Viewing Event Details

This guide will walk you through all of the information available on an event's Information Page.

Event Planning
37 steps
4 minutes

Collegenet

Navigate to 25Live via your MySCU Portal tile and go to your dashboard.

In the "Your Upcoming Events" box, click on the "Events in which you are the Requestor." If you would like to view details for an event that you did not request, you can click the "Go to Search" box to run an event search using the event name or reference code (YYYY-ABCDEF format).

Click on the name of the event that you would like to view.

On the event information header, you'll find the name of the event. To make this event easier to track, you can click on the star symbol to make the event one of your "favorites".

You will also see the Event Status in the header bar. Even when all of your requests have been approved/assigned, the Event Status of your event will always remain "**Tentative**." There are only 3 potential event status settings in 25Live: - **Tentative** - for any event that has been approved, or is in the approval process, for requested locations, resources, and required approvals. - **Denied** - for any event that has been denied because the requested space is unavailable. - **Cancelled** - for any event request that was cancelled by the requestor.

Next is the 25Live-assigned reference code "2026-ABCDEF". This number will be useful when searching for the event in 25Live or when communicating with event stakeholders about the event. Reference codes are assigned in alphabetical order, based upon the order in which event forms were submitted. For example, event 2026-AAAAAA was submitted before event 2026-AAAAAB. SCU locations and resources will be assigned based upon a first requested, first approved policy.

The header also contains date and time information for the requested event and location information.

NOTE: This location information will not be visible until the Building Manager has assigned the space to the event. Once resources have been assigned, they will also show up in the header section.

Click on the "Details" tab.

On this tab you'll see all of the information that was reported on the Event Form request.

The "Custom Attributes" box will confirm how each of the questions were answered on the Event Form.

Additional information can be found in the "Event Info" box.

Click on the "Occurrences" tab.

Whether you have one or multiple occurrences of this event, you can view each here.

For additional details for each occurrence, click on the "carrot" symbol.

Detailed information about the time and location for that occurrence, as well as resource requests, will be listed. Pro Tip: When viewing the location or resource requests: - Greyed-out icons = not yet approved/assigned - Color icons = location or resource has been assigned to the event

Click on the "Task List" tab.

Here you can track your event through the tiered approval process. **REMINDER:** A fully green progress bar does NOT mean that all of the requests you've made for your event have been approved. It means that all requests have been either accepted/assigned or denied. To verify the status of all location and resource requests, you'll need to dig a little deeper.

If a student requests an event on behalf of their approved RSO/CSO, they can open the "Event Type and Organization Approvals" window to see if the Center for Student Involvement has approved their event request.

The next level of approval is "Location Assignments and Approvals". Click on the bar to open that window,

The "Status" column will indicate whether or not a decision has been made regarding your location request for the date and time of your event. **There are 3 potential status settings:** 1. **Assigned** (in Green) - your requested location has been confirmed for your event. 2. **Pending** - no action has yet been taken on your request. In 25Live's tiered approval workflow, requests remain in Pending status until higher tiered approvals have been completed. 3. **Denied** - your location is NOT available at the date/time that you've requested. The Building Manager will deny the request and the overall event status will be changed to Denied.

If you have requested resources for this event (tables, chairs, custodial or electrical support, etc.), you can check the approval status of each in the "Resource Assignments and Approvals" window.

The "Status" column will indicate the approval/denial state of EACH resource for EACH occurcence of the event.

The person responsible for allocating the resource is listed in the "Assign To" column.

If your event requires additional approvals, they will be listed in the "Requirement Approvals" window.

For an example, an approval for an Outdoor Amplified Sound request would be tracked here.

Click on the "Audit Trail" tab.

Here you will have access to a step-by-step list of all activities that have occurred within this event.

Additional actions are available to you by clicking on "More Actions" in the upper right.

A header with a variety of actions will appear.

On this header you can access the "Email Event" action. If you use this option to email stakeholders or colleagues about your event, those emails will be captured in the event's Audit Trail.

You can select the delivery options for stakeholders associated with the event in the "Related Recipients" section. Emails will be delivered to that person's [scu.edu](https://scu.edu) email account.

You can also add "Additional Recipients" for whom you'd like to share information or ask questions regarding this event.

Select related attachments, if applicable.

You can write your email in the text-based "Message Body".

You may select additional options before sending your message. It is recommended that you include the event details in your message.

Click the "Send" button to deliver your email to the selected recipients.

25Live puts event information at your fingertips 24/7, providing you with the opportunity to make yourself familiar with the details of your event and the SCU stakeholders that will be supporting it! Visit the [25Live website](https://www.scu.edu/epo/25live/) for additional quick-guides or to connect with the 25Live support team.