Purpose Statement

The Event Types section within Events and Activities Setup enables administrators to create, manage, and organize specific event classifications that serve as the foundation for event creation throughout the department. Event types function as subcategories below programs, providing detailed categorization for different kinds of events, training sessions, meetings, and activities with customizable attributes including naming, color coding, and program associations.

Background Information

Event types serve as the direct building blocks for event creation within the Events and Activities module, functioning as subcategories that exist below the broader program level in the organizational hierarchy. These classifications enable departments to standardize event categories, maintain consistency in event creation, and provide visual organization through color coding and descriptive naming.

The event type system supports both organizational structure and operational efficiency by allowing administrators to pre-define common event categories that users can select when creating events. This standardization reduces variability in event naming and categorization while supporting better reporting, analysis, and departmental coordination across different types of activities and training programs.

Required Permissions

Based on the system permissions structure, users need the following permissions to manage event types within Events and Activities Setup:

Required for Event Types Setup Access:

• Events > General > Events Setup

Note: The video content demonstrates event type management functionality but does not specify additional permission requirements beyond basic setup access.

Video

Step-by-Step Guide

Accessing Event Types Setup

1. Navigate to Event Types Configuration
   • Go to Events and Activities module → Setup
   • Select the "Event Types" section to access event type management functionality
     

Creating New Event Types

1. Initiate Event Type Creation
   • Click the "Add Event Type" button to begin creating a new event type
2. Configure Required Event Type Details
   • Event Type Name: Enter a descriptive name for the event type (required field)
   • Short Code: Enter an abbreviated identifier for the event type (required field)
   • Color: Select a color for visual identification of this event type (required field)
3. Configure Program Association (Optional)
   • Select the event program that this event type will be associated with
4. Add Notes information (Optional)
   • Add any desired description the event type purpose or usage guidelines to provide clarity about when and how this event type should be used
5. Finalize Event Type Creation
   • Click "Create" to complete the event type setup
     

Managing Existing Event Types

1. Edit Event Type Details
   • Click the pencil icon next to any event type to modify its configuration
   • Update event type name, short code, color, program association, or notes
   • Save changes to update the event type configuration
     
     
     
     
     
     
2. Delete Individual Event Types
   • Click the trash can icon next to specific event types to remove them
   • Confirm deletion when prompted to permanently remove the event type

Bulk Event Type Management

1. Select Multiple Event Types
   • Use selection tools to choose multiple event types for bulk operations
2. Bulk Deletion Process
   • Click the bulk deletion icon to remove all selected event types
     

Best Practices

Do's

• Use clear, descriptive names for event types that indicate their specific purpose
• Create intuitive short codes that are easy to remember and use consistently
• Select distinct colors that provide good visual differentiation in calendar and list displays
• Associate event types with appropriate programs to maintain organizational structure
• Include descriptive notes to clarify event type usage and purpose for other administrators
• Regularly review and update event types to reflect current departmental needs

Don'ts

• Don't create overlapping or duplicate event types that cause confusion in event creation
• Don't use vague or unclear names that don't convey the event type's specific purpose
• Don't select colors that are too similar or difficult to distinguish from existing event types
• Don't delete event types that are currently in use without considering impact on existing events
• Don't forget to update event type configurations when organizational structures change
• Don't create too many event types that complicate rather than simplify event creation

Tips & Recommendations

• Coordinate event type creation with program structure for consistent organization
• Develop standardized naming conventions before creating multiple event types
• Test color visibility and differentiation in actual calendar and interface views
• Document event type purposes and intended usage for training and consistency
• Consider future organizational changes when establishing event type structures
• Train event creators on proper event type selection for consistent categorization
• Regularly audit event type usage and effectiveness for organizational value

Troubleshooting & FAQs

Q: I created an event type but can't see it when creating events. What should I check?
A: Verify that the event type was successfully created and appears in the event types list. Also ensure that users creating events have appropriate permissions to access and use the event type. The event type should appear in the event type dropdown when creating new events.

Q: Can I change the program association for an event type after it's created?
A: Yes, you can edit existing event types using the pencil icon to modify program associations. You can change the associated program or remove the program association entirely, as program association is optional for event types.

Q: What happens to existing events if I delete an event type they're using?
A: Deleting event types that are currently in use by existing events can cause data integrity issues. Before deleting event types, verify that they're not being used by active or historical events. Contact your system administrator if you need to remove event types that may be in use.

Q: Can I use the same short code for different event types?
A: The system likely requires unique short codes to avoid conflicts in reporting and system functions. If you encounter errors when creating event types, verify that your short code isn't already in use by another event type.

Q: How do I know which colors are already being used by other event types?
A: Review the existing event types in the table to see current color assignments. When creating new event types, choose colors that provide good contrast and distinction from existing event types to maintain visual clarity in calendar and list views.

Q: Can I create event types without associating them with any program?
A: Yes, program association is optional when creating event types. Event types can exist and function independently without being associated with any program. This provides flexibility for departments that prefer simpler organizational structures.

Related Articles

1. Events & Activities Setup: General
   
2. Events & Activities Setup: Notifications
3. Events & Activities Setup: Daily Log
4. Events & Activities Setup: Programs
5. Events & Activities Setup: Event Checklist
   
6. Events & Activities Setup: Templates