Creating an Event

This feature is critical for organizations looking to streamline event-related activities and align them with operational goals. Additionally, it links directly to the E-Claim Module, enabling users to claim expenses under specific events.

By creating events, organizations can:

Improve Financial Tracking: Associate non-chargeable claims with events to ensure expenses are properly categorized.
Streamline Operations: Schedule recurring or one-off events with all necessary details captured in a single interface.
Enhance Collaboration: Define roles and responsibilities for team members within each event.

Why Creating Events is Important

The ability to create events is central to:

Efficient Claim Management: Events serve as a reference point for submitting claims under specific organizational activities. For example, if an employee attends a training session or corporate meeting, they can associate their claim directly with that event.
Organizational Transparency: By having all event-related details documented, teams can monitor event objectives, schedules, and associated expenses.
Integration with E-Claim Module: When submitting claims, users can select pre-created events from a dropdown menu, simplifying the reimbursement process and ensuring all claims are tied to appropriate activities.

Step-by-Step Guide to Creating an Event

To create an event in the Event Management Applet, follow these steps:

1. Click on the ‘+’ Button

Navigate to the Event Listing page from the side menu.
Click the ‘+’ button to begin creating a new event.

2. Fill in the Required Details

Entity: Select the entity under which this event is being organized.
Event Name: Provide a descriptive name for the event.
Event Venue: Specify the location where the event will take place.
Event Start Date/End Date: State the date and time range for the event.
Status: Indicate whether the event is active or inactive.
All Day: Check this box if the event lasts the entire day.
Description: Include a brief explanation or objective of the event.
Event Color: Choose a color for the event. This will be reflected in the Event Calendar for easier identification.

3. Set Recurrence Options (If Applicable)

For recurring events, specify:

Required Recurring: Check this box if the event repeats.
Recurrence Pattern:
- Daily: Select the frequency and set an end date or recurrence count.
- Weekly: Specify the days of the week (e.g., Monday, Thursday) and set an end date or recurrence count.
- Monthly: Choose specific days of the month (e.g., 15th, last day) for the event to repeat.
- Yearly: Define the specific month and day for annual recurrence.
End Date or Recurrence Count: Specify when the recurrence ends or how many times the event should repeat.

Upload Event Agenda (Optional)

Upload a document outlining the agenda for the event. Accepted file formats include JPEG, JPG, PNG, and PDF.

5. Click on ‘Save’

Once all required fields are completed, click Save.

Post-Creation: Viewing and Managing Events

Event Listing: After saving, the newly created event will immediately appear in the Event Listing.
Event Calendar: If a color was assigned, the event will also be visible in the calendar for easy scheduling and tracking.
Event Expense Reports: Expenses associated with the event will be reflected in the relevant reports, ensuring accurate financial tracking.

By following these steps, users can ensure their events are well-organized, easily accessible, and aligned with organizational goals.