Users can create events in a Huddle in which they are a participant. When a Huddle Event is created, it will automatically include all participants in the Huddle as possible Attendees. This makes it easier to invite all Participants in a Huddle to the event.
Who is this article for?
Based on the default user settings in the Sibme platform, you should have permission to complete this task if you are one of the user levels listed below. If you do not see the screens in this article, you can ask your Sibme account administrator if you have permission.
Steps to accomplish the task:
Users can create an event within their Huddles and invite Huddle Participants to the event:
From the User’s Landing Page, click on the Huddles tab from the menu bar at the top of the screen.
On the Huddle Page, select and click the Huddle where you want to create an event.
On the selected Huddle, click the calendar icon next to Participants.
Users can also create an event through the Events tab.
When the User clicks on Create Event or the Calendar Icon, a pop-up window will open. This is where they can add details to the event as follows:
Events can be held either In Person or over Zoom. If the meeting is to be held In Person, the event creator can type a meeting location into the Location field. If Zoom is chosen, a link to join the Zoom meeting will be included in the event. Please note – an institution's Zoom information needs to be set up from the Account Settings > Integration page for the Zoom option to appear. More information on this can be found in the Integrations Overview Help Article.
For events created in a Huddle – all members of the Huddle are automatically added to the list of attendees. Members of the Huddle who do not need to be included in the event can be removed. Click the blue '+ Add Attendees' button to view the list and then click the green 'Added' button. It will then change to '+ Add' button which means they are removed. To add them back, simply click the said button.
The event creator also has the option to Remove or Add Huddle members to the event all at once. Click Add All or Remove All button.
Additionally, a search bar is available on this screen to help Users quickly find the member they need to add or remove from the attendee list. Once you have finalized the attendees, click Done and you will be returned to the Create Event screen.
You will also be able to designate whether the event is Public or Private. Public events will allow you to include attendees that are not a member of the Huddle. Private events are only for members of the Huddle and attendees outside of the Huddle will not be able to be added to the event.
Events can be scheduled for a single time or repeated on a regular schedule. If the event that you are creating will be held multiple times, click the option box under 'Repeat' and choose what best describes the frequency required for the event you are creating: Daily, Weekly, Monthly, Annually, Every Weekday (Mon to Fri), or Custom.
For Weekly, Monthly, or Annually occurring events, the system defaults to the day that you are creating the event. Custom schedules allow you to create events on a personalized schedule.
If you create a meeting that needs to repeat on a custom schedule, choose Custom on the drop-down menu. Additional options will appear. From there you can customize the schedule accordingly.
Once you have entered all the details, click the green create event button on the bottom right of the screen to add the event. It will then be added to each attendee’s calendar and to their attached Outlook/Google calendar.