JEvent 1.3

Presentation

With the JEvent application, offer your contributors a complete and intuitive tool to create, manage and promote theirface-to-face, remote and hybrid events. Provide all contributors with useful information, the ability to register and access replays.

When to use this module?

Do you want to facilitate the management of your events? The JEvent module allows you to create your event in a few clicks. You give it all the necessary information to the participants (visual, presentation, speakers...) as well as the number of places available. The management of registrations can be free or carried out by the designated managers.

You want to promote your events and optimize participation? With the JEvent module, you can communicate effectively about each new event by placing a portlet on the homepage (and/or any other relevant page) of your Digital Workplace and/or within the relevant communities. Reach your target audience and increase the number of registrations.

Do you want to make registration and access to all the events you organize more fluid ? Whether they are face-to-face, remote or hybrid, the JEvent space displays all your past, current and future events in the form of a catalog. Employees can register in 2 clicks. They then have access to all the information they need to attend the event in person or by videoconference.

Do you need to track attendance at an in-person event ? The module automatically generates a QR code and emails it to the user once registration is validated. Simply scan the QR code of the attendees present at the event.

Through the " Statistics " section, you can obtain relevant information regarding the involvement of your employees in events, including the total number of events, the most popular events, as well as the evaluation of their participation (such as replay views, etc.).

Combined with the LiveForm module, collect information before or after an event by sending a survey upon registration for an event or a satisfaction survey once the event has ended.

What does this module offer?

The JEvent module allows contributors to publish events (conferences, seminars, webinars, training sessions, etc.):

Additions with 3 available modes: face-to-face, videoconference and hybrid (access possible in face-to-face or videoconference)
Information entry: title, associated image or video, summary, description, speakers, keywords, workspace
Selection of start and end dates
In face-to-face mode, add information about the location
In videoconference mode, select the service, add the link for participants, add the link for speakers (if they have a different URL)
Possibility to create a Horizon room dedicated to the event (if Horizon available)
Enter registration information:

choice of the "limited number of places" option with entry of the number of places available
choice of the "manage registrations" option with selection of the "free" or "free without validation" management mode (change to "registered" status without validation by managers) or "by managers", of the end date of registrations with automatic closing or not and of the managers
possibility to overbook an event in free registration without validation (automatic switch to waiting list if the number of places has been reached)

Display of the created event:
- About " tab = information about the event
- Registration" tab = registration management
- In videoconference mode = "play" button to start the videoconference
- Section with the next events (4 maximum)
Once the event is over, you can
- automatically retrieve the recordings made within the chosen videoconference service (if Jcall available)
- access the external video via a link
- consult the internal video
- add one or more replays
- associate content (presentation support, etc.) from the action menu
- add photos via JGallery
- access the list of people who attended the videoconference

Event managers can manage registrations with :

Displaying the number of requests, remaining seats, registrants, people on the waiting list, declined registrations and cancelled registrations.
Sending a survey upon registration (coupling with the LiveForm module)
Sending a satisfaction survey (coupled with the LiveForm module)

Display per request :

the status
of the member concerned
expectations and motivations
the reasons for the cancellation
the person responsible for the registration
the date of the change

The possibility :

- to filter by status (to be processed, to be validated, waiting list, registered, refused)
- to search for a member
- to register members
- switch from face-to-face to video-conference registration when the number of face-to-face places has been reached (for hybrid events)
- distinguish the participation mode (face-to-face or remote) for registrations to hybrid events
- to close registrations
- to recommend
- modify the event
- to cancel the event
- to personalize an automatic reminder
- export the list of registrations in .csv format

Employees have access to a space, also available on the move, which presents all past, current and future events with :

Display of current or upcoming events in the form of vertical or horizontal cards with the associated image, title, dates, mode via icons and location when the face-to-face mode is available
Search by keywords
Filtering by
- periodicity: "upcoming and ongoing" (default) - "past
- mode : face to face & videoconference - Face to face - Videoconference
- speakers
My Registrations view, in table form, presentation of
- The status of the registration
- The name of the event
- The date of modification of the registration
- The possibility to cancel the registration
My interventions view, in table form, showing:
- The name of the event
- The mode
- The start date
- The duration
Calendar view to view upcoming events over a week or month
The features
- Likes, comments, reader tracking.......
- Registration with optional entry of expectations and motivations
- Addition to my Outlook Office 365, Outlook (ICS) or GoogleCalendar
- Cancel my registration
- Join the videoconference of an event I have registered for
- View the replay of an event
- View photos of an event
- Add an event to your calendar or add it automatically when a registration is validated (if JCalendar available)

What our customers like

The catalog of all our events to facilitate registration and access, including on the move

With the JEvent application, we offer our desktop and mobile employees a catalog of our events. For each event, they find all the information they need to decide to register (in two clicks) and to attend the event thanks to the geolocation or the integrated videoconference link.

Promoting our events on the platform to optimize registrations

With the JEvent portlets we can communicate effectively about our events. We position them where our targets go, on a page or within a community. This way, our employees are aware of the events that concern them and are sure not to miss any. This approach allows us to increase registrations.

Access to replays to capitalize on videoconference events

With JEvent, when a videoconference event is over, I can add the replay to the event's publication in two clicks. Our employees who were unable to attend or those who are interested in attending the event later can easily access the content.

Associating content with a completed event

If I present documents, I have the option to associate them with the completed event from the actions menu. This allows everyone to easily find and access presentation support documents. A guaranteed way to enhance the event!

The registration management space to facilitate follow-up by organizers

The registration management area offers a summary view of the most useful information: number of requests, remaining places, number of people on the waiting list. This saves time for organizers and managers.

Validation of participation in these in-person events

The JEvent module handles everything from generating the QR code to sending it. A real relief for event managers! On the big day, simply scan each attendee's QR code.

Coupling an event with a suvey*

As part of a continuous improvement approach, I would like to conduct a survey* before an event (at the time of registration) or after it to assess participant satisfaction. Implementing this process is very simple: I activate registration management and associate a survey with registration and/or a satisfaction survey when creating the event. Participants will then receive a link to the survey form.

* LiveForm module required to benefit from this functionality.

Access to statistics

Analyzing statistics allows me to obtain valuable data to enhance the engagement of contributors and participants, design attractive events at the most appropriate times, track replay viewing activity, etc.

What's new in version 1.3

This version of the module brings new features

Event managers can now:

Associate content (e.g. PowerPoint presentation) with a completed event
Use a presentation video instead of an image
Add a survey (LiveForm module required) at registration and/or after the event (only accessible if registration management is enabled)
Cancel an event
Customize the automatic reminder
View event statistics

To facilitate attendance control for in-person events, the module automatically generates a QR code (if enabled in the module settings) when the event is created. This QR code is sent to the employee by email when they register for the event.

A calendar view allows you to view past and upcoming events.