Events often involve more than one venue and more than the organiser alone. The Locations and Additional staff sections let you record both, and additional staff can endorse their involvement so the event becomes fully endorsed.
Primary vs. additional locations
Every event has one Primary Location set on the Details tab. That’s the venue used for the calendar entry and the catering/ICT/maintenance defaults.
If your event spans more than one venue (e.g. assembly in the hall, then morning tea on the verandah, then bus departure from the front gate) add the extra venues from the Set locations option on the event request.
Each additional location can have its own catering, ICT and maintenance entries — see Adding catering, ICT and maintenance requirements.
Adding a location
From the event request:
- Choose Set locations.
- Pick from the dropdown of known venues, or type a new name. Known venues bring in default ICT and maintenance templates; free-text venues don’t.
- Save.
If you need a venue that isn’t in the dropdown to carry its own ICT or maintenance template, ask your portal admin to add it as a known location. See Configuring event locations and email routing.
Additional staff
The Additional staff section is for staff members involved in running the event beyond the event owner and co-owner.
To add staff:
- Open the event request.
- Choose Additional staff.
- Search for and add each staff member.
- Save.
Added staff get a notification asking them to confirm their involvement. Until they confirm, they appear on the list as not yet endorsed.
Endorsement
Endorsement is each additional staff member’s confirmation that they’re available and willing to be involved. From the staff member’s perspective:
- They open the event from their dashboard or from the link in the notification email.
- They choose Endorse.
- Optionally they add a note.
Once every additional staff member has endorsed, the event status moves from Approved to Endorsed. Approved and Endorsed events both appear on the calendar — the distinction is about whether the people involved have confirmed.
A staff member who can’t make it should let the organiser know rather than declining the endorsement; the organiser can then remove them and add someone else.
Removing staff
The event owner or co-owner can remove additional staff at any time. Removal doesn’t re-trigger approval, but it does mean the Endorsed status may revert until the remaining staff are all endorsed.
Staff involved vs. additional staff
Two different things:
- Staff involved (on the People, Classes and Groups tab) — the list of staff who are recorded as participating. Used for reporting and roll-marking. No endorsement workflow.
- Additional staff (separate section on the event request) — staff who need to actively endorse their involvement before the event is fully endorsed.
Use Staff involved for general participation tracking and Additional staff when you need explicit confirmation from each person.