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Linchpin Events - User Guide 2.0

Create meeting pages with ease and let users RSVP with one click.

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Event hub

The event hub is the heart of Linchpin Events. Here you can view, explore, create and manage all events.

Event overview

In the event hub's overview, you can view and explore all events of your company. The individual event cards inform you about the event's date, participants, location and offer a description box and a picture for an easier understanding of the event's nature.

Tile and list view

You can also change how events are displayed. Simply click on the two icons in the right corner of the event overview to toggle between tile and list view.


Tile and list view

Filters

Looking for something specific? Click the "Additional filters" button to show a special search bar. Here you can search for specific event categories, locations, or browse only through events taking place within a specific time frame.

Simply type in whatever criteria you are looking for and the event hub will refresh automatically to show you relevant events.


Additional event filters

My events

The left sidebar offers a function named "My events". Here you can view all events that you have created. You can apply the same filters here if you wish to find only specific events.



Creating events

Linchpin events allows you to easily create new events directly from the event hub's home page. Every event can be finely adjusted and customized - decide where the event takes place, who the organizer is, who can participate, how many can participate etc. Furthermore, all events can be created and edited independently of Confluence pages.

Create an event

To create an event, you will need to navigate to the event hub and click the "Create event" button in the upper right corner.


Creating an event

Event details

While creating an event, you are always accompanied by a wizard. The wizard will show you which details are necessary for an event (marked with a red asterisk *) and which ones can be submitted optionally. 

Please note: The wizard applies all changes to the event in real-time. The preview always refreshes to show you how your input affects the event. This allows you to work more efficiently.


Required details

First of all, your event needs a name[1] , a start date[2] and an end date[3]. Optionally, you can also mark the event as a full-day event. The next important step is to decide in which space[4] your event should be published.


Optional details

Optional details help users to get a faster and better understanding of the viewed event.

We highly recommend adding a cover image[5] to your event. This way, your event stands out more. And the user browsing through all events can quickly get a first idea of your event. 

Furthermore, adding a location[6] and a description[7] to your event can help the user to gather all important information about it.


We recommend filling out every detail field. This way, the user can understand the event's nature more quickly.

Event options

Now that your event contains all important information about it, it's time to take a look at event options.

Event options take care of the administrative part of the event. It will help you create a functioning event.


Event categories[8] allow users to filter all events and inform them about the event's nature. You can also link an event page[9] (if it exists). The link will redirect users to another confluence page with more detailed information about the event.

Furthermore, you can also define how many participants can sign up for your event[10] or if there should be a max. number if participants at all. You can also decide if you want to hide participants[11] or if everyone should be able to view signed up guests for an event.

And finally, please also define signup options[12] for your event. You can either allow or disallow users to sign up for an event. You can also decide if users should be able to sign up (or sign out) only themselves, or even other participants.




Additional info: Creating events

Here you can find some additional information about event creation. Take a look at the table to understand what exactly individual inputs mean.

Event data / Event optionDescription
Event name / Event title
  • Within the blueprint wizard:
    It will automatically become the title of the event page.

  • Within the macro on an existing Confluence page:
    Provides an additional title for this specific event. It's important to provide this additional title if you add more than one event macro to your page. If left blank, the page title will also become the event title.
Start date, end date

The date and time of your event. Start date defines when your event starts. End date defines when your event ends.

information (i) Hint: Your event can last for several days.


Format: YYYY-MM-DD, HH:MM (e.g. 2019-09-25, 08:30 – 2019-09-27, 10:30)

Location

The location of your event.

If you would like to provide additional information (e.g. a map or directions), please add such information to the event page, outside the macro.

Space

Choose a Confluence space for your event. Your event will only be visible to users with read permissions in said space.

information (i) Hint: You can still insert this event into any page in any space.

ImageChoose a cover image for your event.
DescriptionProvide additional information here. What is your event about? Who is the target group?
Event pageHere you can provide a link to another Confluence page with more detailed information about the event. This field is not necessary.
CategoriesCategories allow users to narrow down their search. You can choose an available category from a dropdown list after you click on the input field. Those categories are usually provided by your system administrator.
Max. number of participantsDefines how many users will be able to participate in the event. For unlimited number of participants, enter "0" or leave the field blank.
Hide participant list

If you check this box, users won't be able to view the participants of an event.

Hide number of participants

If you check this box, users won't be able to see how many participants an event has.

Allow sign up

If activated, users will be able to sign up for the event.

If deactivated, users won't be able to sign up for the event.

Users are allowed to sign up / sign out themselves and other usersIf activated, users will be able to sign up / sign out themselves and other users and guests.
Users are only allowed to sign up / sign out themselvesIf activated, users will be able to sign up / sign out only themselves.

Viewing events

Viewing events should be as intuitive and pleasant as possible. While viewing an event, the event window will stay highlighted while the background fades out. This helps keeping the focus solely on the event.

Tile and list view

You can change how events are displayed. Simply click on one of the two icons in the right corner of the event overview to toggle between tile and list view.


Tile and list view

Viewing event details

Click on the header image to enter the event details overview.

Events without a custom image receive a light gray header. Clicking on the light gray header also opens event details.

This focussed overview informs you about the event's location, duration and participants. In some cases, an event page will be linked here. The overview provides a short description of the event. Furthermore, it allows you to sign up for an event (or sign out if you are already signed up).


