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How to create, manage, and amplify events for user group leaders

This article will give an overview of the user group experience for user group leaders in the following communities:

For user group leaders whose focus spans more than one of the above communities, visit Power Platform User Groups Power Platform User Groups.

 

Your user group experience in our communities should be very similar across the board. For the purpose of this article, all images will be from Power BI User Groups.

*Please note that any locations or user groups visible in the images below are representations of functionality.

 

How to Create an Event 

Note: Events can only be created by user group leaders.

 

Go to your user group homepage and click "Manage group." Drop down to select "Create an event." 

   

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Fill out the form with your event details. 
 
Note: There are several required fields that must be filled out to create your event. These fields are marked with red asterisks. Event descriptions at this time do not have rich text editor functionality.

 

In-person events: If hosting an In-person event, you MUST use an auto-suggested location. The city/state/country will populate as you type your location address.  Simply click on the suggested address when it appears.  

 

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Additional speakers:  To add more speakers to your event, please click on the plus sign. 

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Note: The maximum number of speakers per event is limited to 5. If you have identified more than 5 speakers for an event, the additional speakers may only be added to the description portion of the request and not in the designated speaker text boxes.  

 

Cover photo:  If you would like to submit a cover photo for your upcoming event, please note that the image size needs to be 2240x800 pixels. Use .png or .jpg files only.

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Note: If you choose not to provide your own event image, a Microsoft approved photo will automatically show when you Preview or Publish your event.

 

Preview your event:  After you input all your event details, click on the yellow "Preview" button located on the bottom right-hand corner of the screen.  

 

You MUST click the yellow "Publish" button located in the top right corner of your screen in order for your event to be published.    

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Publish your event:  After you press "Publish", your event is now live on your user group event page.  

 

How to Edit/Update your Existing Event
Note: If your event was created prior to August 24, 2021, you will still need to submit an Event Change Request in order to have your event edited.  Event Change Request forms can be found on your existing event's homepage by clicking "Edit event" or by following the link here: https://aka.ms/EditUserGroupEventPP 

 

For all events created on August 24, 2021 and after, please follow the instructions below. 

From your event page, click "Manage event" and drop down to select "Edit an event." You will be able to edit any detail of your existing event.    


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Once you make changes, click "Preview" to simply view your event OR click "Publish" to have your event go live immediately.  
 
Note: If you click "Preview," you MUST click "Publish" from the Preview page (see step 7 in "How to Create an Event" above). 

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How to Delete an Existing Event
From your event homepage, click on "Manage event" and drop down to select "Delete event." 

 

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After you click delete, a pop up will appear that allows you to inform registered attendees that your event has been canceled/deleted.  To add a personal note to attendees, please check "Add a personal note." 

 

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After you are done with your personal note, please click the yellow "Delete event" button. The following message will then appear: 

  

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Your event has been successfully deleted. 

 

Bulk Message Event Attendees  
From your event homepage, click on "Manage event" and drop down to select "Message attendees."
 

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From here, you will be redirected to a private message field. This is where you will draft a message to your event attendees.  

 

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Press the yellow "Send" button in the right-hand corner of your screen.  
 
Note: Once a message is sent, it cannot be undone.  

 

Amplify your Event  
Once your event is created, it is time to promote it! Click the "Add to calendar" button on your event homepage, select "Download .ics file" to add the event to your calendar.

 

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If you are interested in sharing your event on social media, click "share event" on your event homepage. 

You will be given a direct link to your event which you can copy and paste to an email or social media post OR you can directly share your event details on Facebook, LinkedIn, or Twitter by clicking on the icons below. 
  

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Tip: If you want your user group members to easily find your new event, try sharing the direct event link to the discussion forum on your user group homepage.

How to Get User Group Support 
If you need user group related support, please submit your support request via our community support: aka.ms/PPCommSupport

 

If you would like to provide your feedback on the community user group experience, please submit your feedback using our feedback form: aka.ms/PublicPreviewUGFeedback

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