Accessing the Online Event Form Stepping Through the Event Form

Accessing the Online Event Form

Locating the form:

To start, visit the 25 Live website at: https://23live.collegenet.com/pro/linfield

• Next, log in with your CatNet credentials.

• On the right-hand side of the screen, in the blue menu bar at the top of the page, select

“Event Form” -

Image: Use the Event Form link in the top navigation bar to start creating an event.

Stepping Through the Event Form

Enter Basic Information:

This is where you’ll add basic information pertaining to the “what” and the “who” of the

event.

• Event Name: Enter the name / title of your event.

• Event Title for Published Calendars: This is an optional area where you can enter an

alternative title if you’d like it to be displayed differently for public calendars – for example, if

your event’s internal title is more clinical than the public / marketed “fun” title. Feel free to

leave this blank.

• Event Type: Use the drop-down menu to select the category event, such as Conference or

Meeting.

• Primary Organization for this Event: Click “Search Organizations” to open a search

window where you can type to search for your organization. The most common organizations

are “Nursing,” Portland Student Life,” “LEA,” and “ASLCPC.” The search menu should start

populating results before you’ve finished typing. If you’d like to add an additional

organization, please select “Edit” in the option just below titled Additional Organizations.

2. Enter Attendance Information and Description

• Expected Head Count: Due to Covid, it’s important to list as close to an accurate headcount

– including yourself, if you’re to be attending – as possible. This will determine which spaces

will be available to reserve in the coming steps, and will ensure we are keeping safe.

• Event Description: In this area you may leave a brief overview of your event, which will

appear on web calendars if you then publish the event.

Image: The Event Description field allows you to format text with a variety of options.

Tip: Use the Left Side Navigation to Move Around - The Event Form features convenient side

navigation to the left of the sections and fields:

Image: Use the navigation along the left side of the screen to move between sections of the Event Form.

3. Enter Information About Your Event’s First Occurrence

Specify the date and times of the first occurrence of the event. If your event occurs

on multiple days, you’ll describe how it repeats in the next section.

Image: The date and time fields will automatically show choices to pick from.

If your event is occurring over a period of several days, but isn’t set to repeat on a

recurring basis, you have the option to create a single occurrence of a multi-day

event by using the checkbox labelled “This event begins and ends on the same

day.” When the box is unchecked, you can choose an End Date, however, be

aware that if this is a repeating event, every subsequent occurrence will have the

same multi-day duration.

Image: Use the Additional Time section to add extra time to events.

Tip: Added Additional Time Is Indicated By the Icon

• Additional Time

o When editing an event, before you use the arrow icon to expand the Additional Time

section, you can see if any additional time has already been saved for the event by

looking at the bookmark icon ( ) to see if its filled in:

Image: Additional Time added is indicated by the icon next to the section title.

o If the event requires Setup/Pre-Event and/or Post-Event/Takedown time, fill in times

for the number of days, hours, or minutes needed. The Event Form displays the

Event Duration as well as the total Reservation Duration if you add additional time.

o Note: System configuration and security determine whether you can use Setup, Pre-

Event, Post-Event, and Takedown times for events. Ask your 25Live administrator if

you're unable to perform functions you think should be available to you.

4. Optional: Set Your Event to Repeat

If your event has more than one occurrence, select how the event repeats in this

section. 25Live allows you to create repeating events defined as either ad

hoc/random dates or as a pattern (daily, weekly, monthly).

• Tap or click on dates on the calendar to create random (or ad hoc) repeat occurrences

• You can also add additional, random dates after selecting and defining a pattern

• Or use the Repeating Pattern button to select the pattern type (including ad hoc dates) and

complete its options, then use the Select Pattern button to save your choices:

Image: Choosing the repeat pattern for your event determines additional options.

• If you need to remove all repeat occurrences, use the Repeating Pattern button then

choose Does Not Repeat.

5. Select Location(s)

Tip: Location and Resource Section Can Collapse - To help you view information more

efficiently, you can expand or collapse the Location and Resource sections.

