Santa Clara University

Commonspot Elements

Event Calendar Custom RSVP

Display an RSVP form with events selected from the Campus Event Calendar. Users can select one or more events and submit an RSVP to a specified e-mail address. The RSVP submissions are also collected in a database on the Web server, and the Event RSVP Export element can be used to export the RSVP data as an Excel file. In the events calendar, you can set a limit on the number of RSVP's for each event, a waiting list size, and a deadline date.

How to add the Event Calendar Custom RSVP Element

The Event Calendar RSVP element can be found in the Content Well element gallery category. Click the "insert new element" text in the Content Well, and select the RSVP element from the gallery.

After the element has been added to the page, you will need to set one or more parameters, to select the Event Calendar data for display. This element accepts parameters similar to those used in the Event Calendar Summary and Detail element:

Required Parameters - You'll need to provide the following parameters:

• adminEmail = an email address where the notifications will be sent
• at least one of the following to select which events to display:
  • org = sponsoring organization id number
  • series = series id number
  • schedule = the schedule id number for a specific event; the element will display a single event listing along with the RSVP form.

Note: This Web site includes a list of Event sponsor and series ID numbers, for reference. The schedule id can be found in the URL of an event detail display (example: http://www.scu.edu/events/?sched=5050 - enter "schedule=5050 to select only this event for display in the RSVP form).

Optional Parameters

• title = Title of the RSVP form
• display = public, private, or all types of events (the default is "public" events)
• sort = date or title (the default sort is "date")
• allow_multiple = true or false - specifies whether to allow responses to more that one of the listed events (default is false)
• welcome - introductory or explanatory text that will appear at the beginning of the form.
• thankyou - text to be displayed on the web page upon successful submission of an RSVP.
• waitList - text to be displayed if they are placed on the waiting list for an event.
• noEvents - text to be displayed if no eligible events are found, such as if the rsvp deadline has passed.
• email_message - message to be sent in the confirmation email.
• email_signature - to be displayed at the end of the confirmation email

In most cases you will only need to supply two parameters; an organization, series, or schedule id number and an email address.

Custom Parameters In this example, the series id "268" (for SCU Invitational) was provided as the event listing selection. Optional parameters are; title (appears as the title of the page), adminEmail (sends a copy of the event RSVP to a specified email address), display (specifies to display private events), allow_multiple (disallows selection of multiple events), sort (sort the results by title).

Event Listing and RSVP Form The event listing includes the single date in the Invitational series. Notice that, since allow_multiple was set to 'false', the selection options to the left of the events will only allow selection of one (a student would only attend one of the two invitational weekends, in this example). Otherwise, they would appear as checkboxes, allowing respondents to select as many as they like. The event data will be collected in a database table on the Web server, where it can be selected for export using the Event RSVP Export element.

Event RSVP Export

The RSVP data submitted through the Event Calendar RSVP form is collected in a database on the Web server. The Event RSVP Export element can be used to view RSVPs currently submitted and select the RSVP data for export to Excel, as a text file, or sent as an email message.

How to add the Event Custom RSVP Export element

The Event Custom RSVP Export element can be found in the Content Well element gallery category. Click the "insert new element" text in the Content Well, and select the RSVP Export element from the gallery.

The Event Custom RSVP element does not require any parameters if it is placed in the same subsite as the actual RSVP form. If it is located elsewhere, you will need to set one or more parameters, to select the Event Custom RSVP data for display and export. This element accepts the parameters similar to those used in the Event Calendar Custom RSVP element:

• org = sponsoring organization id number
• series = series id number
• schedule = the schedule id number for a specific event; the element will display a single event listing along with the RSVP form.

Exporting RSVP data

The export element will display any RSVPs submitted for the selected events. You can export this data in three ways; as a CSV (comma-separated-value) formatted file which can be opened in Excel or imported to Access, displayed as text output to the Web browser screen, or sent as text output to a specified e-mail address. The exported data will include the event title, data, RSVP data, and the date and time when the RSVP was submitted.