ServeUTK for Campus Organizations: Create an Event

Learn how to create an event in ServeUTK using required and recommended information to help recruit volunteers and ensure that impacts (service events) from the event can be verified. Important: Please review the UTK Service Guidelines before creating an event. If you are not sure if an event qualifies for service hours, please contact the Jones Center at leadserve@utk.edu before creating the event.

JCLS
28 steps

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Givepulse

Using the ServeUTK Dashboard

Log into ServeUTK using your UTK SSO information: <https://utk.givepulse.com/> If you have administrator access to a campus group page, you will have access to manage the page and create events. To get started, click **Manage**.

Tip! If you don't see the **Manage** menu for your group, you may not have administrator access. Contact the JCLS at [leadserve@utk.edu](mailto:leadserve@utk.edu) to request administrator access to a group page.

Next, click **Dashboard**.

Click **Events**.

Click **Add Event**.

Event Creation

Alert! Please review all steps below. The system will allow you to create an event with few details, but the JCLS requires additional information to ensure that your event qualifies as service and has a community partner organization so that impacts can be verified. If you have questions about whether an activity can be added in ServeUTK, please contact the JCLS at leadserve@utk.edu.

Click the **Title** field and use the template listed in this image: ***\[Student Organization\] x \[Nonprofit Organization\] Service Event.***

Next, add a description of the event. Please include all of the following information to ensure that your volunteers are prepared for the event and that the JCLS has enough information to approve service hours from the event: ***Volunteer Overview:*** *Join members of \[Student Organization\] on \[Date\] as we serve at \[Nonprofit Organization\]. We will be serving together painting the art room, weeding the garden beds, and organizing the gymnasium storage room.* ***Service Site Address:*** *The address volunteers should use for GPS directions.* ***Parking/Carpooling Details:*** *If different than the service site address* ***Check In Location/Instructions:*** *Include where volunteers should check in and the person with whom they should check in* ***Contact Person:*** *Include an email or phone number if you prefer that method to ServeUTK messages.* \*\*\*Know Before You Go: \*\*\* - ***What to wear:*** *Include suggestions such as long sleeves, pants, close-toed shoes, hats, etc.* - ***What to bring:*** *Include any recommendations such as water, snacks, bug spray, sunscreen, etc.* - ***How to prepare:*** *Include if restrooms or water refilling stations are available on site and any details about how to prepare, such as training documents or waivers.*

Select or upload a cover image for the event.

Select the **Event Type**. In most cases, you will select **Volunteer**.

Select the **Event Frequency.** If the event is only for one day and one shift, select **Single**. If you would like to set up multiple days or shifts at once, click **Multiple Occurrences**.

Select the **Privacy Level**. Most campus groups select **Private - Group Only** or **Private - Invite Only** if the event is not open to all of campus. Learn more about this setting here: <https://support.givepulse.com/hc/en-us/articles/360025761354-Private-Events-Defined>

Alert! Events set as **Public** will be open to anyone with the link, even outside UTK. This setting is not recommended unless you wish to recruit volunteers with no campus affiliation.

You may have listed the address in the description field, but if you would like the address to appear on a map, re-enter it here.

Click **Save & Continue**.

Enter the date, time, and number of participants for the event.

Tip! The event should only be listed for one day at a time unless the event is overnight. If you need volunteers for multiple days or more than four hours, we recommend creating an event with multiple shifts as listed in Step 11.

In the "**Participants Needed**" field, list the maximum number of volunteers. This can be adjusted if you determine you need more volunteers for the event. Click "**Save & Continue**" when you have completed this page.

Next, set your **Registration Open**, **Registration Close**, and **Cancel Deadline** details. When you have completed this step, click **Save & Continue.**

Tip! We recommend making the Cancel Deadline Date 48 hours before the event so you can share an accurate participant number with your community partner. This helps them prepare for the event and collect supplies.

Access additional optional settings on this page by clicking the top headers (**Settings, Waivers, Notifications, Mobile**). These pages provide options such as adding a lock code to the event, uploading a waiver, or customizing your confirmation email.

Use the **Registration Form** page if you need to ask any information during the event registration such as T-shirt size, dietary restrictions, allergies. *Completing this page is optional.*

Click the "Share Impacts" field.

On the **Impact Settings** page, list the community organization in the **Share Impacts** field. This gives the partner organization access to event impacts, and it helps the JCLS confirm that you have gotten event approval from the community partner. *This is the only required information on this page. Other settings are optional.* When you have finished updating settings for this page, click **Save**.

Alert! If the **Share Impacts** field is left blank, the JCLS may require you to provide documentation that the organization has approved the event. We recommend contacting our office at [leadserve@utk.edu](mailto:leadserve@utk.edu) to confirm that the event qualifies for service hours **before** publishing your event.

Access additional optional settings on this page by clicking the top headers (**Notifications, Mobile**). When you are finished updating Impact Settings, click **Save & Continue**.

Use the **Impact Form** page if you would like to add any impact questions for your event. *Completing this page is optional.*

Use the **Event Settings** page to change settings such as adding volunteer requirements, displaying a map, or changing administrator notification settings. *Completing this page is optional.*

The **Causes** page allows you to list causes that your event supports. This setting is helpful if you are trying to recruit volunteers on campus who are looking for opportunities to serve specific causes. *Completing this page is optional.*

The **SDG** page allows you to list Sustainable Development Goals that align with your community partner for this event. *Completing this page is optional.*

The **Skills** page allows you to list skills that are required or requested for volunteers for this event. *Completing this page is optional.*

View and Publish Events

Once you have finished configuring your event settings, Click **View**.

This will allow you to view your event before you publish it. If you see any errors, you can correct them before publishing the event.

Once you have reviewed your event, go back to the event configuration page and click **Publish**.

Tip! Once you have published your event, you can visit the Event Dashboard to review registrations, check in attendees, and manage impacts. The resources below are helpful for these processes: <https://support.givepulse.com/hc/en-us/sections/360004679533-Event-Registrations> <https://support.givepulse.com/hc/en-us/sections/201047437-Event-Management>