Event Management

You can add a date and time to an entry in a journal and this makes it an "event". All entries can also have formatted text and images, plus a location with a map. This all makes it possible to give the information about an event as rich as you need.

This event entry would allow replies and reactions according the the normal access rules for the particular journal and users following the journal.

Journal Calendar View

Journals can be view as lists, maps or calendars. Choosing to view a journal as a calendar, adds a small month mini-calendar to the top of the screen and highlights the dates with entries in shades of green. The darker the shade the more entries. Clicking on a date cell shows the entries for that date in a list below the mini-calendar.

There are tabs at the top of the mini-calendar allow to switch between "Created Dates" and "Event dates". All entries in a journal a journal have Created Dates so all are included. However, when switching to the Event Dates tab, only events which have had a date added to them are included on the calendar.

Published Events Calendar (Club Tier)

When you are on club tier, you have the option to publish all events in a journal as a calendar. The link for the calendar can be found in the journal information panel.

If you use Google Calendar or other calendar app, you can use the link to add events from the journal as a new "calendar" in the calendar app.

Only the journal creator needs to have the Club tier plan to publish the calendar. After that anyone can subscribe to the calendar even if they do not have a Flojourn login.

Not all journals publish a calendar. This need to be turned on in the Journal Admin screen.

You can set the duration of an event after you add a date to the journal entry. If you do not set a duration events default to one hour when published in the calendar.

Event Action Buttons (Club Tier)

There are several buttons on Club Tier designed to help administer the event.

Invite

If you want to get people to view the event and possibly use the RSVP options (see below) this button provides a link which not only takes visitors to the event entry. This is different to the basic entry link in that it includes an invite to the journal. That means if this is not in a public journal it ensures the person receiving the link will have access to the journal and will automatically make them follow the journal if they do not already.

The invite link does require the recipient to be signed into Flojourn. Invites are a good way to get people to use Flojourn more actively.

Duplicate

Many calendars have recurring events, but the settings to do that can be complex. As an alternative the Duplicate event button simply copies all details of an event into a new entry and you can choose a different date (and alter any other details), save it and repeat.

Cancel

Although you could manually edit or delete an event entry to show it is deleted, the Cancel button marks the event as cancelled and displays an explanation for the cancellation on the actual entry. It prevents further RSVPs if that was active.

Attendance

If using the Attendance option this button will provide a link and a QR code that can be used to handle the attendance.

RSVP (Club Tier)

When you are organising an event it can be useful to have an idea of who is and how many are planning to come. So once you add a date to an entry, several options become available.

Ticking the RSVP replaces the normal "Replies" section of the entry with RSVP options. By default this will present as "Yes" and "No" buttons in the replies section of the entry. You can also enable a "Maybe" button if that is helpful for you.

You can set a number of days before the event that RSVPs close which is displayed on the event to force people to respond with a suitable lead time for you to organise.

When a visitor clicks on any of these buttons it creates a reply with their chosen response and they can optionally add a message for you. That reply remains on the entry when they view it. On events in your journal you can see all the replies from the individuals. You also see counts of the responses so you quickly know how many are planning to attend.

A final option on the event lets you determine whether visitors can see these response counts or even a list of who has responded. You may also choose not to show any of this information if you prefer.

Attendance (Club Tier)

In addition or instead of RSVP you may want to track who attended an event. The idea is to display a QR code at your session. Any one there can scan this with their phone and as they are logged into Flojourn, the event will be marked that they have attended.

This is far simpler then having some lookup system on an event that the organiser (you) has to use to find people and mark them as attended.

Once you turn on the Attendance feature, you can choose to prevent attendance being added before the event is due to begin.

You also have an option to hide the contents of the entry to people who have not marked themselves as attended. This is so you can provide content that rewards attendees, such as a summary of the lesson or other useful information.