Event Management System - iCalendar

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The event management system allows you to create and manage any kind of events and to publish them on your web site and/or your extranet. But also to manage individual attendances and therefore build a personal calendar for every contact, automatically send them confirmations, reminders, schedule changes…

Meeting and event description

An event is defined by the following information:

• Subject/Name
• Description
• Start/end time
• Location: a complete description of the event location, including address, road map and other useful details.
• Associated documents:  the associated documents may be uploaded and attached to the event and eventually published in the document library. In addition, it is also be possible to browse the document library to attach documents that would already be published in.
• Themes: a list of the related themes from the theme list.
• Event type: defining if the event is private and strictly restricted to the guest list, or public and available to a wider audience, and, for instance, published in the web site and/or the extranet.
• Organiser: a free text field with a direct link to the eCRM
• Attendance: a list of persons to invite. This list may be entered manually, using a csv file or by selecting a segment from the eCRM.
• Attendance list publication: the attendance list may be available for the event owner only, the guest list only or may also be public.
• Significations and alerts: There are 2 types of significations. The first consists in an iCal compatible (RFC 2445) invitation, allowing recipients to accept or decline invitation, and if accepted, automatically integrate it in his/her calendar. The second is using the emailR application, and sending an HTML formatted invitation with a link to the public web form.

Attendance list definition

The meeting owner has the ability of constituting the guest list with the following tools:

• Entering email addresses manually
• Using a pre-defined segment in the eCRM
• Uploading a csv file with email address and full name of the guests
• Using the list of the extranet users that did subscribe to the concerned themes
• Selecting contacts that did already attend to one or several previous meetings

Publication on your public's website

All public events may be filtered by themes, time and date using a calendar presentation, organisers and participants.
When accessing an event details page, the user will also have a list of the future events related to the same themes.
Users will also have the ability to subscribe to themes. They will then receive an automatic notification of all new events related to the given themes (email or css), and the meeting owner will have the ability to automatically integrate such users in their invitation distribution list.