How to create an activity

Content

1. Best practices
2. Create activity
3. Basic information
4. Application options
5. Schedule 
6. Admission
7. Payment
8. Details 
9. Application
10. Other settings
11. Save as draft
12. Publish
13. The order of events on Social Career
14. Tutorial Video

Best practices

• When you create an activity, please write a clear and details description, this helps the users to understand more about your activity, which can help reduce enquiries from users
• Setup the activity with a confirmed date and time to reduce the dropout or no show rate of your activity
• Prepare in advance for event cancellations due to bad weather or emergencies
• Always click Save as draft for your activity from time to time when you are creating the activity

Create activity

1. Go to Activities >Current
2. Click +Create activity
3. Required information is divided into 8 areas
   

Basic information

Set title, activity type, and the theme for the activity

 💡 Only 1 language is mandatory, other languages are optional. The system will not automatically translate the content.

1. Fill in the activity name in the Activity title

You can choose the Activity typeandActivity theme(maximum of three)

• Click Save as draft or Next to proceed to Application options

Application options

There are three types of application options for you to choose from, such as Dates, Time slots and Others

(1) Dates

• The dates option allow you to set the frequency of the activity as either one-off or recurring
• You can set one or more dates for the activity, and the time can be set on the schedule

For One-time activity: You can choose one or more dates for your activity, but each participant can only attend once

For Recurring activity: You can set start and end dates for the activity and choose to repeat daily, weekly or monthly

• If repeating weekly, you must choose which day of the week to attend the activity

• If repeating monthly, you can choose a specific day of the month or a specific day of the week

 

(2) Time slots

The time slots option allow you to set different time slots for the activity

• You can set one or more time slots for the acticity, and the date and frequency of the event can be set on the schedule

(3) Others

The other option allows you to customize options with different sections (eg: briefings, training, lectures)

• You can set the date, time and frequency of the event on the timetable

• Click Save as draft or Next to proceed to Schedule

 

Schedule

(1) Dates

For One-off frequency: After setting the one-off sessions in the Application options, you can set the start time and end time of each session by choosing the date you want to edit

For Recurring frequency: After setting the regular session in the Application options, you can set the start time and end time of the session for each week attendance.

(2) Time slot

After adding the time slots in the Application options, you can ****set the frequency of the session in either one-off or recurring (regular).

(3) Other

After creating different sessions in the Application options, you can set the time slot and frequency of the session

• Click Save as draft or Next to proceed to Admission.

 

Admission

• You can set up your vacancy and ticket price for your activity based on your application option

Identity check of participants

(1) Required: Participants can only apply for one option and attendance can be taken for each date of the schedule. 

Total quota: You can set the maximum number of tickets sold based on the seats available for your activity.

• If “Quota by fee options” is ticked, you can set the types of tickets with different categories
  • For example, by creating a type of ticket as “VIP” and setting the total quota for “VIP” is 20, then the total quota of the activity is 20
  • You can also add extra information to the fee description and set the start date and time of this ticket for sale

(2) Not important (Without Identity check of participants): Participant can order more than one options and ticket with QR code will be generated once they complete the payment.

Total quota: You can set the maximum number of tickets sold based on the seats available for your activity

Number of participant per ticket: You can set how many participants are included in one ticket, for example, one ticket for two people

• If “Quota by fee options” is ticked, you can set the number of the quota of this ticket as the total quota of this activity

• You can also set the purchase limit per application, by fixing the minimum and maximum purchase of each participant, which allows them to finish the purchase in one transaction.

• Click Save as draft or Next to proceed to Payment

Payment

Free event: If the event is set up with $0 in the admission session, the payment setting can be skipped

Paid event: If the event is set up with pricing, a payment method is needed for this event

• Click + Payment option to choose the payment method. You can choose multiple payment methods in the same event

• Credit card is an online payment option linked to your STRIPE account. If you haven't linked the stripe account, please check with our cs team for enquiries at [e-mail]
• Another payment option, such as Cash, Cheque, FPS, etc., is considered offline payment in the CRM solution. You can input the payment instruction to your participant for any offline payment handling.
  • Open the toggle list of the payment method, input the payment instruction in the Payment instruction (optional)

• Click Save as draft or Next to proceed to Details.

 

Details

 💡 Only 1 language is mandatory, other languages are optional. The system will not automatically translate the content.

• Fill in Event description
• Fill in Remarks (optional)
• Set Location
  • Unit address: Select from a saved location
  • Online: not a physical activity
  • Other location: This option allows you to set the Region, District, Sub-district of the event. You can enter the full address and click on Google Maps to set more information. Remember to click Save after each update
• Cover photo of the event
  Click + Upload
• You can upload up to 3 images/ videos
• Recommended image/video size: 500 px * 375 px (4:3 horizontal image)
• Image file size: within 400kb
  • Click Save as draft or Next to proceed to Applications

Applications

Approval

Manual: Applicants will be notified of payment instructions once their application is manually confirmed successfully.

Instant: Applicants are required to complete payment before the application is considered successful. Quota is reserved on a first-come-first-served basis.

Activity Visibility: Choose Public or Unlisted in the Activity visibility field.

💡 After choosing unlisted, this volunteer opportunity will not be published on social career platforms, it can only be reviewed via URL.

Application restrictions: You can choose who can apply this activity, public or members only

Age requirement (optional): If you turn on the age requirement in this part, we will automatically help you to ask the participant age for your screening process. You can input min and max age-qualified to join your event

Application contact information:This part is the information for the public to contact you for enquiries.

• Click Save as draft or Next to proceed to Other settings.

Other Settings

Additional question: questions set up here will be included in the application form. You can collect additional necessary information from applicants. 

You can also provide detailed information about the activity host

• Choose the host organisation of this volunteer opportunity in Volunteering owner.
• If necessary, you can choose volunteering collaborators for this volunteer opportunity.
• Person in charge: Input the email of the host organisation of this volunteer opportunity, they will receive an email when the applicant finishes registration of this volunteer opportunity
• Notification list: Input the email to the person/organisation you want to notify about this volunteer opportunity and registration status
  • Click Save as draft or Publish to the Social Career platform

Save as draft

If you haven't completed it, you can choose to save this volunteer opportunity as a draft, where you can view and edit this opportunity again atDraft

Publish

After filling in all the information about the volunteer opportunity, you can choose to publish this volunteer opportunity. Once you set the Volunteering visibilityas "Public" and published, members/volunteers can view this recruitment on the Social Career app and start to apply to join this volunteer opportunity

The order of events on Social Career

The order of events on Social Career is determined by their publish time.

*If the start date for registration is later than the publish date of a volunteer opportunity, the registration button for that volunteer service will be disabled until the specified registration date. To enhance user experience, it is recommended to minimize the time gap between the publish date and the registration date for volunteer opportunities.

Tutorial Video