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Event Management

Event Approval

  • You are required to use at least an Event Approval process to display events in Widgets and/or in the PocketPlatform app. In addition, an Event Approval process can help ensure someone reviews the registration setup or the reservations associated with an event.
  • Your instance of MinistryPlatform came installed with a default Event Approval process to handle event approval workflow each time you create a new event. Specifically:
    • When someone creates an event with a start date in the future, the person who created the event must submit the event. A Submit button displays at the top of the Event record when you save.
    • The person who approves events at your church can then review and approve the event.
    • Once approved, the Event record updates Approved to Yes.
  • If you use Volunteer Connect, this default process also updates the Accepted field on volunteers' Scheduled Participants records if the event is rescheduled. That way, volunteers who have responded to assignments will be reset to an Awaiting status and can indicate their availability for the new event date.
    Note: If you've made modifications to the process, you may not have this step in your system. You can add a Run Procedure step using the following SQL statement:
    EXEC api_GroupConnect_ResetStatus @DomainId=1, @EventId=dp_RecordID
  • A SPoC can edit the built-in Event Approval process as needed. Go to Administration > Processes > Event Approval, and update the appropriate record.
Setup Options

You can set up event approval to have static or dynamic approvers:

  • Static: A single person approves events (theirs is the user account indicated in the process steps), OR
  • Dynamic: Someone associated with the event, such as the primary contact or the congregation's primary contact.

You can set this up on the Get Approval process step.

Set the Event Approval Requirement

If needed, a SPoC can remove the requirement for someone to manually approve Events.

Other Setup Options:

If there are support service or room reservation requirements, you may want to turn on those processes as well. See Event Room Approval for more information.

In certain cases, it may be important enough to ensure that someone approves a support service or room requirement before you display the Event online. In those cases, you may want to add a step for that approval to your Event Approval Process.

Auto-Approve All Events

  • You must be an administrator or SPoC to do this.
To disable the approval Processes for all Events, remove the steps from the Event Approval record.
  1. Go to Administration > Processes.
  2. Open the Event Approval record.
  3. On the General tab:
    1. Make sure On Submit is set to _Approved=0,_Web_Approved=0.
    2. Make sure On Complete is set to _Approved=1._Web_Approved=1.
  4. Click the Steps tab.
  5. Select all the steps.
  6. Click Actions > Delete.
  7. Click Delete.
  8. Click Save.

Auto-Approve in Certain Cases

  • You must be an administrator or SPoC to do this.
You can remove the need for approval in certain situations. This should be completed by a SPoC or someone with SQL expertise.
  1. Go to Administration > Processes.
  2. Open the Event Approval record.
  3. On the General tab:
    1. Make sure On Submit is set to _Approved=0,_Web_Approved=0.
    2. Make sure On Complete is set to _Approved=1._Web_Approved=1.
  4. Click Edit Record.
  5. In the Dependent Condition field, add one of the following:
    • To auto-approve all Events for a specific Event Primary Contact, add Events.Primary_Contact <> {id}.
    • To auto-approve all Events for a specific Event Type, add Events.Event_Type_ID <> {id}.
    • To require approval for a specific Event Type and auto-approve all other types, add Events.Event_Type_ID = {id}.
  6. Click Save.
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Last updated: October 29, 2024