Manage Events (Admin)

What are Cooleaf events?

The Cooleaf event feature allows Admins and Local Admins to create a calendar-based invitation to a virtual or in-person event. You can also award reward points for event attendance.

Use the Events page in Manage view to create and manage Cooleaf events.

How do I create an event?

From the Events page in Manage view, click the blue button that says ‘Create new.’

On the next page, choose an event photo and enter the following details:

  • Enter a name for your event (required).
  • Enter a description for your event (required).
  • Select the start and end time for your event.

If this event will take place multiple times (such as a monthly happy hour), you can choose to add additional sessions for the event.

Next, click to choose between an in-person or virtual event. Enter the event’s location (optional).

Targeted For: If you’d like this event to target only a specific group or team, click to choose a group or team.

If you choose a group a group or team, only members of that group/team will be notified of the event.

Interested In: Add any relevant interest tags for this event.

Next, enter the name and contact information for the event coordinator. This person will be the main point of contact for the event.

Before creating the event, review additional options:

  • Check if you’d like to include instructions in the confirmation email.
  • Check if you’d like to set a maximum capacity for the event.
  • Check if you’d like to add an event registration price (if this is a paid event).
  • Check if you’d like to add reward points for attending.

Finally, click the blue button to create the event! Or, click the green button to save the event as a draft to publish later.

Event notification emails are automatically sent twice: first when the event is created and again one day before the event. If you would like to turn off these email notifications, remember to uncheck the boxes shown above.

How do I edit an event?

  1. From the Events page in Manage view, find your event on the list of upcoming events.
  2. Click the green button that says ‘Edit event’.
  3. Modify the details of your event, then click the blue button that says ‘Update an event.’

How do I extend an event?

After an event has started, the event dates cannot be changed. The dates of the event can only be changed before the event has started. To change the dates of an event that has not yet started, follow the instructions above to edit an event.

How do I cancel an event?

  1. From the Events page in Manage view, find your event on the list of upcoming events.
  2. Click ‘Cancel event’.

How do I clone an event?

“Cloning” allows you to duplicate a previous event in order to create a similar event.

  1. From the Events page in Manage view, find your event on the list of upcoming, ongoing, or past events.
  2. Click the green button that says ‘Clone event’.

How can I send an event reminder?

If you’d like to remind users to sign up for an upcoming event, you can send an event reminder.

  1. From the Events page in Manage view, find your event on the list of upcoming events.
  2. Click the blue button that says ‘Notify non attendees’. This will send a notification to all employees who might be interested in the event but haven’t yet registered.

How do I award reward points for an event?

Event reward points must be manually awarded by an Admin or Local Admin.

After the event, go to the Events page in Manage view to manually ‘check in’ attendees. Checking in event attendees confirms attendance and awards any reward points associated with the event.

To check in event attendees, follow the steps below.

  1. From the Events page in Manage view, find your event on the list of past events.
  2. Click the blue button that says ‘Check in attendees’
  3. Check in any users who participated in the event.
  4. Click the blue ‘Submit’ button.
If this is a multi-session event, use the dropdown at the top of the page to select a specific date and time.
If a user attended an event but did not register, you can still add them to the list of attendees and check them in. Use the search feature to search for their name or email and add them to the check-in list.

How do I download an event report?

To download an Event report with a list of users who registered and attended the event, follow the steps below.

  1. From the Events page in Manage view, find your event on the list of past events.
  2. Click the blue button that says ‘Event report.’ The report will automatically be sent to your email address.
If your event reached max capacity, you will also see an option to download a ‘Waitlist report’ to see a list of users on the waitlist.


How did we do?


Powered by HelpDocs

Powered by HelpDocs