Creating and Managing Events
This article and much of our Knowledge Base now lives at the CalTopo training site. This specific page can be found here. Please go there for the most up to date information, as well as more comprehensive instructions for using CalTopo.
Complex and large-scale events, such as wildfires, adventure races and multi-day searches, can require extra man power and cooperation between multiple organizations. Now available to CalTopo and SARTopo team and enterprise accounts, the Events feature allows you to create temporary groups for managing these types of events. With Events, you can quickly add users from outside the team and provide instant access to event-specific maps and data in order to improve communication and coordination.
This article will cover:
- What is an event?
- Creating an event
- Adding users to an event
- Managing events
Events are temporary groups created for a specific large-scale event lasting up to 14 days (please contact us at email@example.com if you have an event lasting longer than 14 days).
Events can include both team members and invited users from outside the team. All existing team members will have the same permission level to the event as they do to the main team account. If needed, you can grant additional access for an event; for example you could grant Manage permission for an event to a team member with Update permission on the main team account. Upgrading a team member’s permission level for an event will not affect the team member’s permission level for the main team account.
By default, invited outside users can only see maps and other data, such as an operational period map or a race course map, that are part of the event. They cannot see any maps or data saved to the main team account. Outside users do not count towards your total user count for your team account- you can add as many outside users as needed for an event. Once added, each user will have access to all CalTopo/SARTopo features for the duration of the event. At the conclusion of the event, outside event users will fall off the account automatically.
Team members with Admin and Manage access can create events and view event information, such as the event member list. However only Admin members can create sign up codes and invite users from outside the team to an event.
To create an event, navigate to your team admin page by clicking on your account name in the upper left hand corner, selecting the Your Account tab in the dialog that appears, and then clicking the Administer button next to your team name.
Once on the the team admin page, select the Events tab to view the Events page. Click on Create Event at the bottom of the page to make a new event.
The Create Group Event dialog will appear. Type in your event name and select Create.
Your event will now appear at the bottom of the Current Events list along with an expiration date that is 14 days from the day of creation. You can edit the name of the event by clicking on the pencil icon or remove the event entirely by clicking the garbage icon to the right of the event expiration date.
There is no need to add members from the main team to an event. By default, all members of the team that owns the event can access an event with the same permission they have on the team account. Once an event is created, members from the main team can access event maps in the Your Maps tab on the web or the three bar main menu on the mobile app for the duration of the event.
|On the web||On the mobile app|
To invite outside users or upgrade the permission level of existing team members for a particular event, click on the event name in the Current Events list. A new page will open for that event. Select Create Code below Signup Codes.
A New Signup Code dialog will appear. Use the drop down menus to select an expiration date and permission level for the code and then press Create.
For an explanation of the different permission levels, please see the Adding Members section of the Team Accounts article.
The new sign up code will appear under Signup Codes along with the expiration date, permission level, shareable link and QR code. You can remove the code by clicking the garbage can icon. Please note that once a code is removed or expired, it will only prevent new signups using that code; it does not remove anyone who has already joined the event using the code prior to removal or expiration.
You can generate multiple signup codes with different levels of access to the same event. Sign up codes can be shared with existing team members to upgrade their access to a particular event or with outside users to temporarily add them to the event.
Shareable links can be typed directly into a browser or shared via text or email. If a user is opening a shareable link on their mobile device, instruct them to download the CalTopo mobile app from the Google Play or Apple Store first for the best experience and functionality.
To join an event using a shareable link, click on the link. You will be prompted to sign into your account and asked if you want to join the team's event. Select Join Team to join the event.
You will now be able to access event maps under the Your Maps tab on the web or in the three bar main menu on the mobile app for the duration of the event.
QR codes are meant to be scanned with a mobile device. For the best experience and functionality, mobile device users should download the CalTopo mobile app from the Google Play or Apple Store. Using the CalTopo mobile app to join an event also allows for the creation of a guest account if the user does not have their own individual CalTopo or SARTopo account.
All screenshots below are shown for iOS devices. The actual icons may differ on Android devices but the process is still the same.
To join an event using a QR code with an existing CalTopo or SARTopo account, log into the mobile app. Click the three bar main menu and select Scan QR Code.
Scan the event QR code. You will be asked if you want to join the team's event. Select Join Team to join the event.
To join an event using a QR code without an existing CalTopo or SARTopo account, open the CalTopo mobile app. Click on the QR code icon in the upper right hand corner of the Welcome screen.
Scan the event QR code and the Guest Activation page will open.
Once you've joined an event using the mobile app, you will be able to access event maps in the three bar main menu on the mobile app for the duration of the event provided you don’t log out of the mobile app. Once you log out, you will no longer be able to access the guest account or the event. For this reason, it is recommended that outside users create a CalTopo or SARTopo account to join an event.
Any outside user or existing team member who uses a sign up code to join an event will be listed under Member Accounts on the event page. Their account provider, email, name and permission level will be displayed. You can remove a member from an event by clicking the garbage can icon.
Notice that if someone joins an event using a guest account, you will see sartopo-guest listed as the provider and their name or identifier@Guest under email. Team members who did not upgrade their permission level for the event will not be listed under Member Accounts but they will still have the same permission to the event as they do on the main team.
You can manage events just like you would manage your main team account! Create and share event-wide maps and custom layers, add trackable devices, track the real time location of event members using the mobile app and more. Just remember - event members will only see maps that you save to the event specifically. If you save a map to your regular team account, event members won’t see it.
Once an event expires or is deleted, all event maps, layers and other data will be automatically moved to the main team account and all outside users will fall off the team account. If you have an event lasting longer than 14 days, please contact us at firstname.lastname@example.org
prior to the expiration date.