Event Contacts

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Event Contacts

Learn more - Watch!The Event Contacts feature allows you to assign end-users (i.e., trainers, in-house speakers, etc.) who are identified as an Event Contact to scheduled training Events on the Calendar. In order to be assigned as an Event Contact, the user must have an active user account in the LMS and have an Event Contact type assigned in their user Details.

Once your end-users have been imported into the LMS, if someone needs to be made available as an Event Contact (e.g., Trainer, Speaker, etc.), you can make that change from the Users page.

When Event Contacts are assigned to an Event (for more information, see the topic entitled:  Scheduling Events), they will be sent an Outlook appointment for each Event to which they are assigned. They are also listed in the Event details.

By default, there are three Event Contact roles defined in the LMS:  Event Coordinator, Speaker and Trainer. You can create additional Event Contact types for your environment, if needed. See the Creating Event Contact Types topic.

TPArrowEvent Contacts cannot be assigned or maintained in the Import_Learners process. To assign and/or maintain Event Contacts, you must have the appropriate Security Profile permissions to edit user accounts.

ExpandedCreating Event Contact Types

If the three default Event Contact Types provided in the LMS are not sufficient for your needs, you can create additional Contact Types in the Event Contact Type Manager.

TPArrowTo create Event Contact Types, you must have the appropriate Security Profile permissions to edit User accounts.

BestPrac  Best Practice

Please keep in mind that the list of available Contact Types will show in both the User details page and in the list of available Event Contacts when working with Events on the Calendar. For those reasons, we recommend that you keep the number of Event Contact Types simple and concise for ease of use and consistency when assigning Contacts to Events.

1.Access the Users page in the LMS.

2.Select Event Contact Types from the three dot Options menu.

3.Click the Add a new record Add Record button on the toolbar.

4.Enter a unique Event Contact Type Code.

Event Contacts - Clip 5

TPArrowThe Event Contact Type Code must be unique to all other Codes within the LMS. To keep things simple, the Code can be the same name as the Event Contact Type Name. Only the Event Contact Type Name will display when appropriate.

5.Enter the Event Contact Type Name.

TPArrowThe Name should be descriptive and easily identified. Examples might include Presenter or Outside Speaker. This name can be seen when applying the Contact Type in the User details and when assigning Event Contacts for Scheduled Training Events on the Calendar.

6.Check Skip Calendar Conflict Check if the user can be scheduled as a contact for simultaneous events. When checked , no conflict check occurs and no warnings display for overlapping events.

7.Click Save Button.
ExpandedAssigning an Event Contact

1.Navigate to the Users page.

2.Search for and select a User.

3.Click the Edit record Edit Record button on the toolbar.

4.Under User Type, select the Event Contact check box.

AEC_1

5.Click the Contact Type arrow to select the appropriate Contact Type.

TPArrowA User can only have one Event Contact Type applied to their User details as their default Contact Type. However, once you’ve scheduled an Event and assigned the Contact Role, you can navigate to the Event > Detail > Contacts tab, and change the Contact Type for an assigned Contact Role.

6.If appropriate, select the Always Skip Calendar Conflict Check check box.

TPArrowSelecting this check box allows the end-user to be assigned to multiple scheduled Events on the Calendar occurring on the same date and time. This check does NOT check against the user’s Outlook Calendar meetings or appointments.

7.Click Save Button.
ExpandedRemoving an Event Contact

1.Navigate to the Users page.

2.Search for and select a User.

3.Click the Edit record Edit Record button on the toolbar.

4.Next to User Type, clear the Event Contact check box.

Event Contacts - Clip 3

5.Click Save Button.