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The Event Approval process will allow administrators to review and approve newly created events. All groups using an event approvals process will go through a three-step process

• Step 1 - Event Creation: User inputs event information

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• Step 2 - Supplemental Event Information: User clicks Saves and submits a supplemental form that is customized by Admins to ask the additional questions about the event

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• Step 3 - Event Approval: Event is approved with either a Simple Approval or a Workflow Approval

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Follow these steps to set up an Event Approval Process:

1. Click on Admin, Settings, and then

2. Click on the Settings dropdown and select Approval Processes

   

3. After clicking create process Create Process, select Event Approval

   

4. Here, you will select all the specifications to build out this event approval process. You’ll be able to do the following:

   • Select the group types Group Types to which this approval process will apply (if left blank, the approval process will apply all groups regardless of group type); you can also choose individual groups

   • Choose yes Yes to activate the event approvalEvent Approval

   • Select the form/survey to tie to the event approval that will consist of any additional questions you need to ask users who are looking to hold an event (supplemental Form/Survey that should be tied to the Event Approval Process

     • While all approval processes must be tied to a supplemental form

     ). Learn more about creating Surveys and Forms and after you’ve created the form, select it from the drop-down

     • , you can leave this blank for now if you have not yet created your form

   • Include verbiage for an event confirmation Event Confirmation message that will appear at the top of your supplemental form

   • Set if you would like to Automatically approve recurring events when the parent event is approved - Activate automatic approval for recurring events.

     • When set to

     yes

     • Yes, green-lighting the initial event extends approval to all

     future occurrences. Opting for no means each

     • recurring events

     • When set to No, each recurring event needs separate approval

     , even though they're all the same (Recommendation: Opt for yes

     • We recommend opting for Yes to expedite approval process

     .)

   • Decide if you want to Reset approval on any change made to the event - Configure approval reset behavior based on event edits. Selecting yes

     • Selecting Yes triggers approval reset upon any modification by the officer

     , while no

     • Selecting No limits reset to

     significant changes such as

     • just event dates/times, description, location, and name

     . (Recommendation: Opt for no

     • , however, this can be customized

     • We recommendation opting for No to maintain approval consistency unless necessary changes occur

     .)

   • Click Save

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4. Upon establishing and activating the approval process, events created within selected group types or individual groups will be subject to approval. Officers from these groups will initiate event creation and subsequently complete a supplemental form directly linked to the event approval process, featuring additional questions. Once the officer submits the form, the event enters a pending state for review before final approval. Subsequently, it becomes visible to other users.

5. When users submit their event request, submissions will come in by way of the supplemental form tied to the approval process. Navigating to the group where that form lives will allow administrators to review the request and take action on the approval status.

6. Administrators will be able to see

   1. The name of the user submitting the event request

   2. Information on when the submission was started, submitted, and updated

   3. In addition to the group name, you’ll also see the name, date, time, and location of the event, allowing you to click on the event name to see the rest of details including the answer provided in the supplemental form

   4. The option to either see the workflow or use one of the four status icons (approve, require modifications, on hold, or reject) to make a decision on the submission

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4. Once the Supplemental Form is connected to the Approval Process, be sure to connect a Workflow to the Supplemental Form if you are using a multi-step approval process

Please contact support@campusgroups.com with any questions.