Index

Permissions

When to Create an Event

How to Create an Event

Managing an Event

Methods for Taking Attendance

Helpful Tips

Permissions

Full Event Admin: All administrative staff have this level of permission at their respective campus(es).

• Can view, edit, create, and delete events at the assigned campus.
• Can run event and attendance reports.
• Can record attendance for all events at the assigned campus.

Limited Event Admin: All paid staff and fellows have this level of permission at their respective campus(es).

• Can view events at the assigned campus.
• Can run event and attendance reports.
• Can record attendance for all events at the assigned campus.

When to Create an Event

• Events should be created in CCB any time we are gathering our people.
  • Small group Bible studies, electives, leader meetings, special events.
• Events must be created in CCB in order to take attendance or use Check-In.
• All events in CCB must be connected to a group. Think about the group that is the primary audience for the event.
  • Is it a campus-wide event? Then add it to your campus attendee group. Is it for all families? Add it to your campus attendee group.
  • It is NOT necessary to create a new group for every event.

How to Create an Event

1. Events can be created from the campus calendar page or from group calendar for the associated group.

   • To open the campus calendar page, navigate to “Events” in the left side menu and click on “Calendar.”
   • To open the group calendar, navigate to the appropriate group and click the “View group calendar” button in the top right corner.

2. From either calendar page, you can click the “Create Event” button in the top right or find the desired date on the calendar and click on the blue plus sign (+).

   Expand each section below for step-by-step instructions for setting up the new event.

   • Required Settings:

     Event Title

     • If the event is for a small group, the event title should be the same name as the group OR the group name plus an additional descriptor (such as semester or name of study).

       Examples: SW Community Group White; ALL Merge Hobson Fall 2024; AND Men First Call Evans 1 Corinthians

     • For events in larger groups such as campus attendees or men/women groups, the event title should be clear and concise but including the group name is not required.

       Examples: CRK Family Fun Day; MT Grace Kids Movie Night; AND Discover Membership

     • Note that the Event Title is what shows up on someone's profile as attended.

     Group and Event Organizer - choose the correct Group and Event Organizer for the event. If attendance reminders are turned on for the event, the Event Organizer will receive them, as well as the group leaders.

     Date and Time - choose the correct date and time for the event. If the event repeats, click “Make this event repeat” and fill in the corresponding information.

     TIP: When creating recurring events, it is a best practice to set up the event for one semester or one year. This will prevent accidental deletion or changes to historical data.

   • Optional Settings:

     Enable Check-In - If you are planning to use Check-In for your event, check this box.

     • Select “Only at a Check-In Station.”
     • Select the correct Attendance Grouping.
     • Room Name - you can add the room name or number for the event.
     • Children per Adult- if you put a number here, it will not let you check in kids until adults are checked in. (We recommend not using this feature.)
     • Attendee Limit - Maximum number of attendees allowed for the event.
     • Select Label Type - choose the desired option for your event.

     Add Rooms & Resources - Grace does not currently use these features of CCB.

     Location, Description, and Event Photo - these are all optional settings.

3. Once the event has been created, you will need to edit the Attendance Settings.

   • Open the event page and click on the “Attendance” tab.
   • Click the “Attendance Settings” button on the right side of the screen.
     • Attendee Limit - if applicable, set a limit on the number of people who can attend.
     • Attendance Grouping - ****Choose the correct Attendance Grouping. This field is required! This step is essential for our reports and metrics to be accurate.
     • Attendance reminders - check this box to send group leaders and event organizers a reminder to take attendance at the event. They will receive one reminder prior to the event and up to three reminders after the event until the attendance is recorded.
     • For attendance purposes only - if this box is checked the event will not show on the group calendar for members. Most of our congregation does not log in to CCB and look at their group calendars, so this setting isn’t very relevant for us.