Create Event: Event Basics
Use this page to enter all the general event information. This includes the event name, who is requesting and coordinating the event, selecting a department that may be associated with the event, and entering a general description of the event.
Tip
You can click Continue or Save and finish later after entering information in the Required fields.
Note
For a multi-part event, the basic information describes the main event. The event coordinator and requester assigned to the main event are also assigned to any sub-events, but this information can be updated for each sub-event.
Open the Create Event wizard from the Events hub drop-down or from the Browse Locations page.
Select Single event, Recurring event, or Multi-part event from the Event Classification drop-down.
Enter information for the required fields listed below.
Title - a descriptive event name.
Abbreviated Title - an automatically generated unique identifier for the event name.
Type - a category that is used to group events for a specific purpose (e.g., fundraiser, alumni event, etc.).
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Your school can set up and manage types from the Manage event types feature.
Description/Purpose - an overview or reason for holding the event.
Event Coordinators - one or more people who are responsible for managing event details in J1 Web.
Note
Only active J1 Web users assigned to the Event coordinator role with Can be added as an Event Coordinator permission can be selected in the Event Coordinator field. If you don't see a name you think should be listed, contact your campus support team.
Requester - the name of the person requesting the event. If the requester is not a J1 Web user, you can add them to J1 Web by clicking Create Person in J1 from the drop-down. You must include a name and one form of contact information to create the person in J1 Web.
Note
People added to J1 Web through the Add Person pop-up are not added as J1 Web users. They cannot access J1 Web or be assigned to roles, and their information is only available for event purposes.
Select External Request if the event request is being made by someone outside of your school.
Select an option from the On Behalf of drop-down if the event is being requested for another department or organization at your school.
Enter any additional information about the event request in the Request Details field.
Click Continue.
The Event Coordinator someone in your school permission to maintain responsibility for an event. The person who fills this role must be a member of the Events Management, Event Coordinator role in order to access important features. You may have other event managers and staff who are responsible for varying aspects of the event, but the coordinator is the primary person responsible. If don't see a name you think should be listed, contact your campus support team.
The Requester is the person or group requesting the events. The requester or may not be involved in overseeing any aspects of the event. For example, a fraternity group might request use of a campus common area for a fund raising event. They are likely not J1 Web users, but can be noted as the requester and added to the system as an external person for future events. The requester and the coordinator can also be the same person.
Yes, you might serve in both roles to support an event.
No, the event requester might someone outside your campus. For example, a local gardening group in your community may ask to use one of your campus locations for a gardening symposium. You can add them as an external person in J1 Web and assign them to the event as requester.
Yes, you can have as many event coordinators as you need. This is especially helpful when you have a large event and need more than one person to help manage all the different aspects of event planning.
You may need to complete a required field or click out of a field. Required fields have a red asterisk next to them.
Your school can set up and manage event types from the Manage event types feature. Contact your module manager or campus support team for more information.
Your school may host the same event annually and use the same name. The abbreviated title is unique and lets you distinguish between the two events.