Creating an Event
To begin, head to events on the top navigation bar and click Create Event
Next, you’ll see a list of Event Templates:
These event templates share the same functionality, but the cover images and some settings may be defaulted to different options based on the template you choose. These settings can still be further configured later.
- For example: The Anonymous AMA Template will have Make all questions anonymous by default toggled in settings, but the AMA Template will not.
Name your event, set a date, and configure who can participate in the event:
When configuring who can participate in this event, there are two options:
- Public - Any employee can see and participate in this event when navigating to Events from the top navigation bar.
- Private- The event will only be visible to invited participants.
In either case, you will later be able to invite employees to this event in the Settings section of the event page, or when publishing the event.
Describing your event
Cleary provides all the tools to customize your event to be both descriptive and attractive. All items are optional, though each play a role in helping attendees come into the event with proper expectations.
- Cover Image: Cleary provides default cover images, but allow you to add custom cover images that fit your company's brand and events. TBD -- requirements for images
- Add a Description: use our rich text editor to align everyone ahead of the meeting. You can also update the description with embedded recordings attendees can come back to reference!
- Add a Video Link: Add a link to your event's video conferencing tool like Zoom.
- Add Slack / Microsoft Teams: Select messaging platform channels to notify employees about your event.
- Agenda: add an agenda to keep everyone on track during the meeting. Can be removed by clicking the x on the right or in the event Settings
- Speakers: provide insight into who may be answering questions or presenting during your all hands. Can be removed in the event Settings
Generate a Zoom Meeting Recap
If wanting to generate an automated Zoom recap, first read our article on our Zoom Integration. You'll want to make sure the Zoom meeting host has the Cleary integration installed.
Once done, you can add a Zoom video link to your meeting's details page select Automatically generate an article with the video recording.
Once your Zoom URL has been added and the meeting is complete, the meeting host will receive an email saying the recording is available (this can take some time).
Some time after that, an article will be generated recapping the meeting. This recap article will be created under the Zoom meeting host, even if the user creating the event was someone else.
Inviting your attendees
Inviting your coworkers to the events is easy with Cleary's audience targeting. You can invite the entire company, invite specific individuals or upload a list of attendees, or use rules to select attendees using options like Team or Location.
You can invite colleagues when first publishing your event. This can also be customized at any time using the event page’s Settings:
Scheduling your Q&A
Along with the date for your event, you're able to customize the period of time it will be open for questions to be asked and answered. You can keep your event open for questions past the Event's date and time by changing the Q&A End time. Events are set to auto-archive 7 days after the event ends. This keeps your events page filled with only the relevant, upcoming events.
Moderating your Event's Q&A
Events have the flexibility to be fully open for employees to publicly ask and answer questions, or utilize moderation to ensure questions are on topic and and answered by the right people
- Choosing Moderators:
- Moderators can be selected by entering their name in the Moderators field.
- Who can answer questions:
- Selecting Moderators will restrict question answering to the perviously selected Moderators exclusively. Other attendees can vote and comment on a question, but cannot provide an answer.
- Verified vs accepted answers:
- When set to Accepted, the employee asking a question can accept a comment.
- When set to Verified, only event moderators can accept a comment.
- Accepted comments will be displayed with a green check mark:
- Allowing anonymous questions: this gives individuals the option to remove their name from questions they submit to an event. If you set this as the default, employees will still have the option to post questions publicly.
Tip: allowing anonymous questions helps employees feel more comfortable asking difficult questions, especially at a larger All Hands event. - Moderator Approval for new Questions
- When moderation is turned on for questions, new questions will be queued for moderator approval in the "For Review" section. Check into your event regularly to review questions you need to approve. Once questions are approved, attendees will receive a notification based on your notification settings
- If a question is rejected, the moderator can add a note explaining why it was rejected. The question will move to the "Rejected" tab. If the question is accepted, it'll be published in the event's Activity feed.
Notifying Attendees about your event
Announcing your event: messaging tools are a great place to surface events. Cleary enables you to notify your team by selecting Slack and Microsoft Teams channels to notify about your upcoming event.
When you publish your event, a notification will be sent to any connect Slack / MS channels and attendees will receive be notified that the event is now open for questions and reminded 3 days before your event if it's scheduled far enough in advance.
Admins can manage what notifications employees receive for Events in the Admin > Notification Settings section shown below:
You can notify employees about new questions and answers when they are submitted, in a daily summary, or turn off notifications for events completely.
Individuals can also determine what notifications to receive in their personal notification settings found in their profile settings shown below: