Cancelling Events and Managing Crisis Communications for COVID-19 (Coronavirus) Pandemic

The following is a list of new features for cancelling events and creating crisis communications in response to the global COVID-19 (Coronavirus) pandemic.

Cancelled Events - New Features
Batch Cancel event registrations

It is now possible to use the query tool to batch cancel event registrations.

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  1. Click Queries / Reports in the top navigation bar.
  2. Click Quick Query and select the base of "Configurable Joins - Person" (or Applications for Application-scoped events).
  3.  Add a filter such as "Event Status By Template" to find the registrants for the cancelled events and add any export in order to be able to run the query.
  4. Run the query.
  5. From the output, select Interaction (or Activity for Application-scoped events) and enter the following configurations in the popup window:
    • User - Select a user (optional)
    • Code - Forms and Events
    • Category - The Folder of the cancelled event
    • Instance - The cancelled event
    • Status - Cancelled
    • Date - Defaults to today's date
  6. Click Submit.  An interaction will now be added to the timeline of the affected records indicating the event registration has been cancelled.

NOTE: This will cancel any related events AND remove any event payment due activities.

Set custom unavailable message for cancelled events

In order to cancel an event in Slate, change the status to 'cancelled.' When the status of cancelled is selected, users now have the option of setting a custom message. Cancelled events will not appear on event landing pages, and the custom message will display if students access the registration page from a previously-provided communication.

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The custom message will appear on the event page(s):

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If no custom message is set, the default message will say the event has been cancelled. If an event is cancelled, users cannot administratively register records for the event. If a registration should be added to the event, the event will need to be marked as Confirmed/Active or Tentative. Administrative registrations will also see the custom unavailable message. If no custom message is set, the default message will display.

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Event communication trigger of "Upon Event Cancellation"

When creating a new event communication, a new trigger for "Upon Event Cancellation" is available.  This message will be sent out to all registrants and waitlisted students at the time of the event cancellation.

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Event communication group options for "Upon Cancellation" (for registrations that are administratively cancelled)

Existing "Upon Cancellation" emails will continue as normal (sending only upon direct cancellation), but users can update their existing communications or add new ones to ensure registrants receive a communication when the registration is cancelled administratively. 

The group options for this communication are:

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Event Communications

Review all event communications pertaining to events or any communication that may have a deadline included in the text. You may wish to consider additional communications to constitutions like parents or alumni.

Event Landing Pages

We recommend updating all Event Landing Pages with additional information about cancellations or a link regarding updated or cancelled visits.

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Online Events
Details of online events

For full details on online events, please see Online Events and Webinars or the Training Lesson: Online Events.

Online Events  
Limit on number of simultaneous streams None, although checking network bandwidth is highly recommended.
Limit on event length None.  Starting and stopping of the event is possible and will result in multiple recordings.
Webinar Recording There is a known issue regarding the end of a webinar recording being cut off.  Updates to this will be posted to this Feedback post.
Changing from an in-person event to an online event

If an in-person event becomes an online event using the Share platform, the location of an event can be changed to an online event by clicking "Host event using Share webinar platform" in the location. This will make the merge field "Form-Share-Link" available as a merge field in event communications such as an Hours Before Event communication.

In order to notify registrants immediately that an event has changed from an in-person event to an online event, we recommend creating a mailing with the trigger of "Outreach Mailing (send as scheduled)." For mailings with this trigger, a recipient list must be created with these settings:

  • Name - Internal mailing name
  • List Type - Include
  • Type - Local
  • Base - Form and Event Registrations
  • Folder - The folder containing the online event
  • Form/Event - The instance of the event
  • Filters - You will likely also want to include a filter for "Form Status" for Registered
  • Exports - The merge field "Form-Share-Link" will allow registrants to access the Share Webinar and tie it to the registrant’s person ID.

If an Outreach mailing is not desired, you can use Deliver to create the message. Follow the steps in the Interview section below and replace step 7 with this Share link:

https://YOURSLATEDOMAIN.EDU/share/view?id={{registration_guid}}
Changing from in-person interviews to online interviews

The process for communicating a location change for interviews follows a similar process as events.  However there are a few key differences since Outreach mailings are not available for interviews, and interviews cannot have communications for a single slot.

In order to notify interview registrants that an interview has changed from an in-person slot to an online slot, we recommend the following, which will create the recipient list that will allow you to recreate the "Form-Share-Link", which is not an available export in Deliver.

  1. Click Scheduler in the top navigation bar and select the interview template.
  2. Click New Query (Preview) from the template page.  This will create a query using the base of event registrations for the template, which can also be done manually through the query tool.
  3. Add/adjust the following filters:
    • Registration Status - Edit the filter to only included "Registered".
    • Form > Start Date - you will be prompted to add the join to the form, and then add the start date as ">= today".
    • Add any additional filters to limit the event registrants to the desired group.  Additional filters could include "Form > Status = Confirmed", "Event Title", "Folder", or "Template".
  4. Add the following Joins:
    • Template Name > Application
    • Application > Person
  5. Add the following exports:
    • Form > Start Date/Time - consider using a format mask to change the way the date is displayed.
    • Person > Preferred (or First)
    • Person > Email
    • (Template Name) > GUID - This is a crucial field that will be used to create the Share link.  Consider changing the name of the export to "registration_guid."  (Note: the header should be the name of the Template, and not Form, Person, or Application.)
    • Add any additional export that you want to use as merge fields.
  6. Run Query and Export to a new Deliver Mailing.  This query will become the recipient list.
  7. When creating the content of the message, the link for the Share interview will be:
    https://YOURSLATEDOMAIN.EDU/share/interview?id={{registration_guid}}
  8. Test this process by registering a test applicant for the slot.
Portals
Custom Status Portal

If institutions are currently using the out-of-the-box application status page, considering Adding Slate Standard Portals via Briefcase, which will provide additional options and flexibility.  You can then easily add any additional content and updates to the portal as desired. Test the portal in production prior to connecting the portal to your application periods/rounds.

Special notices

To add a special notice in a Portal, the "Static Content" block should be used.  Having content like notices and other links to information can help provide a central location for applicants and other constituents to receive updates.

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Inbox

We recommend Inbox users review any auto replies, set up new rules for messages containing key words like “cancellation” or “Covid-19”. We also recommend adding new snippets to maintain consistent messaging.

Self-service rescheduling

Even if self-service rescheduling was not enabled initially, by selecting "Allow Rescheduling" from an event template, registrants will be able to reschedule their registration to another event of the same template within a specified timeframe.

Pre-populating forms

In order to pre-populate a form with existing information from a person or application record, please see Prepopulating Forms Using Query String Parameters.

Projects and Tasks

Since many of the changes made in regards to COVID-19 will be reactionary and unique, we recommend utilizing Projects and Tasks to track the changes that were made if they require future follow-up such as removing notices from a Portal or deactivating certain event communications.

Deadlines

As a general reminder, ensure that any upcoming deadlines that are extended in light of current events are configured as intended throughout your instance. If your institution is planning to extend deadlines, such as application deadlines, payment deadlines, or reply deadlines, we recommend reviewing your rounds settings, any hard/soft fails, and any checklist rules or form checklist items.

Slate Users

Since it is likely that internal staff will be working remotely, we recommend the following tools which may help coordinate work securely and efficiently:

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