Creating an Event on CampusGroups

By creating your event on CampusGroups, you can make your event visible to any group you desire - whether it's everyone, the CWRU community, certain academic classes, members of your own group, or even just your officers. This process makes your events available for registration and even payment for those who wish to attend. It will also allow you to track your attendance for the event.

Use this guide as a reference as you set up your events on CampusGroups. Other help articles are available on the CampusGroups help page.

Jump to: Basic Info | Location | Photos, Flyers, and Files | Visibility | Registration and Payment | Check-In | More


Basic Information About Your Event

In order to create your event on CampusGroups, you will first need to go to your group's page. As an officer of the group, you will see the Events tab on your gray navigation bar across the top of the page, and you will select Create Event from its drop-down menu to begin creating your event. (Visit the Officer Toolkit page for more help with this step).

The most basic information that you are required to provide in order to create an event on CampusGroups includes the event title, description, type, coordinator, and start time. The title and description will be displayed prominently on your event's page for those who can view your event. The type you select should accurately reflect your event so that when users filter the calendar, your event is visible to those trying to find similar activities. The coordinator of the event should be the officer that would serve as the primary contact for anyone with questions about the event. Selecting accurate start and end times will make sure your event is not misleading to those who may be interested in attending. All required fields can be seen here, and are marked with an asterisk in CampusGroups:

Shows required fields for event creation.

You can also add an event topic, whether a pre-existing one or a newly created one, or add speakers to provide your potential attendees more context about your event. You can also add team members under Organizing Team in order to give anyone of your choice (does not need to be an officer of your group) the ability to check in attendees of your event. Then, using the toggle buttons you can select whether you would like to direct questions of registrants directly to the coordinator via email or to the whole organizing team via CampusGroups chat.

In the When section, you can change the recurring event settings and make your event have multiple occurrences on any dates that you choose. Also, if you include additional time instructions, these will appear for your registrants under the date and time of the event. Good uses of this feature could be to inform attendees to be fifteen minutes early or to ensure that attendees remember to leave time for traffic.


Providing Your Event Location

Shows how to provide location for event

In this section, you will be able to provide your event's location. By selecting On-campus, the default university address will be used as your event's location, whereas Off-campus does not provide a default location. However, anything you put in the Address field will become the new mapped location for the event that you can choose to display on the map for registrants. You can also decide whether users must be logged on in order to view the event location. The Location Name field should be as descriptive as possible (i.e. 100 Yost Hall), as it will be the prominently displayed location name for your event. If you do not yet have a solidified location, you can create the event with a location to be determined by checking the To Be Determined (TBD) field.


Uploading Event Photos, Flyers, and Files

Shows where to upload photos, fliers, and attachments

In these sections of the event creation process, you will have the opportunity to upload an event photo, flier, and attachments. The event photo represents your event and is displayed as the cover photo of your event when listed in the mobile app. Size restrictions to your event photo require the photo to be 380px high and 760px wide. The flier, on the other hand, is visible when someone hovers over your event on the calendar and within the event details section of the event page. Thus, the flier can be a visual representation of all the important facts about your event, while you may want the photo to be more streamlined. Finally, you can upload any file attachments that you want to include on the event, such as articles that registrants will need to read before attending the event.


Visibility of Your Event ON CampusGroups

Shows the visibility options for your event on CampusGroups.

Here, you will be able to change the visibility settings of your event. By selecting different options under Who is allowed to register?, you can limit who can sign-up for and attend your event. You can also prevent those with time conflicts from registering for your event.

When determining who should be able to see your event, consider your registration limitations. Often, if someone cannot register for the event, they will not need to be able to see that the event is going on.


Setting Up Registration and Payment Options

Shows where to set registration options for your event on CampusGroups

In CampusGroups, the verbiage around registering for events is "getting tickets" to the event. The default ticket is labeled "RSVP" and is sold for $0. However, under the Manage header, you can edit the registration. Under Edit, you will have the ability to change the name of the registration, ticket price, a capacity for total tickets you want to have available, the waitlist settings, the minimum and maximum number of tickets each individual can purchase, when tickets will be available, and when you want to stop allowing cancellations and refunds.

