External Event Registration allows districts to set up and provide the ability for non-Incident IQ users to submit an event request by specifying the necessary event details and selecting an available room/location for a future event.
Also, allows users to request events for specific organization they are associated too, as well as allowing users are able to create a new organization.
External Requestor Login and Validation
Using the Remote Event Form URL, the external requestor will be brought to the login page.
If they already have an account, they will enter their Username and Password. If they have not already created an account, they will select the Register a new account button.
The Reset your password link will allow the requestor to reset their password.
After clicking the Request Password Recovery button, the message will show saying that an email with password reset instructions has been sent to the email provided.
Creating New Account
When selecting the Register a new account button, the requester will need to fill out the required fields.
After selecting the Continue button, the following window will inform the user that a verification code was sent to their email address and ask to enter that code in the field.
Resend Verification Code button in case the user experiences an issue with the first verification code email.
Clicking Confirm will lead to the next page, where the requestor will have an opportunity to search for an existing organization, register a new organization, or skip this step.
Organization Step
On the organization step, there are multiple different workflow options:
The user is associated with the organization for the event.
If the requestors are associated with an organization(s) within Incident IQ, they will see that organization in green at the top.
The user is not associated with the organization for the event.
If requestors are requesting an event for an organization and they are not associated with an organization within incident IQ. First, they need to search for that organization. If they find the organization they will need to reach out to the primary contact for that organization to get their account associated to the organization.
Add New Organization.
After searching for the organization, it is not found. Select the Add New Organization link.
Skip this Step
The event is not associated with an organization.
User is associated with the organization for the event
If the user is already associated with an organization within Incident IQ the organization name(s) will be shown at the top. Next, the user can either register a new organization or proceed with the existing organization. To proceed with the existing organization, click the Confirm & Continue button. The user will be taken to the Event Request ticket steps.
User is not associated with the organization for the event
If the requestor is requesting an event for an organization and they are not associated with the organization, first, they will need to search for the organization. If the organization is in the system, the requestor will need to reach out to the primary contact of the organization to get your email address associated with the organization. If the organization is not in the system, they can select the Add New Organization link.
Add New Organization
After searching for the organization and being unable to find the organization, the user can select the Add New Organization link.
Next, the requestor will need to enter the basic organization information.
Please note, an additional field (Organization Type field) may appear for external requestors to select. This field's appearance is dependent on whether Organization Types have been added by an Admin.
After completing the basic information setup, additional fields may be needed. This is based on the workflow your district has configured.
Once all the required fields are completed, click next.
After selecting next, Incident IQ creates the New Organization record, associates the user with the Organization, and adds all the additional data fields to the Organization
This is on the Admin side of iiQ, when view an Organization.
Skip this Step
If the event is not associated with an organization, the requestor can select the Skip this Step link.
If the requestor chooses to skip this step, the organization dropdown will be set to 'This event is not part of an organization' when proceeding with the event request.
Event Ticket Request Steps
After the Organization step the external requestor will be on the event reservation detail page.
The user will see the Event Details page and will be prompted to fill out the following fields:
Event Title*
Event Type*
Number of Attendees
Setup/Breakdown times
Organization*
Start/End dates
Field Name | Required/ Optional | Description |
Event Title | Required | 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. |
Event Type | Required | Select the event type from the drop down menu. Event Type is a way to group and categorize events to allow for easier search and filtering in the system. |
Number of Attendees | Optional | The approximate number of people expected to attend this event. |
Setup Time | Optional | This is the number of extra minutes it will take to set up the event, i.e. move tables, chairs. Setup time is included in the blocked time frame. The system will trigger an error message if a new event setup time overlaps an existing. |
Breakdown Time | Optional | This is the number of extra minutes it will take to break down the event, i.e. clean up, move tables back. Breakdown time is included in the blocked time frame. The system will trigger an error message if a new event breakdown time overlaps an existing. |
Organization | Required |
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Start Date / Time | Optional | If the day/time is very important for the user and they prefer to first see all available rooms for a specific day/time/attendees/location, then they can select the day/time. If the day/time is not important for the user and they prefer to first see all available rooms with the specific attendee amount and location, then they can leave the day/time fields blank. When filling out the Start Date/Time three modals are progressively displayed to the user to help with selection: 1.) Date, 2.) Start Hour 3.) Start Minute. The start time must be before the end time.
 The Clear Dates & Times button can be used to clear selected dates and start selecting again. |
End Date / Time | Optional | This is the end date and time for the event. The end time must be after the start time and cannot exceed the end of the start day. By default the end date and time will be one hour after the selected start time, but this can be modified by the requestor if needed. The selected start-end time frame will be blocked in the calendar and will not be available to select for another event. |
The next steps can be branched into two paths:
Requesting to reserve an event with a date/time defined
Requesting to reserve an event without a date/time defined
The path to reserve an event with a date/time defined, only the rooms that meet the previously entered criteria for day, time, and setup/breakdown, are shown on the Select a Room page. The available rooms will also show from all the locations by default, for full visibility, but they will be limited to the externally visible rooms only (“Room Visibility for External Event Requests” checkbox checked). At this point, the user can select a room out of the list of available rooms that satisfies all the criteria previously entered.
Each room card displays attributes that can help in making a booking decision: room type, square footage, maximum occupancy, seating capacity, and description. If any of these fields were not previously filled out, they will not show on the card view.
Requestors can filter the Rooms list by:
Location
Room Type
More
Max Occupancy
Seating Capacity
Square Footage.
Keyword search is also available to find a specific Room.
Clicking on the room card selects the room. The card for the selected room(s) will be outlined in blue and will also be visible in the Currently Selected section at the bottom of the page. A selected room can be removed by clicking on the room card again or by clicking the “x” by the room in the Currently Selected section.
The Requestor can select a single room or several rooms for multi-room reservations.
After selecting a room, clicking its card again will deselect it. It’s also possible to deselect a room by clicking on the 'X' in the room tile located in the Currently Selected section at the bottom of the page. If the user jumps ahead through pages looking for an additional room and the originally picked room card isn’t visible, it’s convenient to just deselect it in the Currently Selected section.
Clicking Continue will open the Room Calendar and show the Event block automatically added in the selected date/time slot. The Requestor can click Continue or, if needed, can adjust the start/end times by dragging the borders of the event block up or down. The Requestor can also select a different day/time entirely by clicking on a different time slot or clicking on the existing event block and dragging it to a different day/time slot.
Clicking on Continue will open the Event Details Summary page, where the selected room(s) as well as previously filled-out fields will be populated but disabled. The Requestor cannot edit the disabled fields on the current page, but can click on Go Back if needed to make a change.
Organization Insurance Details Section
This section will show if:
The user selected an organization for this event on the Event Details step.
Incident IQ will check if the organizations has insurance on file and is valid through the event date.
If not, new insurance info fields will be required to be filled out on the Event Details Summary page of the Event Request ticket before submitting the request.
If the user selected “Add New Organization” on the organization step.
User will be required to fill out the Organization Insurance Details section.
There may be additional fields that are required under the Additional Details section. The user will need to complete all the required fields. The confirmation message will confirm that the ticket was submitted successfully.
The external Requestor will get a confirmation email at the email address specified. This email will contain the Ticket # created and some basic details.
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Hannah Bailey - Director, Customer Engagement