It’s easy to schedule and manage your face to face or virtual events using Looop.

This guide will show you how to add both single and recurring type events.

To access, click on Menu and go to Events:

On the Events page, you will see all ‘Upcoming events’ that have been added already and you can then see the ‘Manage events’ option.

When you click ‘Manage events’ you will see the events management page which provides a dashboard of all events whether in draft or published and you can filter via:

  • Upcoming / Past

  • Draft / Open / In-Progress / Closed

  • Tag

  • Search

Creating a new event

In order to create a new event, you will need to click ‘Create a new event’.

You will need to give your event a name and choose whether the event will be Public (accessible to all users) or Private (invite only).

Once the event type is selected, click “Create” and a one-off single event is created by default. This is confirmed by the “Never repeat” shown in the drop-down options.

You can configure the following settings for events:

  • Date of the event (events can run over multiple days)

  • Time of the event

  • Timezone

  • Number of places available

  • Event comments

  • Event facilitator

  • Event tags (creates a tag URL)

  • The location / URL

  • Event description / instructions

**If you are using calendar integrations with Google or Outlook you will have the option to enable a Google Meet or MS Teams link automatically with the event.

The settings applied to the single event will also be applied by default to all events in a recurring series, Start and end date/time will become the start and end date/time of the first event in the series .

Publishing & attendance (single event)

Once you have set up and published your single event you can then

  • wait for people to RSVP (if public)

  • make a private event visible to specific groups or individuals for them to RSVP

  • send specific invitations for both Public and Private events..

Direct invitations WILL ONLY be sent if the ‘send invitation via email’’ option is ticked. If this is not ticked the individuals or groups will not receive a direct invitation and would need to register / RSVP for the event from within Looop. Inviting people to a private event without an invitation sent means the event becomes visible for them.

Creating a custom recurrence

As mentioned previously the settings you add for a single event are the default settings on that event and then become the default settings for any recurring events. Start and end date/time will become the start and end date/time of the first event in the series. So, if needed, you can change the dates/time before setting the recurrence.

By changing the ‘Never repeat’ drop down option you will be able to change this to ‘Create custom recurrence’ and change the single event into a recurring event/series.

By selecting “Create custom recurrence” a pop up will be displayed that allows you to set the recurrence pattern. There are 3 options:

Repeat every day, week or month. You can switch between them using the drop-down options.

By default the week option is displayed. In this option, you are able to set/see:

  • number of weeks repeated

  • specific day (-s) to repeat on (You can pick more than one day)

  • number of occurrences “Ends after…” (this is how many actual events are required)

  • Summary of recurrences (By changing any value (-s) in this form the recurrence pattern is being dynamically recalculated and displayed).

In the example below, this event series will repeat every 5 weeks on a Monday and will end after 5 occurrences which will be the 30th May 2022.

When the day option is selected you can set:

  • number of days repeated

  • number of occurrences “Ends after…” (this is how many actual events are required)

  • Summary of recurrences (By changing any value (-s) in this form the recurrence pattern is being dynamically recalculated and displayed).

In the example below, this event series will repeat every two days and will end after 5 occurrences which will be the 15th December 2021.

When the month option is selected you can set:

  • Number of months to repeat

  • Number of occurrences “Ends after…” (how many actual events are required)

  • Summary of recurrences (By changing any value (-s) in this form the recurrence pattern is being dynamically recalculated and displayed).

In this example the event will repeat every month for 3 events ending on 7th Feb 2022.

By clicking “Done”, Looop will create a recurring series based on the pattern selected. You will be redirected to the series settings form.

Publishing & attendance (recurring series of events)

Once a recurring series has been created, the event organiser is redirected to the initial event settings page. The set recurrence pattern is displayed on the drop-down list.

For recurring events a new option “Type of Attendance” will appear on the right.

It is defaulted to “Attend multiple event occurrences”. Please note that this setting is mandatory for the creation of a recurring series. The selected setting determines the series display for attendees, options of selecting events and the notification of attendees.

