event creator, event organizers, and administrators will see this option.  Clicking the link will take the user to the Edit Event page, which is nearly identical to the Create Event page.

     

    Invite others

    An event's creator and organizers are permitted to invite other users to attend the event.  This can be done up to the event's end time, after which the link will no longer be visible.  Clicking the link will bring up the invitation lightbox, where you can choose which users to invite to the event.  Once the invitations are processed and sent, the invited users will show up in the Awaiting Response section.

     

    Screen Shot 2012-04-12 at 1.23.23 PM.png

     

    Export attendees

    This link is visible only to an event's creator, organizers and administrators of the event's place.  It will compile data about an event's attendees in a CSV file that can be downloaded by the user.  If desired, the user performing the export can select additional profile data to include in the export file.  A user's display name and attendee status will be included in all reports.  For privacy reasons, a user's email address is never included in this report.

     

    Screen Shot 2012-04-12 at 1.25.58 PM.png

     

    Cancel event

    Only the event's owner, or a place administrator, is able to cancel the event.  This will delete the event and any invitations that have been sent.

     

    Move event

    This link will be available only to the event's owner and a place administrator.  The event owner will need to have content creation rights to the place to where the event is being moved.

     

    Add to featured content

    A place administrator is allowed to add an event to the place's featured content widget.  This link will not be available to the event's owner, unless they are also an administrator for the place the event resides.  This link will also not be displayed for anyone if the event is located within a user's profile container.

     

    Add to calendar

    This link will be available to any user who can view the event.  Clicking the link will initiate the download of an iCalendar file with the name of <event name>.ics.

     

    Attendance Section

    The attendance section of the event summarizes which users are attending the event, also capturing who has explicitly declined, who has tentatively accepted, and who has not yet responded to an invitation to the event.  If a user is able to attend the event being viewed, they will be able to click their attendance status to modify it.

     

    Screen Shot 2012-04-12 at 2.16.40 PM.png

    Selecting a new attendance status will cause the attendance summary to be updated immediately.  Note that the attendance status summary sections will only show the five most recent people to select a particular response.  If more than five people have selected a response, a See all link will appear, which, which clicked, will display a scrollable lightbox containing all users who have selected that attendance status.

     

    There are some circumstances under which a user who would normally be able to RSVP to an event, will not be permitted to do so.  These reasons include:

    • The event has ended.  Once the end time has passed, RSVPing to the event will not be permitted.
    • The event is at capacity.  If an attendance cap has been specified, once the number of Yes replies has reached that number, RSVPing to the event will not be permitted.
    • The event is closed.  While a user may be able to see the event, the attendance policy may dictate that an invitation is required in order to RSVP.  In this case, RSVP will be disabled.


    Event Invitations

     

    Action Alerts

    If you are invited to an event, the event invitation will show up in your Action Alerts tab.  From here, you can choose the appropriate response, or simply dismiss the invitation.  You do not have to RSVP from here.  You can always do it later from the event's detail screen.  The event will also show up in your Profile Calendar.

     

    Screen Shot 2012-04-12 at 2.34.55 PM.png

     

    iCalendar

    You will also receive event invitations as iCal-embedded emails if the following conditions are true:

    • Your administrator has properly configured the Advanced Email feature for your Jive installation
    • You have selected to receive emails for your Action Alert notifications

     

    You can then reply to the event invitation (Yes, No, Maybe) from your iCal-compatible email client (such as Outlook).  As a result, your iCal calendar will contain the Jive event, and the event within Jive will reflect your RSVP.

     

    Event Updates

     

    Once you have RSVP'd with either Yes or Maybe to an event, any updates to the event will be displayed in your Notifications tab in your What Matters Actions Queue.  Similar to invitations, if the Advanced Email feature has been configured for your installation, and you have elected in your user preferences to receive emails for your Notifications, you will receive an iCal update email that will update your calendar.  Additionally delete notifications will be sent as emails in order to remove them from your iCal calendar.