If you choose to make your event a paid event, please contact Annah Mueller (acm156@case.edu) in order to get your group set-up to work with the school's PayPal, which is how CampusGroups will collect payments from registrants.

You can also select Add New Option in order to create multiple ticketing options, such as having a different price for undergraduate students and general community members. You can then change the accessibility settings of each ticketing option under Manage -> Access.

Another important piece is that by default, CampusGroups will send email reminders to your registrants two days prior to the event. Under Reminder, you can change if or when CampusGroups sends a reminder to your registrants. You can also customize the message they would receive should you desire to notify them.

Another feature to take advantage of is the Feedback request, which will allow you to connect a survey or form that you create in CampusGroups in order to collect responses from your event's attendees.

When someone registers for your event, they will receive an email which will provide access to their ticket to your event. Use the RSVP personalized email confirmation and Ticket Cover tabs to edit the message displayed in this email and the ticket, respectively. A personalized ticket will appear as below:

Example of a ticket to an event purchased through CampusGroups


Checking-In Attendees

One of the most powerful features of CampusGroups events is the option to check-in your attendees and track your attendance. As the ticket above points to, CampusGroups has an integrated QR-code system. One attendance-tracking option is to have attendees present either their ticket, their email confirmation, or their personal QR-code from their mobile app to the event team, who can scan these QR-codes on the mobile app. You can always add helpers, volunteers, or non-officers to your check-in team by adding them as "Team Members" under Organizing Team in the first section of the event creation process. For smaller events, you can also check-in attendees manually by clicking on checkboxes from your list of registrants as they enter the event.

To find your personal QR code to check-in to an event using the mobile app, tap the icon in the bottom right corner of the app as shown below, and then tap the QR code in the top right corner (left picture below).

To perform attendee check-in, click on your event, then click on the 3 dots in the upper right corner and select Check In Attendees (middle picture below).

Then, you can either click on each registrant's individual checkbox to mark them as attending, or you can click on the QR code button to start scanning QR codes of the attendees (right picture below).

Shows the mobile app personal QR codeShows how to get to the event check-in area on the CampusGroups mobile appShows how to check in attendees using the mobile app

Finally, you can also opt to use self check-in by having your event's QR-code either posted on walls or projected onto a large screen for each attendee to scan using their mobile app. For projected QR-codes, you can set the event code to change after a certain amount of elapsed time to ensure that only attendees are able to check themselves into the event. Your attendees can find their QR code scanners by clicking the icon in the bottom right of the mobile app and then selecting QR Code Scanner. They can then flash their phone over the provided event QR code, whether on a poster or on a projector, and it will immediately check them into the event.

Shows you where to find your personal QR Scanner


More Options to Customize Your Event

Shows additional options to customize your event in CampusGroups

Under the eighth section in the event creation process, you will find additional customization options for your new event. A few of these important features are explained below:

Add questions/timeslots to the registration page will allow you to gather information from your registrants during their registration process. In the case that you allow individuals to purchase multiple tickets to your event and you want information for each person who will be receiving a ticket and attending the event, it is imperative that you check the For each ticket box for each question before you allow people to begin to register for your event.

If you're interested in attaching a waiver to your event, contact us at campusgroups@case.edu for more details.

Select Co-host this event in order to have the event show on both your group's page as well as on any group's page that you select as your co-host. Their officers will then have the ability to edit and manage your event as well.


Inviting attendees

Your events may be intended for a variety of audiences. When you set your event to "Invite Only" registration, you will need to have all invitees listed as members or contacts of your group. For any CWRU affiliates, this means you will need to use their Network ID email addresses (abc123@case.edu) to populate your members and contacts. For non-CWRU affiliates, you can create "Guest" type accounts for them through the Member Upload process.