❖ Heads up! This article is only intended for Site Managers using the legacy Advanced Events Module (AEM).
The Advanced Events Module (AEM) is a legacy feature. We recommend using Initiatives instead of AEM; however, this article is for sites that still utilize this feature. Here, we focus on how Site Managers can use AEM for managing corporate involvement.
Adding Companies to Your Company Database
Before a company can be added to your Advanced Event, it must exist in your site's database. You can add companies individually or import companies in bulk from a spreadsheet. Please contact us for assistance with importing companies from a spreadsheet. Here, we cover the steps for adding them individually:
Go to your manager panel and click Volunteerism > Companies.
The Manage Companies page features a list of any companies that are already on your site.
Note: Use the Table Filter to specify what information is displayed in the table.
Click Add New Company.
Complete the applicable and required fields provided.FieldDescriptionCompany NameType the company's nameCompany SizeSelect the company size from the dropdown. This field is not required. Company Address, City, State, ZipcodeType the company's address, city, state, and ZIP code.
Note: Only ZIP code is required.
Contact First Name, Last NameType the contact person's first and last name.
Note: Only one contact person can be associated with each company.
Contact PhoneType the contact person's ten-digit phone number. Contact EmailType the contact person's email address. All automated notifications to the company will be sent to this email address.
Click Create Company.
The company has now been added to your company database and can be added to an advanced event.
Adding Companies to an Advanced Event
Once your company database contains information about the companies you wish to work with, you can begin adding those companies to an advanced event.
To add a company to an advanced event:
Go to Modules > Advanced Events and click on the name of the advanced event to open it.
Click Companies.
To add a single company, select a company from the Add a Company dropdown and click Add.
To add all companies, click Add All Companies. Click Yes to confirm.
Once the companies have been added, they will be listed in the Companies table for the event.
Assigning Needs to a Company
Once you have added a company to an advanced event, you can begin assigning needs to that company.
To be assigned to a company, a need must be (1) active and (2) added to the advanced event.
To assign a need to a company:
Go to Modules > Advanced Events and click on the name of the advanced event to open it.
Click All Needs to view all of the needs that have been submitted for the advanced event.
Locate the need you wish to assign to a company. If this need has not been made active yet, do so now by selecting Active from the dropdown in the Status column for the need.
Once the need is active, a checkbox appears to the left of it.
Note that the pending need ("Face Paint Volunteers") does not have a checkbox to the left of the need title.
Mark the box of the need you want to assign to a company. To select all needs at once, mark the checkbox at the top of the column.
Select the company from the Companies dropdown.
Click Add to Selected, and then click Yes to confirm.
Once you have added a need to a company, the number under the Companies column for the need will change to reflect the number of companies that have been assigned that need.
Assigning a Need to All Companies
To assign one or more needs to all companies that have been added to the advanced event:
Go to the All Needs tab of the advanced event and mark the box next to the need(s) to be assigned to all companies.
From the Actions for Selected dropdown, select Add to All Companies.
Click Yes to confirm.
Once you have added a need to a company, the number under the Companies column for the need will change to reflect the number of companies that have been assigned that need.
Removing a Company from a Need
To remove a company from a need (i.e., to "un-assign" the company):
Go to the All Needs tab of the advanced event.
Find the need, and then click the number in the Company column to open a table of all companies assigned to that need.
In the Remove column, click the X, and then click Yes to confirm.
Removing a company from a need does not remove the company from your database, or the advanced event. It only removes it from the need to which it was assigned.
Inviting Companies to Participate
A company must be invited to an advanced event to participate. Before inviting the company, you should assign one or more needs to the company.
Now that you've assigned one or more needs to a company, it's time to invite the company to participate. Invitations are sent through the AEM.
To invite a company to participate in an advanced event:
Go to the Companies tab of the advanced event.
Mark the box to the left of the company to invite. To select all companies, mark the box that the top of the column.
Click the Invite button at the top of the table.
Note: You should assign one or more needs to a company before sending the invitation to participate.
Click Send Invite to Selected.
At this point, an automated notification goes to the company manager for each company that you checked.
The notification includes a unique link that the company manager can use to access the company's advanced-events page and any needs that have been assigned to the company.