This guide will go through the process of setting up a new event on the calendar with corresponding event page.


CREATING THE EVENT

Go to https://www.ecboces.org

Log in with your ECBOCES username and password.

Click on the Add A Training button.



The next page will display a selection of event types to pick from.  First select where the training is Zoom Only, In Person Only or both and then select the one that is closest to the same length as the event you are scheduling.




On the next page, fill out the name and dates of the event.  MAKE SURE TO GET THE DATES AND START TIME CORRECT ON THIS PAGE as this will affect the whole course.



Be sure to format the name correctly (with date) select the correct category, set an end date and when done, click on Copy and view.



The next page will load and it will take a couple of minutes to copy.  Grab a cookie or a cup of coffee and relax!

Once it is done, click on the Destination Link to load the event you just created.


Don't worry about the date/time that is on this page - it is the date and time that event was created on the website, not the date of the actual event!


EDITING THE EVENT DETAILS


Click on the Edit Mode icon at the top of the page.



Then click on the Settings Tab.


On that tab, fill in the Course summary with the date, time, presenter, location and description of the event.

CHECK THAT THE COURSE VISIBILITY IS SET TO SHOW 

If you want to add a flyer to the event, add it to the Summary File section on this page.


At the bottom of the page, click on the Event Information section and check the number of credit hours.  (If you selected the event with the same number of hours, this should already be filled in correctly)

Scroll to the bottom of the page and click on Save and Display.




EDITING THE WAYS THAT PEOPLE CAN REGISTER


All these events are set up for ECBOCES Member registration only.  HOWEVER, we need to add some settings to this and, if we want to add an option for outside people to join the events and pay, we alsoneed to add the option for them to do that.  (This will need to be added for the CPI events).


Click on the Participants Tab and then click on the dropdown and select Enrollment Methods.




On the next page, scroll to the bottom of the page and do the following:  Select ECBOCES Members {ECBOCES Members] under Only Cohort Members, enter the Max Enrollment if you need to limit enrollments.




Click on Save Changes.


IF YOU NEED TO ADD PAYPAL REGISTRATION, FOLLOW THE INSTRUCTIONS BELOW:


On the next screen, click on the dropdown list by Add Method and Select Paypal.



On the next page, enter "NON-ECBOCES Member Registration" in the Custom Instance Name, enter the amount we are charging under Enroll Cost and click on Add Method.


From the Enrollments Methods page, you can also click on the Settings Icon by ECBOCES Member Registration to cap the number of enrollments.  This only caps the number of people who self register.


ZOOM CONFERENCE



If this is an event with a Zoom connection, click on the Arrow by the Hidden Activities section to expand it and scroll down until you see the Zoom heading.


Click on the Pencil icon by the Zoom "Change Name" heading and change the part in parentheses to reflect the name of the event - this does not need to include the date.  Press the Return or Enter key to save.


AT THIS POINT, IF YOU SET UP AN EVENT THAT MATCHED THE NUMBER OF HOURS OF THE TEMPLATE YOU SELECTED - YOU ARE DONE!  


SETTING UP ZOOM FOR A CDE OR OUTSIDE ZOOM CONFERENCE            


Sometimes we post Zoom conferences that are not through our ECBOCES Zoom Account.  If this is the case, you just need to edit the link to point to the outside Zoom conference instead to the event Zoom connection.



Click on the Edit Button by the During The Event section and then select Edit Settings..


Then, click on the Green Connect button and Select all of the word, Connect.  When you do that you will see the link icon in the toolbar darken.  Click on that button.



Delete the entry that is in there and copy the link to the Zoom conference in that box.  Then click on Create Link.



Click on Save and that is all you need to do.


CHANGING THE LENGTH OF AN EVENT            


THE FOLLOWING STEPS ONLY NEED TO BE DONE IF YOU ARE CHANGING THE LENGTH OF THE EVENT OR YOU HAD TO CHANGE THE DATE OR TIME OF AN EXISTING EVENT.


Click on the Check In icon on the course page.


Click on Edit/Gear icon by the Attendance session.

Change the end time to match the conference and click on Save.  (The start time should already be set to the start of the event. If the start date/time has changed, be sure to change those fields to reflect that).  The attendance session should be set to start at the start time of the event.



In the hidden activites section, click on the Edit/Gear icon by the Evaluation and click on Edit Settings.   


Change the time in the Restrict Access section to about one hour prior to the end of the class.  Save.



In the hidden activities section, click on the Edit/Gear icon by the Zoom conference and click on Edit Settings.


Change the duration to reflect the new length of the event.  Save.