• You can choose whether to Auto-Load Starred searches or not. It's often easier to start with

a Saved Search, or you can perform a search for suitable locations by location name.

• All users have the ability to use the Saved Search.

• If you do not want to use a Saved Search, users can type in the Search Locations box using

the room or building name to find the preferred location:

• If performing a keyword search, use the More Options dropdown to add additional search

parameters, such as Categories, Features, Layouts, and Capacity

• Check the Hide Locations with Conflicts or Enforce Headcount boxes to narrow results

• These options are checked by default and will remember your setting to check or

uncheck them

• As you search, 25Live checks for the availability of location(s) at your specified dates/times.

• Tip: If You Don't See Your Desired Location - The location may have an assignment

window configured for it that enforces a specific period of time before which you must

request a location ahead. (Linfield uses a 3 day assignment window – i.e. – If you want to

host an event on Friday, the reservation must be completed by Monday that week.)

• Use the Conflict Details link to view more information about location conflicts

• The links on location names allow you to view location details

• Tip: The Event Form Can Search By Capacity - The Default Capacity field is now primarily

displayed in the Event Form location search results and can be used when enforcing

headcount in order to make it more useful when searching for socially distanced layouts and

locations.

• Use the Reserve (or Request) button to make selections. You may choose one or more

available locations for your event. A selected location appears as a pending assignment in

event details and in the location availability grid until you save the event.

Location Occurrence Editing

25Live allows you to adjust settings per occurrence for each requested or reserved

location. After adding a location, the reserved/requested item appears below the

search (which you can collapse). For events with a single occurrence, location

details can be edited directly on the tile. For events with multiple occurrences, use

the View Occurrences link to add instructions, specify layouts, and additional

options.

Image: There is a View Occurrences button on every requested/reserved location block.

Image: Settings for location per occurrence.

6. Select Resource(s)

You can choose whether to Auto-Load Starred searches or not. It's often easier to

start with a Saved Search, or you can perform a search for suitable resources by

name.

• Linfield utilizes Resources to populate our Event Calendars. How do I add my event to the

Linfield Ahead and campus Events Calendars?

• There are currently a couple calendars serving different purposes. The campus-

related calendars publish to our website, while the Linfield Ahead calendar feeds to

our twice-weekly internal e-newsletter, Linfield Ahead. It's important your event

reaches both!

• In the Resources Search section, search “Linfield Ahead” and “Calendar -

McMinnville Campus” or “Calendar - Portland Campus” in the Search Resources field

and add them in order to be included in both places. Searching the word “calendar”

within the resources section will give you a full list of calendaring options.

• If performing a keyword search, use the More Options dropdown to add additional search

parameters, such as Categories

• As you search for them, 25Live checks automatically for the availability of the resource(s) at

your specified dates/times

• Use the Conflict Details link to view more information about resource conflicts

• The search may not be available if your administrator(s) have limited the resource choices

based on the selected location(s) or other criteria

• Columns are also displayed for Stock Total and Availability

• The links on resource names allow you to view resource details

Image: Extra information about resources is shown in columns.

• Use the Reserve (or Request) button to make selections. You may choose one or more

available resources for your event.

Resource Occurrence Editing

25Live allows you to adjust settings per occurrence for each requested or reserved

resource. After adding a resource, the reserved/requested item appears below the

search (which you can collapse).

• For events with a single occurrence, resource details can be edited directly on the tile.

• For events with multiple occurrences, use the View Occurrences link in the resource block

below to add instructions, adjust the quantity, and change occurrence information.

• A selected resource appears as a pending assignment in event details and in the resource

availability grid until you save the event.

Image: There is a View Occurrences button on every requested/reserved resource block.

Image: Settings for resources per occurrence.

7. Attach File(s)

Linfield has configured and allowed file attachments for events, use the Choose

File button to optionally attach one or more files.

• You can attach up to 5 files

• Files may not exceed 25MB

• Allowed file types:

• PDF, TXT, RTF, JPG, JPEG, PNG, GIF,

DOC, DOCX, XSL, XSLX, CSV, MSG

You may also use this section to remove previously attached files from the event.

