Events

Events can be used to keep a record of things that happen or will happen. Events can apply to:

• Clients (students)
• Employers
• Staff members
• Contracts, Enrolments or Occurrences.

The selection of events you can use when assigning an event are created and controlled in the Configuration Manager.

Open the Configuration Manager by choosing Manage > Configuration from the menu. The Configuration Manager displays an alphabetically ordered explorer tree.

• Adding a new Event
• Assigning an event from the Configuration Manager
• Editing an existing Event
• Deleting an Event
• Scheduling an event multiple times
• Scheduling a series of different events
• Viewing the Event report

Adding a new Event

• Right-click Events and choose Add new event.

This will open the Event Wizard:

• Enter a Name for the Event.
• Optionally, enter a Code for the Event.
• This Event is inactive indicates if the event should be archived. If enabled, the event will be added/moved to the Archived events branch.
• The checkbox for Contributes to Program Unique Supervised Hours (VIC only) will enable event duration to be used for PUSH reporting.
• Show new events in calendar will default these events to be added to the VETtrak Calendar when added.
• Optionally provide a Description for the Event.
• Click Next and then Finish.
  
  

Assigning an event

• Expand Events
• Right-click the event and choose:
  • Assign events to clients
  • Assign events to employers

This will open the relevant Assign Event Wizard.

When assigning an event to Clients, you will need to complete the following wizard:

Within this area, enter the appropriate information you require - such as:

1. Selecting a Staff Member to be considered responsible for this Events completion.
2. Link this this Event to a Contract/Enrolment for this client.
3. The Event Dates/Status area allows you to toggle times and dates for the Event, as well as 'Completed' status, based off which items are selected. An Event can also be configured to appear in the VETtrak Calendar. 
4. Document Reference allows you to associate a particular document with this Event should you require.
5. Description provides an area to enter more information if needed.

When assigning an event to Employers, you will need to complete the following wizard:

Within this area, enter the appropriate information you require - such as:

1. Selecting a Staff Member to be considered responsible for this Events completion.
2. The Event Dates/Status area allows you to toggle times and dates for the Event, as well as 'Completed' status, based off which items are selected. An Event can also be configured to appear in the VETtrak Calendar. 
3. Document Reference allows you to associate a particular document with this Event should you require.
4. Description provides an area to enter more information if needed.

Editing an existing event

• Expand Events.
• Right-click the type and choose Edit event.

This will open the Event Wizard, where you can make changes.

Deleting an event

• Expand Events.
• Right-click the event and choose Delete event.
• Click Yes when asked to confirm the delete.

If an error occurs, the event has likely been used previously and is included in historical data. In this case, you will need to archive the event to remove it from active use.

Scheduling an event multiple times

• Expand Events
• Right-click the event to schedule and choose:
  • Schedule event multiple times for clients
  • Schedule event multiple times for employers

This will open the relevant Schedule Event Series for Multiple Wizard.

Scheduling a series of events

• Right-click Eventsand choose:
  • Schedule series of events for multiple clients
  • Schedule a series of events for multiple employers

This will open the relevant Schedule Events Wizard.

Viewing the event report

• Right-click Events and choose Show event report.

The report will be displayed in a new tab/window.