Events can be created using two methods. Those two methods are:
Directly via the New Event button in iiQ Events (admins and agents only)
Requesting an event through the ticket submission process
This guide outlines how Admins and Agents can create an Event directly via the New Events button.
From the Events List View
The following steps outline how Admins and Agents can create an Event directly via the New Events button.
To create a new event in Incident IQ, from Events > All Events or Events > Upcoming Events select + New Event near the top right of the page. Additionally, + New Event in the left navigation can also be used.
The Event Details form opens and contains several fields necessary to create an Event.
Event Title* is a required field that is freeform and should be descriptive. It is a primary identifier and should contain words that can be searched. This is the first column in the Events Listing page, and appears on the Calendar view. |
Owner* is a required field that defaults to the Requestor. The user that is creating/requesting the event. Owner will be responsible for that event from that time forward. This is a searchable dropdown field. |
Attendees is an optional field for the approximate number of people expected to attend the event. |
The Room/Location field is where the user needs to select a room or a location for the event. Please note that you can not use both at the same time.
Only rooms where availability has been defined will be displayed in the drop-down. Please see the guide here for more details on how to set availability.
Select Rooms The user can select a room(s), search for a specific room, and filter rooms by Location or Room Type. When selecting a Room, each room displays the name of the location/school and the room number. To unselect a room click on the Clear Selection button at the bottom.
Select Locations The user can select a location(s), search for a specific location, and filter locations by Location Type.
To unselect a location click on the Clear Selection button at the bottom.
Multiple locations can be selected to create a multi-location booking event.
Admins can also select the whole district by clicking the Select All XX Locations checkbox at the top right corner. Select All Locations is NOT dependent on having a filter applied on the Locations "mode”.
After selecting Location(s) is selected, it will appear in the Room/Location field, and under the Room, a column will indicate that All (XX Rooms) were selected for blocking.
The Edit and Clear buttons allow the user to go back and make changes to their selection or clear the selection entirely.
Calendar integrations are not supported with blocking locations. If a blocking event is created in iiQ, this information won’t be pushed to the Calendar integrations. Location blocking is only possible through the IIQ at this time.
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The Start Date/Time* is a required field. First select the day, then select the hour, and then the minutes. The End Date/Time* will default to one hour after the start time; however, the end date can be modified. 
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Event Occurrence Type The Event Occurrence Type section becomes available after the user selects the date/time for the event. Three radio button options:
Please note, when editing an existing event, a Recurring Series of events will not be able to be changed to a Custom Series. Likewise, a Custom Series cannot be changed to a Single or Recurring Series. The radio buttons will be disabled.
The Single Event radio button can be selected in case of a single event that will happen only once on a specific time and day.
The Recurring radio button allows the user to set up an event as recurring daily, weekly, monthly, or yearly. When the toggle is on, the additional fields below are displayed.
Depending on the Recurring Increment selected, additional fields will be displayed.
A threshold has been set at 50 events to warn the Admin/Agent that the recurring event contains 50 or more events. The Admin/Agent can continue after being warned. Cancel will return the user to the Event Creation Form to make changes, and Save will allow the user to move forward and will create the event series. 
The entire recurring series of events will be rejected and not saved if ANY occurrence is not available.
Recurring Events is a Site Option that must be enabled for the district to have this functionality. 
The Custom Series This radio button radio button allows the user to create a custom series of events wherein multiple dates can be hand-selected from a calendar. This is useful for events that recur but not on a regular schedule and events that take place over a range of dates. Users can easily adjust the start time and end time for each date as needed during the creation of the series.
Select the Custom Series radio button, then select the Add More Dates button.
Selecting the Add More Dates button opens the Date Select modal.
After clicking the Apply Selection button in the lower right, the list of dates is displayed within the body of the event details until the Event is saved. The Manage 'X' Additional Dates button shows after at least one date has been added before and the user now needs to add more dates.
