Managing Localist Events

Virtual Events: It is important to set up your Zoom meetings in a way that users are expecting and that allows you to easily manage your attendees automatically.  

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Meetings.
3. Click Schedule a Meeting or edit an existing meeting.
4. In the Registration section, make sure to select the Required check box.
5. After scheduling the meeting, the Registration and Branding tabs will appear.
6. Manage attendees: Click View to see a list of people who have registered for the meeting. Clicking on the registrant's name will provide additional info about that person.

Learn more about Zoom registration

In-person Events: Visit the UCLA IT Health registration page.

From the admin dashboard, publish events without review.

• Click Create an Event in the top right corner. 
• Fill out the Add the Event form.

• Event Details: Add your event title and a short description of your event that tells your audience why they should atten

• Schedule: Add the date and time of your event.

  • As soon as you enter a valid start date, you will see the Summary updated to reflect the field data, and the Add Above to Schedule button will be activated.

  • If your event is a one-time event, you can click Add Above to Schedule.

  • If your event is part of a recurring series of events, use the Repeating drop-down to create your custom schedule. Once you click Add Above to Schedule, you can add or remove dates to further customize your event schedule.

• Location: Select whether the experience is in-person, virtual, or hybrid. If your event is in-person or hybrid, tag the Place.

• Photo: Upload a photo or choose an image from our preset library. Avoid using text-heavy graphics.

• Classifications: Make sure to select relevant and specific filters including your Department/Group. 

• Ticket and Registration tab: Deselect Use Localist Registration and add the Registration URL.

• Once you've completed the form, click Save Changes and view the event to make sure everything looks good.

From your Admin Dashboard, navigate to Events > Add Conference. 

Basic Information

Start by filling out the basic Conference Details:

• Name 
• Start date 
• End date 

Conference Details 

After saving your basic info, the rest of the submission form will be displayed below. You will continue to fill out the event details just as you would for a single or recurring event (see directions above). 

Do not include agenda information in the conference details. You can add an agenda as a session. 

Adding Sessions

After saving the main details of the Conference, select +Add Session above the Basic Info section. From here, you will complete the submission form once again, but the details will be unique to the session. To simplify the process, you can add each day of the conference as a session including an agenda. 

Adding Speakers

You can add Speakers on a Conference level and Session level. You will find the Speakers field alongside your Classification options:

Speakers do not need to be added to the platform before assigning them to a Conference or Session. If you would like to complete the speaker’s biographical information, navigate to Classifications > Speakers > select the speaker’s name and edit accordingly.

New event requests are sent to the event admin queue for review and approval. From the admin dashboard, the event admin will review the event and either approve or reject it. If approved, the event will be posted to the event calendar and event widgets across the website. If rejected, the event admin will follow up with the user to request further details.

• From the Admin Dashboard, navigate to Events > Pending to review events in your pending queue.
• Event Details: If needed, move the date, location, and registration information from the description to the designated section.
• Schedule: Make sure all dates are included if the event is recurring.
• Location: Make sure the Experience is categorized correctly and Event Place is tagged if an in-person event is located in one of our Places.
• Photo: Remove text-heavy images and flyers. If the default image does not accurately depict the event, you can request a new image from the submitter by Rejecting the event (see below). 
• Classifications: Make sure the event has the correct filters applied.
• Tickets and Registration Tab: For virtual events, check for a Zoom registration link.
• Click Approve or Reject. If you click Reject, a message form pops up to explain to the submitter why their event was rejected. Once they make the necessary changes, the event will return to the pending queue for review.