Andwa Consulting's Online Event Calendar User Guide

Web Site Features and "Quirks"

1. Qualified Members: Some information on the web site is made available only to members who have attended 2+ events with the organization. This information mainly includes contact information for other members. This safeguard is in place to prevent members of the public who join up with the organization - but never attend - from gaining access to member contact information. This is especially important to organizations which are free to join.
2. Waivers Recorded on Web Site: There are two "levels" at which a waiver can be recorded. There can be one and only one person in the organization who is designated as the person in charge of waivers (see the WaiversName and WaiversU web site options). When any other volunteer records a waiver on the web site, it fills in that volunteer's username in the "Waiver Recd By" and "Recd Date" fields. At this point, the web site knows that the person has filled out a waiver and given it to a volunteer, but it is NOT yet officially recorded as filed safely in the organization's waiver repository. When the waiver contact receives the waiver, they will record on the web site that they've received it, at which point the "File Date" is populated and you know that your organization has received the waiver from the volunteer who originally received/recorded it. If it is your waiver contact who first records the waiver, then the "File Date" is populated and the other two fields are left blank.
3. Event Notifications: For some events, notifications are sent out to subscribing members when the event is first posted to the calendar. These notifications cannot all be sent at once due to server limitations so they are sent out in batches of 100 every fifteen minutes. The notifications are sent out to the NEWEST members first in order to give them a fair chance at getting on popular events.
4. Agents: The web site allows members to define "Agents" - another member to sign them up for events on their behalf. When the agent registers for an event, they can select this member as their "guest" but the web site records the event on that person's member account (rather than registering them as an anonymous guest).
5. Wait List Deletes: When a person puts their name on the waiting list for an event, they can check whether they want to be removed from the waiting list "NEVER", "2 Days Before" or "7 Days Before". The default is "2 Days Before". If a member asks you how/why they were removed from a waiting list and therefore lost their space in the queue, it is likely because they missed this checkbox and left it at "2 Days Before" when what they really wanted was "NEVER".