If there are any existing event conflicts a yellow alert icon or red message will appear underneath the chosen date. The alerts with a triangle icon represent unavailability of that room and can be overridden by the Admin. Hovering over the yellow alert triangle will show the unavailability message saying what room is unavailable at what time/day.
Alerts in Red represent conflicting events. The user can delete the date from the list by clicking on the ‘trash can’ icon on the right and select a new date on the calendar.
If the Admin still proceeds to select the unavailable room, for example, after applying the selection and clicking Save on the Event Details page, the Room Availability Conflict window will pop up and ask the Admin to confirm that they would like to still select that room. At this point it is still ok to go back and change the room or the Admin can proceed overriding by clicking the Proceed with Room(s) button.
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Setup/Breakdown Time fields allow the user to enter the minutes it will take to set up the event (move tables/chairs) or break down the event (clean up, put the furniture back).
This additional time can be very useful to set so that other events are not booked too close to an event, and the event can be smoothly transitioned from one event to another. Setup and breakdown times can be modified or adjusted as long as they don’t cause any scheduling conflicts with other events.
The Event Start Time shown in Events Lists and Events Details reflects the actual Event Start Time, NOT [Setup duration + Start time].
The setup/breakdown times will be shown in the following places:
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Event Status* is a required field and defaults to Approved, but if necessary, the Admin can change the status to Pending Approval.
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The Event Type* is a required field and is a way to group and categorize events to allow for easier search and filtering in the system.
When selecting an event type, the drop-down will show the list of available event types with the corresponding icons. Additionally, event type can be used as a trigger for rules.
Admins can create new Event Types as necessary under Event Types in the Events Left Navigation Menu. Please see the knowledge base guide on creating custom event types.
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The Organization field is optional and can be used to specify an Organization that is requesting this event. The drop-down will contain the list of organizations in the system created by Admin. Please see the knowledge base guide on creating Organizations. 
A warning icon will appear if an organization is selected whose insurance policy has expired or is set to expire before the event date, displaying a message with the policy’s expiration date.
If the organization’s insurance policy has expired, a red (!) icon will appear next to the organization’s name on the Event Details page, displaying the message: “This insurance policy for this org expired on XX/XX/XXXX.”
If the organization’s insurance policy will expire before the event date, a yellow warning <!> icon will appear next to the organization’s name on the Event Details page, showing the message: “This insurance policy for this org will expire by the event date. Insurance expires XX/XX/XXXX.”
Warnings will appear for Recurring Events if the Organization's insurance expires before the start date of the series or if it has already expired. |
When creating or editing an Event, you can designate it as "private" by toggling the "Make this Event Private" toggle.
Users will need the ‘Manage Event’ permission to mark an event as private.
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The Description field is optional and can be used to provide a detailed description of the event (max. 500 characters).
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The Attachments section allows the user to attach (drag and drop or browse) any document pertaining to this event. (i.e. a seating chart, an attendee list, a fee agreement, etc.)
The supported file formats are JPG, PNG, DOC(X), and PDF. Max file size is 30 MB. Actions for the uploaded Attachment to Download, Preview or Delete are available via the ellipsis. 
For a recurring event, to attach a document to all events in that series, attach the file to one event, click Save and select ‘All Events’, click Save. 
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Once completed and Save Event is selected, the new event will be added to iiQ.
If an event is scheduled for a specific location, room, date, and time range, that space is blocked from being reservable for another event, thus preventing double bookings. When a location/room/date/time combination is selected that is in conflict with another, the following informational messages will appear. Please see the guide below for more information of the error message:
From the Calendar View
To create a new event in Incident IQ from the Calendar view, go to Events > All Events > Calendar view. Once the Admin/Agent clicks on the day of the month, the Event Details form opens where the user can fill out the event details and save the event in the system.
Similarly, it is possible to create an event from the Week and Day views. In this case, the Start Date/Time will be pre-populated with the hour that was clicked. The End Date/Time will default to one hour later than the start time.
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Hannah Bailey - Director, Customer Engagement