Search/Manage Existing Events

Once an event is created, it can be found under Search/Manage Existing Events. This is where you will view current registrations, update the event details or volunteers needed, send E-mails to registered volunteers, print nametags and sign-in sheets, and more.

The Search/Manage Existing Events screen will also give you a quick view of all of your events, their dates and times, how many volunteers are currently registered, and the total number of volunteer hours. You can also filter events by Interest Category, date range, and whether they are closed, open, or requested.

Follow these steps to search or manage existing events:

From CERVIS Main Dashboard, select Search/Manage Existing Events from the Event/Project Management list.

In order to filter the existing events click the Advanced Search Options button at the top of the page, select between any of the filter options, and select Search Event Database.
In order to view a full list of all past, present, and future events regardless of status, simply click the Search Event Database button at the top of the page without entering any information in the field above it.
In order to view a list of upcoming events only, scroll down past the search criteria fields.

Once you've located the desired event, you can access the main menu for the event by clicking on the leftmost calendar icon to Manage Event.
- Click one of the following options:
  - Once changes have been made to the event, select Update Event Details.
- To upload a new photo, select Choose Image and a pop-up box will appear. Once you have chosen the file that you want to upload from your computer, select Open on the pop-up box, and then select Upload Photo.
- To remove the current photo, select Remove Photo. A pop-up box will appear asking “Are you absolutely certain that you want to remove this photo?” To continue removing the photo, select OK.
- If you successfully remove the photo, a message in Green will appear stating “Event Image Successfully Removed!” and your photo will disappear.
  - Update Event Information in order to modify the event (i.e. Event Type, Event Date, Event Organizer, etc.).
  - View/Update Event Photo in order to view or upload a new photo to the event listing.
- Register Volunteers/Groups in order to register or unregister existing volunteers/groups for the event.
  - If their name does not appear in the list, then they have not created a volunteer profile yet. They must have a volunteer profile before they can be registered for an event. To create a volunteer profile for them, follow these steps:
  - To register a Group, select the round button across from Group Name, select the Group Name from the drop-down box, and enter the number of people who will be volunteering with the group for that specific event, and select Register Volunteer or Group.
  - Note: If you register a Group for an event, all E-mails will go to the Primary and Alternate Group Leaders.
  - The reply E-mail address is automatically populated with the E-mail address of the user who is logged into the system. You may select another address from the drop-down list at this time if you would like.
  - You will be given the opportunity to include Additional Recipients, an E-mail Subject, an E-mail Message, and up to 2 attachments (1 Mb limit each).
  - When the E-mail is complete, select Send E-mail.

To register a volunteer for an event, type the volunteer’s first or last name in the ‘Name Lookup’ box and select the volunteer’s name from the drop-down box. Add event notes if desired, and select Register Volunteer or Group.
To unregister for an event, choose one or more of the volunteers/groups currently registered for the event by clicking on the box to the left of their name (a check-mark will appear once selected), then select Unregister Selected.
You can also E-mail some or all of the volunteers/groups registered for the event. Choose the volunteer(s)/group(s) by clicking on the box to the left of their name (a check-mark will appear once selected), then select Send E-mail to Selected.

View Registered Volunteers/Groups in order to see a list of volunteers/groups currently registered for the event.

You may also register, unregister, and E-mail volunteers/groups for the event on this screen.

Send E-mail to Registered Volunteers/Groups in order to E-mail some or all of the volunteers/groups registered for the event. Choose the volunteer(s)/group(s) by clicking on the box to the left of their name (a check-mark will appear once selected), then select Send E-mail to Selected.

Note:If you send an E-mail to a Group all E-mails will go to the Primary and Alternate Group Leaders.
The reply E-mail address is automatically populated with the E-mail address of the user who is logged into the system. You may select another address from the drop-down list at this time if you would like.
You will be given the opportunity to include Additional Recipients, an E-mail Subject, an E-mail Message, and up to 2 attachments (1 Mb limit each).
When the E-mail is complete, select Send E-mail.

Send "Invitation Only" E-mail invitation in order to send an E-mail to one or more volunteers inviting them to register for the event.
- The E-mail Message is populated with the event details, registration instructions, and event registration code (this function is particularly useful when an event is created that is not available to the public, as it allows you to notify the pertinent people only, and the event registration code allows these people to register for the event).

