Reviewing Event Requests

What's my access level?

Access Level: Student Org Admin or Org Admin

This article is intended for users with Student Org Admin or Org Admin access in Suitable. If you don’t have one of these roles, some of the steps outlined below may not be available in your account.

Ineligible Roles: Member, Leader, or Manager

Keep in mind... 

Event requests let student organizations propose their own events. When you approve one, if the event is configured to publish to your pathway automatically, it will, so that no one has to enter the details twice.

Note: Being an Org Admin is not enough to approve a request. The Approve, Send back, Deny request, and Edit responses buttons appear only for members of the Admin Group assigned to that step. Your Client Success Team decides which Admin Group reviews each step. If you do not see these buttons, add yourself to the assigned group. Learn how in Managing Admin Groups.

Note: The pathway where approved events appear is set in the Publishing Pathway field of the workflow's Workflow Settings. Learn more in Workflow Settings

What the student submits: 

An event request has a few extra details at the top of the request page. Next to the Owner, the header shows an Event Unpublished chip and the Pathway where the event will appear.

The Timeline usually has three steps. Step names depend on how your workflow was set up, so yours may differ:

• Event Request: the student fills out the Internal Details and Public Details forms.
• Admin: an administrator completes the Event Settings task.
• Admin Approval: an approver reviews the request in the Review task.

The Public Details form holds what students will see once the event is published. It includes the title, description, start and end date and time, timezone, categories, photo, location, link, incentives, Additional Details and RSVP choices. Read these answers closely, because they become the public event.

How to complete the Event Settings task: 

1. Navigate to Requests on the left sidebar. On the My Requests tab, open the event request whose Current Task reads Event Settings.
2. The Event Settings task is a form, so the header shows Save draft and Submit instead of Approve. The form is titled "Level &Competency Details".

3. Answer "Does this activity require administrator approval?" by selecting Yes or No. If you select Yes, completions stay pending until you review them in your Activities list.
4. Choose a level for the event from the dropdown.
5. Select at least one competency for the event.
6. Select Submit. The request moves to the approval step. To finish later, select Save draft.

Note: The Event Request and Event Settings forms are locked, so you cannot change their questions with Edit form. Ask your Client Success Team for changes. Learn more in Editing Forms on Workflows.

Note: If your pathway does not have levels or competencies, you will not see these questions. 

How to approve an event request: 

1. Open the request at the approval step. The Event Unpublished chip still shows because the event is not live yet.
2. Scroll down to read the student's answers, including the Public Details.

3. Select Approve, add an optional comment, and select Save.
4. The event publishes to your pathway. The header chip changes to Event Published, and a View → link appears next to it.

5. Select View → to open the published event.

Remember: If the event details need changes, you can either Edit Responses or select Send back instead of Approve, so the student can update them. Once you approve, the event goes live on your pathway. You can edit the details there as well. 

Good to know 

Approving the request publishes the event for you if you have it configured that way, so you do not need to create it again in Activities.

Get more from Suitable 

Collect the details your office needs, such as advisor contact information, by updating the event workflow's other forms. Learn how in Editing Forms on Workflows .

If you have additional questions, chat with us below or send us an email at support@suitable.co .