     

    Event Calendars

     

    Event calendars are prominent throughout a community where the Events Extension is installed, and are displayed in three distinct areas:

     

    User Profile

    The Profile Calendar exists as a tab entitled "Calendar" on the user profile page.  It's also easily accessible using the calendar button in the header.

    Screen Shot 2012-04-12 at 9.01.06 PM.png

    Note:  In 6.0, this link exists in the user, satellite menu.

    Screen Shot 2012-11-07 at 10.17.31 AM.png

    The Profile Calendar will display different events, depending up on who's viewing it.  If you're viewing your own Profile Calendar, you will see events you have created, are attending (RSVP of Yes and Maybe), or have been invited to.  When viewing another user's Profile Calendar, you will see events they have created or are attending (Yes and Maybe).  You will not see events they have been invited to.  It is also important to note that you will not see events that you would not normally be able to see, such as events in a private group, or a private event.

     

    Places

    Every place, if events are enabled for that place, will have a Calendar tab.  This includes spaces, social groups and projects.  A place's calendar will show all visible projects that reside in that place.

     

    Widgets

    The Event Calendar Widget can be placed on the widgetized Overview tab of any place.  The widget can be configured to show events from that place, or any other place in the system, including a roll up of events from subspaces.  This offers a more flexible way to surface events to users who visit a place, as it brings it to their attention right away.

     

    Calendar UI

    The calendar displays each event for the date(s) on which it occurs.  Events that are scheduled for multiple days will span those days on the calendar, while events that are scheduled for part of the day will display in a time slot below the all-day events.  The calendar itself offers three views:  Month, Week and Day, with the Week and Day views displaying the events in an agenda-style timeline.

     

    Month View

    Screen Shot 2012-04-13 at 12.56.20 PM.png

     

    Week View

    Screen Shot 2012-04-13 at 12.55.53 PM.png

     

    Day View

    Screen Shot 2012-04-13 at 12.56.38 PM.png

     

    If you have edit rights to an event, you can reschedule it right from the calendar.  Events can be moved or resized.

     

    When you move an event from within the Month view, the you are given the option to make the event an all-day event.  You can also elect to keep the start and end times the same and just change the day on which the event occurs.  Note that this option is only presented if the event being moved is not already an all-day event.  All-day events will just be moved without prompting.

     

    Screen Shot 2012-04-13 at 1.10.31 PM.png

     

    Resizing a event in the Month view will cause the event to be converted to an all-day event.  For events that are not already all-day events, the user is prompted before the transformation is completed.

     

    Screen Shot 2012-04-13 at 1.10.57 PM.png

     

    Widgets

    The Events Extension offers several widgets that allow for the showcasing of events on the Overview tabs of places within your community.

     

    Event Calendar Widget

    The Event Calendar Widget displays events on a month-by-month basis, within a navigable calendar, and can be displayed on a container front page.  The widget can be customized to display events within a particular container, including subspaces.

     

    Small View:

    The small view will show all events for the current month in a list format, grouped by day.  Clicking on an event will display its details.

    Screen Shot 2012-04-13 at 1.34.08 PM.png

     

    Large View:

    See the Calendar UI section above.

     

    Upcoming Events Widget

    The Upcoming Events Widget will show a configurable number of events that have not yet occurred.  An event will disappear from the widget once it has ended.  Clicking on a listed event will take you to the event's detail page.  The widget can be displayed on container front pages and the system front page.


    Small View:

    Screen Shot 2012-04-13 at 1.37.42 PM.png


    Large View:

    Screen Shot 2012-04-13 at 1.38.46 PM.png


    Event View Widget

    This widget, like the core Document View Widget, exposes a single event by way of a widget.  It exposes most of the information available when viewing the event directly, leaving out some extraneous details, as well as No, Maybe and Awaiting responses.  You can RSVP to the event, if permitted, by clicking the RSVP button at the bottom of the widget.

     

    Screen Shot 2012-04-13 at 1.49.09 PM.png

     

    Tagged Event Widget

    This widget looks just like the Event View Widget, but the event it displays will vary over time.  The widget will display the next event with a specified tag.  Once that event has ended, the next event will be displayed.  This is useful for communities that feature a series of similar events.