Event details

Viewing participants

The event overview also allows you to browse through all participants.

Simply open the "Participants" tab to view all participants of your event. The search bar makes it possible to quickly find specific participants.



Viewing participants

Please note that viewing participants is only possible if the organizer didn't set the participant list to "hidden".


Event page

Some events may contain a link to an event page.

An event page is a page specifically created for the event. Usually it contains a more detailed description of the event. Do you have any questions about the event? Discuss it with other participants and the organizer in the comments.


Event page


To embed the event on its page, add the "event" macro to the page. This allows for a more efficient workflow.

Import the event into you calendar

Import via event details

If you wish to add any particular event to your own calendar, you can always export it.

Click on the "⋯" button in the right corner to open a context menu. From there, you can choose "Add to my calendar" to download an .ics file. You can import this file to a calendar of your choice.

light-on (on) You can also export the participant list. To do so, while in the context menu, click on "Download participant list". You can now download a .csv file with all participants.


Importing an event


Import via email

Additionally, you will receive an email containing the event's .ics file whenever you sign up for an event or someone else signs you up.

All emails containing event data and .ics files are interpreted as event notifications by the common email providers (e.g. Google Mail or MS Outlook). The events should be automatically added to you calendar application.

Alternatively, you can also download the .ics file from the email and import it into a calendar application of your choice.




Signing up for events

There are various ways to sign up for an event (or sign out of it). You can either sign yourself  or others up for an event.

Signing yourself up

Signing up for an event is fairly simple. Just click on the "Sign me up" button. You will be automatically added to the participant list. 

Please note: If the organizer set the participant list to "hidden", you will only see yourself as a participant, even if more colleagues signed in.

Sign up for an eventSigning yourself out

As soon as you are listed as participant, you can sign yourself out again. To do that, simply click on the gray button "Sign me out".


Sign out for an event

Signing others up / out

While in the event overview, you can also manage the participants of an event. To do so, head over to the "Participants" tab.


You can get to the participants tab in two ways:

  1. Click on the event's cover image, then choose the "Participants" tab.
  2. Click on the "" button and choose "Manage participants"

The search bar on the right side allows you to quickly browse through all participants. 


Adding participants

Click on " Add participant" and type in the coworker's or guest's name.


Add other participants


Removing participants

Hover over the participant's name, then click on cross (x) on the right side.


Remove other participants



Deleting events

Deleting an event cannot be undone. Be aware of that when performing this action.

How to delete an event

Click on the "" button next to the event's name. This action will open a context menu.

From here, choose "Delete event". You will have to confirm your choice. Click on "Delete" to confirm the deletion.

Caution

This step is irreversible. Once an event is deleted, you will have to create a new one if you want to "undo" the deletion.

Deleting events



Event calendar

The event calendar is an overview of all events in your Confluence space.

Calendar macro

You can display an event calendar by simply using the calendar macro on your Confluence page.

By default, the event calendar macro will show all events from all spaces and of any category. The individual events will only be shown to users with the needed view permission.

Detailed calendar view:

Detailed calendar view


For example: User ABC only has a view permission for the space "Washington". They will only see events from "Washington", even though there might be more events from other spaces in the calendar.

Customization

You can customize your calendar macro. This way you can ensure that it fits your needs.

Spaces: Enter one or more Confluence spaces of which the events should be displayed in your calendar.

Categories: Choose the event categories which should be displayed in your calendar.

Event calendar macro

Designed to fit everywhere.

The event calendar macro is responsive! Its size will change in relation to available space.


Compact event list

If you want to display a compact list of upcoming events, you can use the macro "event list".


Display a compact event list

Simply put the "event list" macro on your page or dashboard.

By default, all upcoming events from all spaces and of all categories will be displayed. If you want to change this, you can customize this macro.

light-on (on) Please note: Individual users can only see events for which they have a view permission. 

  Please note: At this point, an event list cannot display past events. However, the event page will remain unchanged even after the event passes.

Event calendar vs. event list

Warning!

Events created with "Easy Events RSVP Plugin" in version 1.2 and lower will not be displayed by the "Event List" macro.

Customizing the event list

You can always customize the displayed events in your list. Currently, there are three options for customizing the event list macro. To see the preview of your changes, press " Refresh" after every change you made.

Event space

Here you can input the spaces from which the events should be displayed. Leaving this field blank will display events from all spaces.

Event categories

Here you can choose to display only events of specific categories. For example, you could create a list with only "customer events" or with only "coaching" events etc. Leaving this field blank will display events of all categories.

Max. number of events to be shown

By default, a maximum of 15 events will be displayed in a list. If you wish to limit your list, simply put your desired number in.


Customize your event list macro



Notifications

Linchpin Events will notify you via email and Confluence notifications about any changes to your events.

How do notifications work?

Whenever something about an event affecting you changes, you receive a notification.

Notifications arrive both as emails and inside your Confluence.

You don't have to manually enable notifications. As soon as you join an event, you are automatically watching it and receive notifications.

When do I receive notifications?

You receive notifications:

  • When you sign up for an event
  • When someone else signs you up for an event
  • When an event changes (e.g. description changes or location changes)
  • When you sign out of an event
  • When someone else signs you out