Running Events


Create a new event

Make sure you’re logged in to PaedsHub with an account which has author permissions. Go to the admin dashboard by clicking the link from the [Info] drop-down menu.

Click on [Events] from the side-menu on the left.

Click on [Add New] near the top of the page.

Create a title for your event and provide a description of the day. This will normally include a short description about the theme and contributors, and an agenda.

Sometimes you might create an event before the agenda is known so that people can book study leave – you can edit this later once the agenda is known, or if it needs to be altered.

You can include pictures, links or other media in this section if required.

Scroll down to the panel titled [The Events Calendar]. Complete the date and start/end time for the event.

If the session is being delivered online select [Teams Meeting] from the drop-down menu, and untick [Show Map] and [Show Map Link]. If the event is face-to-face then you can add a new venue from the [Venues] page found by hovering on the [Events] button on the side-menu on the left.

Select the appropriate organiser – you can add a new organiser if required.

Scroll down to the panel titled [Tickets]. Click [New RSVP].

Enter type as “Online Attendance” or “Face-to-Face” as required.

Enter the [Start Sale] as today’s date. Enter the [End Sale] as 12:00am on the day of the event. This is to ensure people register in advance to ensure organisers can plan for the number of attendees.

If organising a face-to-face event, add a capacity limit if this is relevant. Blank means unlimited.

Click [Save RSVP].

If you want to provide options for both Online or Face-to-Face attendance, then create a second RSVP option after saving the first option.

Scroll down to the panel titled [Content Permissions]. Select [Subscriber] from the limit access menu. This ensures that only logged in PaedsHub members can access the event page and any comments, links or recordings on it which is essential for our privacy agreements.

On the right of the screen find a panel titled [Event Categories]. Select the appropriate training level(s) and event type. (Coming soon – also, select the topics covered during the day – to help people filter for learning specific to their needs.)

Also on the right of the screen, find the panel titled [Featured image]. Click [Set featured image] and select either from the library of existing images, or upload a new image.

If you upload a new image take care with copyright. Use pixabay or unsplash for royalty free images, or use one of your own.

Once you’re happy. Click [Publish] in the panel at the top right. You can then click [View Event] on the banner that appears to see your event page.


Edit an existing event

Make sure you’re logged in to PaedsHub with an account which has author permissions. Go to the admin dashboard by clicking the link from the [Info] drop-down menu.

If you’re an author you can make changes to events that you or other people created, but please ensure you communicate appropriately with people if you’re doing this.

Click on [Events] from the side-menu on the left.

Hover over the event you want to edit, then click [Edit] from the menu that appears.

Make your changes (see “Create a new event” above for details), then click [Update] from the [Publish] panel at the top right.

Alternatively you could simply leave a comment on the event page itself by scrolling to the bottom of the page.


RSVPs

Users can RSVP to an event by clicking on the [Going] button on the event page. Users must be logged in to RSVP.

The form should auto-fill with their details. The [Number of Guests] field should be ignored.

Click [Finish] to complete the RSVP.

Once the RSVP has been completed the user will receive an email confirmation, and the RSVP panel on the event page will show them as “Going”.

Anyone who has access to this page can see the number of attendees who have sent an RSVP.

If a user who has completed an RSVP saying they’re going can no longer attend, they should return to the event page and click [View your RSVP]. Then select [Not going] from the RSVP drop-down menu, and then click [Update RSVP].


Create a link and take register

Make sure you’re logged in to PaedsHub with an account which has author permissions. Go to the admin dashboard by clicking the link from the [Info] drop-down menu.

If you’re an author you can make changes to events that you or other people created, but please ensure you communicate appropriately with people if you’re doing this.

Click on [Events] from the side-menu on the left.

Hover over the relevant event then click [Attendees] from the menu which appears.

Select [Export] from the menu above the attendee list. A .csv file will be generated and downloaded. Open this file in Excel or similar program.

Keep this webpage open as you’ll need to refer to it later.

Highlight and then copy (Ctrl+C) the cells containing the email addresses of the attendees.

Create a new Teams meeting event. You can do this from Outlook if you have an appropriate account synchronised or from the Teams calendar view. Don’t use the ‘Meet Now’ option in a team thread as it can sometimes cause problems for external guests using the chat.

Paste (Ctrl+V) the email addresses you copied from the spreadsheet into the [Required] or [Optional] fields, and don’t forget to include the emails of any external speakers who might not have sent an RSVP.

Complete the start/end date and time and put a message to remind people what the meeting is about.

Once you’re ready to start, launch the meeting from your Outlook or Teams calendar.

At some point during the day, take a register by returning to the attendees page as above. You can check in individuals by clicking the [Check In] button on the right of their row. Or to check in a large number in one go, select the relevant attendees by ticking the checkbox at the left of their row, then select [Check in] from the [Bulk actions] drop-down menu.

The School of Paediatrics admin team will be able to see the list of attendees for monitoring purposes.


Record an event

Before you start recording you need to be logged in to Vimeo. Contact the PaedsHub Tech Fellow or another teaching rep if you don’t have the login details.

You’ll also need to have the Vimeo Record extension installed on your browser (use either Chrome or Edge). Click here to visit the extension page.

Once you’ve installed Vimeo Record, click the Vimeo icon in your browser extensions bar.

If you can’t see it you might need to click the jigsaw piece icon and toggle the Vimeo Record visibility on.

Ensure you select Screen recording, not Camera recording or both.

If you’ve joined the meeting in the current browser tab select [Current tab], otherwise select [Full screen].

Ensure your Camera and Mic are set off to prevent unintentional audio on top of the recording.

Then click [Start recording].

If you’re recording the current tab the recording will start immediately (following a 3 second count down. If you selected full screen, your browser will then ask you to confirm that you want to allow Vimeo Record to record.

Select the [Window] tab and then select the window where the meeting is taking place, typically a Teams window. Then click [Share].

To reduce the amount of screen space occupied by items like taskbars use the [Full screen] option.

Once the session is complete. Click the recording icon in the browser extensions bar.

Bear in mind that a recording can be up to 2 hours long. If a session might exceed that length, schedule a brief pause to end the recording and start a new one.

A window will appear showing the upload status of the video. It will take a few moments to complete. During that time you can set the title of the video to make it easier to find it later.

The privacy option at the top should already be set to [Unlisted]. It’s normal to get the “Sorry…” message which appears because recordings are restricted to playback via PaedsHub for security reasons.

Copy the link at the bottom of this window for use later when embedding the videos on the event page. If you don’t remember to do this at this point – don’t worry, there’s another way to get this.

If you’d like to trim the video to remove unnecessary recording time from before or after the main talk, go to vimeo.com.

You’ll be able to find your video in the [Recent videos] section, or by locating it in the videos folders from the side-menu on the left.

Click the video to open the viewer.

Click the scissors icon to the left of the video, then click [Trim].

Drag the sliders from the start and/or end of the video to define a new start or end point for the video, then click save.

If you didn’t copy the link when you finished the recording, you can get this by clicking the link icon in the top right of the video viewer screen.

Return to PaedsHub and go to the event editor (see “Edit an existing event” above for details).

Add a section below the agenda with a heading ‘Recordings’ then add the title and speaker of the recording you want to add.

Then click [Add Media] from the menu just above the main content editor panel.

Click [Insert from URL] from the side-menu on the left. Then paste the video URL you previously copied.

Click [Insert into post] at the bottom right.

Repeat this process for each video you want to add.

Once you’ve finished adding videos, remember to click [Update] in the [Publish] panel at the top right of the editor.


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