How to create an event

Keep your people in the loop. Create Events to highlight what's happening across your organisation, and showcase it directly in the Content Applet so no one misses a thing.

Before you start:

If you haven't created an Event before, we recommend following the below steps in order to get started:

First things first, Events must be enabled as an application in the Site Settings. A System Manager can toggle this on by going to Actions > Configure > Site Settings > Applications. Find Events from the application's list and toggle on, followed by hitting OK at the bottom to save
Install the Events permissions in the area(s) you are going to be creating events. Where your permissions allow, go to the area's permissions and Install Events. You'll then be able to set the below permissions.
You must be assigned the Event Contributor or Event Manager permission in the area you would like to publish the event

Go to the Actions button and select Create. By default, Oak will remember your last location in the intranet, and this will be the area the event will be created. Update the publish area by clicking on the area and choosing another from the object picker
From the Create menu, select Event. If you're unable to see the option, double check the area permissions
Add a title and a banner image to your event. Click the camera icon to choose an image from the media picker. This image will appear at the top of the event and serve as the default Content Applet thumbnail, though you can update it later
Add a description, using the content editor toolbar to customise the format of the content, including adding images, videos and links
Include attachments by selecting the + icon. Tags can be provided just below to help people find the event easier in the search
Choose any related Events at the bottom, selecting from active Events. If this isn't required, toggle it off
On the right-hand side, begin to work your way through the Event options, starting with the type of Event - Internal, External, Phone, Web. Depending on the chosen event type, various options will appear.

Internal - select a location from the object picker and include any additional information

External - include the location by starting with the first line of the address or the postcode. To view the location on a map, select View as map

Phone - add a telephone number and optional information including an access code

Web - paste the URL where the online event is taking place, for example a Microsoft Teams meeting link. Select how you'd like attendees to sign up to the event; by using the Sign Up button available in Oak, or by changing this to a Go to Event button that redirects to the web link. If this is chosen, Oak will not track RSVPs. Include an optional access code and information below
All event types require the start and end date/time of the event. Select the hyperlinked dates to select a new date and time from the calendar picker
Update the host by selecting an individual from the user picker
By default, the event will be set up for unlimited spaces. If you'd like to specify a number of spaces, untick the option and add the number of max sign-ups. This prevents people from signing up when the maximum number is hit
To make the attendee sign-ups visible to everyone, toggle on Public underneath Who's going?
If you've already added an Event banner image, the Content Applet Thumbnail will be the same. To change the focal points of the image, click into Manage focal points and reposition the image for the different ratios. The image can be replaced for a specific ratio or exit the Thumbnail Manager to upload a new image for all ratios (upload icon). For further guidance, check out our handy guide on using the Content Thumbnail Manager.

Tip: While we recommend showcasing events in the Content Applet for the best experience, you can also use the Events Applet found in the pencil toolbox.
Navigate to the breadcrumb in the top-right corner and click into edit event settings. Add an optional short description, followed by checking the publish area. If it needs updating, hit Edit and choose a new area from the object picker.
By default, the event will be published immediately. Click on the hyperlink to set a custom date and time using the calendar picker. Hit Done to update the publish date.
Under Notifications, set up email reminders to be sent to attendees prior to the event. Select on the hyperlink and choose a time from the drop-down. To notify the host when someone signs up, toggle on the final option.

Once you're happy with the Event, hit Publish

Note: Attendees will automatically receive an email reminder if you update any event details, such as the description, date, or time.