8. Terms and Conditions Agreement

Before saving your event request, you’ll need to confirm that you’ve read,

understand, and agree with Linfield College’s Policies & Procedures, which are

available as a link in this section of the form. To confirm, click the checkbox next

to “I Agree” in order to proceed with saving your reservation.

9. Select A Post-Save Action

As a last action prior to saving your event and officially submitting a request, you

have the option for next steps following the save. Your options are:

• Go to the Event Details Page (where you can add or edit information regarding your event

such as requester name, further requirements, further comments, etc).

• Create Another Related Event

• Create a Related Copy of this Event

• Continue Editing Event

• Create Another Event

10. Now click Save!

• The Cancel Button Will Not Save Changes

• The Cancel button is always available at the bottom of the Event Form

alongside Preview and Save, but be aware that using Cancel will not save any completed

fields or changes.

11. Select Contacts

After saving your event, if you have selected Go To Event Details, you will see a

further series of options, including Contact Roles. Here you can select the

contacts associated with the event using the dropdown menus:

Image: You can change existing contacts in roles, remove unneeded contacts, or create new contacts.

To search, enter a few letters of the contact’s name, and select it when the full

name displays. Contact fields for other roles defined for this event type may also be

displayed. If a contact is no longer needed, use the Remove link.

You can also add a new contact by using the Create button.

12. Complete Categories, Requirements, Calendars, Comments, and

Notes

• Categories: Select the categories the event belongs to. Categories help other users find

events when searching and can determine if your event displays on web calendars

• Categories can be inherited from a folder in your event structure

• Requirements: Use the toggle to add pertinent requirements, such as a liquor license or a

contract, and add comments or quantity information as needed

• Comments and Notes: Enter appropriate comments and/or notes for the event and keep

important information at the top

• Event Comments can be seen by most users

• Confirmation Notes are shown in Confirmation Reports

• Internal Notes can be seen only by people who are event contacts, like Requestor

and Scheduler

Image: Sections and fields for Categories, Requirements, Calendars,

and Comments depend on how your 25Live instance is configured.

Comment and Notes Fields are Limited - Comment and notes fields are limited to

approximately 32,000 characters. To prevent truncated text:

• Summarize email conversations rather than copying entire email threads into

comment fields

• Limit or omit long HTML code insertions

13. Choose an Event State

Choose the appropriate state of your event. This gives you the option to set your

chosen event state as your default for creating new events.

• You may be required to save your event as a Draft, in which case any locations

and/or resources you’ve requested will be saved as preferences, not assignments

• Tentative and Confirmed events can have assigned locations and resources

• The Denied, Cancelled, and Sealed event states are not available for new events

and cannot be set as your default event state

• If you're the event Scheduler or Requestor and you're able to save your event in a

Tentative or Confirmed state, you become the event owner, with the right

to edit, copy, or delete the event (unless a senior scheduler takes ownership of the

event).

14. Select a Heading

If your 25Live instance is set up to require it, you will need to choose the

appropriate heading for your event. The heading determines the context for event

storage (the cabinets and folders set up by administrators) and the access rights to

the event by various 25Live security groups.

• If you select “I Don’t Know,” your event will be saved as a Draft, and location and resource

assignments will be removed but saved as preferences until the Draft state is changed.

Image: Example of heading choices. The options will differ in your 25Live instance.

Tip: Preview Your Event - The Preview button is available to see a summary of your event

at any time, except during saving. The preview also allows you to jump to different Event

Form sections to edit information and settings.

Additional Tips

• When you submit an event with a location or resource that you don't have permission to

assign, the Event Preferences area in the Occurrences area of the event details view lets

you know that the assignment has been saved as a preference and an assignment task

request has been issued for the item.

• When you save an event in the Draft state, any location or resource assignments are saved

as event preferences only. The locations or resources themselves are released for other

assignments.

• The event reference number is displayed when the event is saved. You can use this later to

quickly find the event.