Note: The Special E-mail Invitation feature sends an E-mail to a select group of people who are invited to an invitation-only event. The Special E-mail Invitation contains a link with instructions that are required for someone to register for that event. This can be used in many different ways, including a Leadership Conference that you are hosting or a Key Volunteer Appreciation Luncheon, that you only want to invite select people. By using the Special E-mail Invitation, attendees can still register online by following the instructions in the email, but you do not have to post the event on your Event Registration page for everyone to register for.
The reply E-mail address is automatically populated with the E-mail address of the user who is logged into the system. You may select another address from the drop-down list at this time if you would like.
You will be given the opportunity to include an E-mail address for the desired recipient(s) and up to 2 attachments (1 Mb limit each).
You may also modify the E-mail Subject and E-mail Message automatically generated by the system if you choose.

Print Event Sign-in Sheet in order to print sign-in sheets to be used at the event.

Select either Adobe PDF, MS Word Doc, or CSV File (Excell Spreadsheet) depending on the program you want to use.

Print Event Name Tags in order to print name tags for all registered event volunteers.
- Note: You will not be able to print any name tags for volunteers who are part of a Group and were not individually registered by name.

Select w/ Event Name, w/ Org Name, w/ Last Name,Name Only, w/ Photo depending on how you want to print the name tags and insert Avery #5395 labels into the specified printer.

Print Event Mailing Labels for _____ (event's name) in order to print address labels for all registered event volunteers.
- Note: You will not be able to print any mailing labels for volunteers who are part of a Group and were not individually registered by name or if you do not track volunteer addresses.

Select MS Word Doc and insert Avery #5160 labels into the specified printer.

Print Event Summary for _____ (event’s name) in order to see the ages and t-shirt sizes of those volunteering as well as how many times they have volunteered in the past.
- Note: For any Groups who were registered for this event, their data will appear as “Unknown/Not Listed” on the Event Summary.

Select either Adobe PDF or MS Word Doc depending on the program you want to use.

View/Update File Attachments in order to add, view, or remove file attachments on the event.
- If you successfully uploaded the photo, a message in Green will appear stating “File Attachment Successfully Updated!” and your file will appear in the list below.
- If an error occurred while uploading the photo, a message in Red will appear stating “Error: Invalid File Type!”
- Note: There is a storage limit on the files that are attached to events or volunteers. Additional storage can be added to your account for a one-time fee. Please contact Support if you would like additional storage.

To upload a new file, select Choose File and a pop-up box will appear. Once you have chosen the file that you want to upload from your computer, select Open on the pop-up box, and then select Upload New File Attachment.
To open a file, select the check box to the left of the file that you would like to open, and select Open Selected Attachment(s) at the bottom of the page. Then the file will be downloaded to your computer.
To remove a file, select the check box to the left of the file that you would like to remove, and select Remove Selected Attachment(s) at the bottom of the page. If you successfully remove the photo, a message in Green will appear stating “File Removed Successfully!”

Duplicate Event in CERVIS in order to create an identical copy of an event.

Note: This function is particularly useful if, for example, an event is recurring every week for a month; you could create 3 duplicate copies of the original event and simply change the date on the 3 duplicates to reflect the proper dates.
Once selected, you will be taken back to the CERVIS Event Dashboard where the duplicate event will appear as Copy - _____ (event's original name).
If you click on the new event, you can then modify it as needed the same way you would with any other event.

Delete Event from CERVIS in order to permanently delete the event.
- If you select Yes, Proceed with Delete, the event will be permanently deleted.
- If you select No, Cancel & Return, it will take you back to the Event Management screen, and the event will not be deleted.

Once selected, a warning message in red reading “Are you absolutely certain that you want to completely delete this event from CERVIS? Deleting an event will erase all records of event participation and any other information recorded for the event. If you would like an event to no longer show up on the Event Registration page, it would be a better idea to set "Show on Web Registration Page to "No" or to mark the event as “Closed” from the Event Management Dashboard. Deleting an event should mainly be used for removing duplicate event entries.” will appear in the upper left corner of your screen. You have the option to select Yes, Proceed with Delete or No, Cancel & Return.
Note: Events can only be deleted if there are no registrations for the event, to prevent accidentally removing data from your console.

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