CiviEvent - Phase 1 Requirements

CiviEvent Phase 1 has been released in Version 1.7. You can review CiviEvent - Phase 1 Specifications and [CiviEvent Admin Documentation]. You can also review and add to CiviEvent - Feature Candidates requirements.

Suggested Primary Use Cases

• - CRM contact registers for an event in a user framework (e.g. Drupal sign up module).
• - CRM contact registers for an event via a CiviCRM profile (perhaps call it an "event profile" or use the civicontribute model and create CiviEvent pages).
• - View CRM contacts registered for an event.
• - ...

Other items:

• Events should be nestable (e.g. I can define 10 sessions that exist as part of a single conference)
• Detailed Spec from Jeff Porter of FPWR
• Detailed Spec from Dan Robinson of CivicActions

Detailed Requirements provided by the Foundation for Prader-Willi Research (FPWR) www.fpwr.org 

• Create Event
  • Authenticated User selects "Create Event" from menu
  • Create Event form/workflow is presented
    • Name of Event
    • Location
    • Recurrence (annual, monthly, one-time, etc.)
  • Is this a new occurrence of a an existing event? (e.g. 2nd Annual)
  • Organizers
    • Who (from the db) are organizers of his event (provide query/lookup capability)
  • Volunteers
    • Who (from the db) are volunteers for this event (provide query/lookup capability)
    • Open to enter in names (email addresses)
  • Invitations
    • Who (from the db) should attend this event (provide query/lookup capability)
    • Option to include those that attended last year
    • Option to enter in names (email addresses)
    • Develop invitation (link/workflow to include CiviMail to create invitation and mailing)
  • Fundraising Details (2nd page of a workflow)
    • Fundraising Target (if known)
    • User enters donation levels, products, or packages
      • User enters in premiums or cost for each level
  • Create Contribution Page
    • Present user with options to override defaults on contribution page

• • • • Tax information (Tax ID, tax deduction message)
      • Accounting Information (accounting codes)
      • Donation types
      • Receipt text
      • Header & Footer information
  • Submit Form
    • System creates event (activity) in the database
    • System creates related contribution pages
    • System puts event into a queue to await approval
    • System does not publish events into "Upcoming Events" list on website until it has been approved
    • System sends notification to event managers (email) that new events are awaiting approval
    • System responds with thank-you message (or redirect URL) upon submission with indication that the event is awaiting approval
• Approve & Deny Events
  • Event manager logs in to view existing and new events with options to approve, deny, or manage events
  • Event manager can review event details and view approval status

• • Approve event
    • System automatically publishes the event into the website (it will show up in the list)
    • Event details page is dynamically generated (but editable) with information previously submitted by the event creator
    • System automatically enables the CiviContribute page for this event
    • System automatically sends invitations to invitees and volunteers (invitee list is filtered to exclude those that are also in the volunteer list (people should only get one email))
  • Deny Event
    • System sends email to event creator. Event manager includes message on why the event was denied.
  • Remove events
    • Event creator can delete existing events from this screen (clicks on "remove" event link next to existing event in the list)
    • System automatically removes the event details from the database
    • System automatically deletes the contribution pages from the database
    • Administrator can choose to delete the event details from the activity history on the "Edit Contact" page... if the event is deleted, the activity will simply show a text entry (e.g. "First annual bowl-a-thon") instead of a hyperlink to the CiviEvent detail page.
  • Create Event
    • Event creator can create new events from this screen, takes them to the "Create Event" workflow
• Manage Events
  • User sees "My Events" Block on the site, indicating the events that they are either registered to attend, volunteering for, or running
  • User can click on one of the events in the list to be taken to the event details page
  • "My Events" block shows link to "Create Event" if the user has event creation rights
  • Manage Event Registrations
    • Under the event details page is a tab for managing registrations
      • Registration page shows list of those invited with status
      • Status is " yes, no, maybe, undecided (no answer)"
      • Event manager may click on invitee name to send a personal email to them
      • Event manage may click on the "status" of an invitee to change that status
    • Send Registration Email: Event manager can send a message to all invitees, or to a result set based on a query
      • Send message based on status
      • Send message based on geography
      • Send message based on civicrm profile fields (e.g. donated more than XXX previous year)
  • Manage event volunteers
    • Under the event details page is a tab for managing volunteers
      • Volunteers shows list of those who volunteered
      • Event manager can click on link to schedule or assign duties

• • • • • Assign Volunteer duties

• • • • • • Event manager can create duties to assign to a specific volunteer or group of volunteers (e.g. check-in, or clean up crew)

• • • • • Schedule Volunteers

• • • • • • Event manager can establish times (start and stop or start/duration) for a group of volunteers (e.g. clean-up crew) or individually

• • • • • Send Volunteer Email

• • • • • • Event manager can send a message to all volunteers, or to a result set based on a query
          • Send message based on duties
          • Send message based on schedule
          • Send message based on Civicrm profile fields (all of those that live near XXX)

• • • • Add Volunteers

• • • • • Allow user to enter in name and email address
          • If user exists, attaches user to volunteer list
          • If user does not exist, presents profile for contact data
          • Volunteers added are flagged in the database as having "volunteered" at this particular event

• • • • Remove Volunteers
        • Event manager can select volunteers from the list and choose an option in a select box to remove them
        • Users who are removed as volunteers have their "volunteer" activity flag removed in the database
        • Event manager has the option to remove the entire contact record from the db as well
• Register for an Event
  • On the event details page is an option to "Register" for an event
  • Event registration form is presented
    • If the user is an authenticated user, their information is pre-populated
    • Event registration forms are CiviCRM profiles that can be edited (contains collections of user information) and event specific profile custom data (to be tracked at an activity level)
    • User selects status for this registration (yes, no, maybe)

• • • • If the user was brought here from the event details page, then the default should be "yes"
      • If the referring URL is from an invitation (e.g. email), then the default should be "maybe"

• • • User submits the completed form
      • System adds the user to the event registration list as tentative (not yet confirmed)
      • System sends a confirmation email to the registrant with event specific details (e.g. links to the event details page), and a link to confirm registration
        • System will update user status to "confirmed" once they click on the link to confirm their registration
• Volunteer for an Event
  • On the event details page is an option to "Volunteer" for an event
  • Event volunteer form is presented

• • • Additional volunteer profile data is shown below registration data
    • Data allows user to specify times preferences, job preferences
    • User submits volunteer form
      • System adds the user as a volunteer to the event and registers them if they have not already been registered
      • System sends a confirmation email to the registrant/volunteer with event specific details (e.g. links to the event details page), and a link to confirm registration and volunteer status.
      • System will update volunteer status and registration once user clicks on email link to confirm their registration and volunteer request
• Contribute to an Event
  • Open to Contribute to an event is presented on the event details page
    • User clicks on link to be taken to the Event's contribution page
    • System records the user information into the db and attaches an activity of "contributed to XXX event" to their record
• Receive & Respond to Event Invitation (RSVP)
  • User receives invitation for an event in their email
    • User can click on the invitation link to be taken to "Register for an Event" page
    • If the invitation is volunteer, user can click on link to be taken to the event volunteer page.