Consent2Go Event Process Overview

This article will provide details about each stage of the event process within Consent2Go.

Introduction

There are five stages in the event process:

1. Proposal
2. First Approval
3. Planning
4. Second Approval
5. Active / Management

This article will provide an overview of the key stages, and how to complete each.

Proposal

The Proposal section is broken into 'What', 'Where' and 'Who'. To create a proposal, follow the steps below:

1. Go to the 'Events' tab in the left-hand menu:
   
2. From the top right, select 'New Event +':
   
   
3. This will display a pop-up menu prompting you to select the event type you'd like to create; Same Day, Recurring (also known as Multi-Date), Overnight & Low Risk *please note not all schools use Low Risk events*
   
   
   
   
4. Once you have selected the appropriate event type, you will be taken to the Proposal
5. Fill in the information required - this process can be saved to a draft at any time
6. Once complete, select the Approval Stream from the drop down menu in the bottom left and click 'Save & Begin Approval'

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Planning

Once you have sent your proposal off for approval, you can start the Planning phase. Access this, by selecting the Planning button.

We recommend that organisers complete the planning process at the first tile in 'Places' and work from left to right. This is because the tiles flow into each other, so doing them in order creates a streamlined process and limits the amount of rework needed.

 

There is a minimum standard automatically applied by Consent2Go, which ensures that events include the necessary information. This prevents organisers from submitting events for approval until they have completed the required steps. To view what is needed and/or missing from an event, select the Approval Tile, then hover over the 'Begin Approval' button:

Each tile in the Planning section is colour coordinated to show the status of completion.

When you have filled out the information completely, the amber light will turn green. If there is anything missed, this light will turn Red. Some of this information is required and will stop you at the approval stage. However, not all red light options will need filling out, for example, the Transport Management tab is not required to be completed to approve the event.

Once you have entered all the information for your event, you can submit the plan for approval.

Active / Management

After the approval has been granted for your event, you can send the invitations to your students and the event becomes active. The main tab you will use in this stage is the 5. Attendance tab.  This tab allows you to action the below:

• Monitor Responses
• Download Forms
• Send Reminders and Messages
• Send & Resend Invites to Individual Students
• Cancel Invitations
• Mark Attendance

Monitoring responses can be done through the colour coding displayed here. 

A variety of forms are available from this section, that generate information based on students invited.

Reminders can be sent to families that have not yet responded to event invitations. Organisers can also send custom emails to provide communications through their event.

Selecting a student's tile within the 5. Attendance tab will prompt a variety of invitation actions, including resend invites, cancel invitation or manually mark the students as attending on behalf of a parent.

Conclusion

This brief overview provides an understanding of the event process as a whole. Within each stage of the event, there are various "Show Me" buttons that provide a more detailed explanation of the area you are in. If you are stuck, and see the below icon - click it! This will start a brief 1-2 minute video, providing you with further information.