You can change the type of attendance at any time before the series is published. Once the series is published, you cannot change the type of attendance as indicated by this tooltip.

When all the information is correct, and you have selected the type of attendance you can publish the event series. When publishing, the system will give a warning that the type of attendance can’t be changed later.

Once the event is published and you are still in edit mode, you will see the headers change to include “Details”, “Occurrences” and “Attendance”

You can still see all the details of the events and the settings under ‘Details’.

Under “Occurrences” you will see the list of events (occurrences) in the series. By clicking on an event you can enter it to edit/view its settings and details.

Under the “Attendance” tab, you can invite attendees in a similar way that you add attendees to a single event.

Please note as with single events, you must send the invitation in order for people / groups to be invited to an event series. If you don’t send the invitation the event (if private) will only be visible to those people you have added to the event.

If you don't send the invitation, the event (if private) will be visible to those people you have added and they will be able to RSVP should they choose to. They will not however receive an invitation to register.

Once you have sent an invitation, user (-s) are shown in the Attendance tab for all event types.

On the tab “Attendance” for a Single event and a series based on “Attend Multiple” you will see the number of invitations sent right after publishing. The attendee who has accepted the invitation will appear under the number of Attending.

On the tab “Attendance” for a series based on “Attend Single” you will only see the invitation sent once the user has accepted it.

Administrator view

Once published and “Exit editing” has been selected you (as full administrator only) can see ALL events whether single or recurring within the events home page.

By clicking on the “Manage Events” option, they will see all events and be able to see whether an event is public or private and if it’s a single event or part of a recurring series. The events below are in progress because they are events that last over a number of weeks (this is not a typical use case).

Under RSVP, the administrators can see who has been invited, who has registered and who has confirmed attendance via RSVP. Once the event or events are completed, there is the option to “Record attendance”, where admins can bulk mark those that attended or those who didn’t.

By clicking on a specific event, you can enter the occurrence and view/edit the details/attendance on that one occurrence. You can also go back to the whole series.

Administrative changes

Technically the process of editing is the same as for the single event. The key difference is the impact of the changes on the reoccurrence pattern and the further states and actions of attendees.

Changes in title, location, description, facilitator, tags do not affect the recurrence pattern. They will also be applied to all events in the series, and you will receive a warning while publishing.

There will be occasions when things change and event dates or times need to be amended AFTER an event has been published and users have RSVP’ed. Changes in the date, time or any field in the recurrence pattern will be also applied to all events in the series. You will receive this warning while publishing.

It will advise that the RSVPs will be cleared (this is the same approach as used in Google events) and the users will need to RSVP again for the new date/time. You can notify users of this change which we strongly recommend.

**If there are calendar integrations in place these events will automatically sync with an end users calendar but if there is no calendar integration in place then this may lead to multiple events showing in a users calendar which would need to be manually removed.

User view

As a general user, you can view all public events within the Events homepage. If you have been invited or you have been given access to any Private events (based on the group you’re in) you will also see those events.

If a user has already registered / RSVP’d for events these events will show on the Looop main home page under upcoming events.

If a user is invited to RSVP to an event - they will receive a notification asking them to accept the invite - this will then bring them into the event for them to accept the invitation.

A user can self-register for a single event or a recurring series of events by the options provided. This does depend on the type of event and its purpose, but the options are there to say ‘Yes to all’ or to individually register for specific events.

A user will then receive invites for the events they register for and the option to add this to their calendar. When a calendar integration is in place, it will be automatically added to the calendar that is synced.

.

Events Recording Attendance / Reporting

As an administrator, attendance can be marked individually or by bulk, once an event has finished and is closed.

Once the attendance has been marked this data would then be updated on a user’s record and can be viewed within analytics under a person’s record

For more granular reporting for a single or a series of events a CSV spreadsheet can be downloaded from either a single event or a series of events.

Did this answer your question?