Purpose Statement

The Event Participants tab enables event creators to assign required participants, configure signup eligibility, and manage event attendance through a comprehensive interface that integrates with the scheduling module. This functionality provides flexible participant management options including direct assignment, self-signup capabilities, and hybrid approaches that combine required and voluntary participation.

Background Information

The Event Participants tab provides two primary methods for managing event attendance: direct participant assignment and signup-eligible events. The interface integrates with the scheduling module to provide advanced search and filtering capabilities based on shift assignments, departments, and other organizational criteria.

When participants are directly assigned, they become required attendees for the event. The signup-eligible option allows additional participants to request attendance through the Activities Log calendar view, with event creators maintaining approval control. This dual approach accommodates both mandatory training events and voluntary participation activities.

Required Permissions

Based on the system permissions structure, users need the following permissions to create and configure events:

Required for Basic Event Creation:

• Events > General > Events
• Events > General > Event - Create Event Entry

Required for Advanced Event Configuration:

• Events > General > Add Event From Template (if using templates)
• Events > General > Create Recurrence (for recurring events)

Note: Event creators automatically have the ability to configure all aspects of events they create, but some advanced features may require additional administrative permissions.

Video

Step-by-Step Guide

Accessing Event Creation

1. Navigate to the Events and Activities Module
   • From the main navigation menu, select "Events and Activities"
     
   • Select "Event List" from the module options
     
     
     
     
     
2. Start Event Creation
   • Click "Create New Event" to open the event creation window
     

Configuring Required Event Fields

1. Enter Event Name
   • Provide a clear, descriptive name for the event
   • Use naming conventions that help identify the event type and purpose
2. Select Event Type
   • Choose an event type from the provided dropdown list
   • Event types are pre-configured in the Events and Activity setup section
3. Set Start Date and Time
   • Select the event start date using the date picker
   • Set the specific start time for the event
4. Set End Date and Time
   • Select the event end date using the date picker
   • Set the specific end time for the event
     
     
     
     
     
5. Access Participants Tab
   
1. Select the "Participants" tab to begin participant management

Adding Required Participants

1. Adding Participants
   • Click "Add" to open the participant selection interface
     

Using Search and Filter Functions

1. Select All System Users (If Needed)
   • Use the "Select All System Users" option at the top for department-wide events
   • This adds every user in the system to the required participants list
2. Apply Filter Criteria
   • The search and filter options are based on the scheduling module within First Due
   • These filters help narrow participant selection based on organizational criteria
     
   • Select from available filter options in the provided fields
     
   • Choose criteria such as shifts, departments, or other scheduling-based parameters
     
   • Click "Apply" to filter the available personnel list
     
3. Search by Name
   • Use the search bar to find specific individuals by name
   • Search works in both "Available" and "Selected" personnel lists
   • Scroll through filtered lists to locate desired participants
     
4. Add Individual Participants
   • Select users from the "Available" list to move them to the "Selected Participants" list
   • Continue selecting additional participants as needed
     
   • Select on users in the "Selected" list to remove them and return them to the "Available" list
5. Use Bulk Selection Options
   • Add All: Select "All users from available list" to add all filtered users
   • Remove All: Select "Remove all users from selected list" to clear selections
6. Save Participant Assignments
   • Click "Save" to confirm participant selections
   • Users are now assigned as required participants for the event
     

Configuring Signup Eligibility

1. Enable Signup Functionality
   • Select "Sign up eligible" checkbox to allow additional participants to request attendance
   • This enables the signup feature in Activities Log calendar view
     
2. Understand Required vs. Signup Participants
   • Participants added before enabling signup become "Required Participants"
   • Additional participants can still sign up through the calendar interface
   • New participants added after enabling signup also become "Required Participants"
     

Removing Participants

1. Delete Individual Participants
   • Locate the participant you want to remove from the event
   • Click the trash can icon next to their name
2. Confirm Deletion
   • A confirmation prompt will appear
   • Confirm the deletion to remove the participant from the event
3. Understand Removal Impact
   • Removed participants will no longer be required to attend the event
   • If signup is enabled, they could potentially sign up voluntarily
     

Best Practices

Do's

• Complete all Event tab information before configuring participants to ensure accurate event details
• Use scheduling-based filters to efficiently select participants from specific shifts or departments
• Combine required participants with signup eligibility for events that benefit from additional voluntary attendance
• Save participant selections before making additional changes to avoid losing work
• Use descriptive search terms when looking for specific personnel

Don'ts

• Don't select all system users unless the event truly requires department-wide participation
• Don't remove required participants without considering the impact on event objectives
• Don't enable signup eligibility without understanding the approval workflow requirements
• Don't forget to save changes after modifying participant assignments
• Don't overlook the distinction between required and signup participants when planning capacity

Tips & Recommendations

• Use filter options strategically to avoid overwhelming participant lists for large departments
• Consider the event capacity when combining required participants with signup eligibility
• Plan for additional participants when enabling signup functionality
• Document participation requirements clearly in event descriptions
• Review participant lists before finalizing events to ensure appropriate attendance
• Use bulk selection options efficiently for large group events while maintaining precision for specialized training

Troubleshooting & FAQs

Q: Why can't I see all system users when trying to add participants?
A: The available users depend on your permissions and any applied filters. If you don't see expected users, check if filters are applied and ensure you have "View All User Data" permissions. The scheduling module integration may also limit visibility based on your scheduling permissions.

Q: What's the difference between required participants and signup participants?
A: Required participants are directly assigned to the event and must attend. Signup participants request to attend through the Activities Log calendar and require approval. Participants added before enabling "signup eligible" become required, while those who sign up later may be approved or denied.

Q: I enabled signup eligibility but participants can't sign up. What's wrong?
A: After enabling signup eligibility, participants must access the event through the Activities Log calendar view to submit signup requests. Ensure the event is visible in the calendar and that participants understand how to access the signup functionality.

Q: Can I change participants from required to signup status or vice versa?
 A: The system automatically designates participants as required when directly assigned. To change status, you would need to remove them as required participants (using the trash can icon) and have them sign up through the calendar if signup is enabled.

Q: Why don't my filter options show the criteria I expect?
A: Filter options are based on the scheduling module configuration within First Due. If expected filter criteria aren't available, your department may need to configure additional scheduling data or you may need additional permissions to access certain filter options.

Q: I accidentally removed all participants. How do I get them back?
A: If you removed participants but haven't saved yet, you can re-add them using the same selection process. If you already saved the changes, you'll need to go through the participant addition process again to rebuild your participant list.

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