Adding Staff to an Event or a Session

The Staff view in the Events and Sessions screens provides a quick way to add information about individuals with event responsibilities, including both employees and nonemployees, such as speakers, contractors, and vendors. While you are adding staff, you can reference the Staff Calendar to view the availability of staff members and speakers.

It is a good business practice to add staff members as contacts and their organizations as accounts before you define the event staff. See Defining an Event for more information.

The following procedure describes how to add an existing employee or contact to an event.

To add a staff member to an event

1. Navigate to the Site Map > Events > Event Plans view.

2. In the Events list, select and drill down on the Event Plan Name.

3. Click the Schedule view tab, and then click Events.

4. In the Events list, select and drill down on the event to which you want to add a staff member.

5. Click the Resources view tab, and then click Staff.

6. In the Staff list for the event, create a new record, and complete the fields.

The following procedure describes how to add a staff member to an individual session. After a staff member is added, the session appears on the staff member’s calendar.

To add a staff member to a session

1. Navigate to the Site Map > Events > Event Plans view.

2. In the Events list, select and drill down on the Event Name.

3. Click the Schedule view tab, and then click Sessions.

4. In the Sessions list, select and drill down on the session name.

5. Click the Resources view tab, and then click Staff.

6. In the Staff list, create a new record, and complete the fields.

The following procedure describes how to view staff member and speaker availability.

To view staff availability

1. Navigate to the Site Map > Events > Event Plans view.

2. From the visibility filter, select All Events.

3. In the Events list, select and drill down on the event name for which you want to check staff availability.

4. Click the Schedule view tab, and then click Staff Calendar.

   The Staff Calendar appears. All staff members, speakers, and contacts associated with an event or session appear in the first row of the calendar, and the time slots they are currently assigned are highlighted.

To view speaker availability

1. Navigate to the Site Map > Events > Event Plans view.

2. From the visibility filter, select All Events.

3. In the Events list, select and drill down on the event name for which you want to check staff availability.

4. Click the Schedule view tab, and then click Speaker Availability.