myAdvantage Guidance

Contents

1. Getting started
2. Confirming your account
3. Using the organisation portal to add events
4. Managing events in the organisation portal
   • Checking bookings
5. Managing who can add events
6. Managing your organisation page
7. Check-In: Recording attendance at your event
8. Other features

1. Getting started

After you have completed our form to request access to the system, you will be notified when your account has been set up. Alternatively, you can also be added as a contact for your organisation on myAdvantage by a colleague who already has access.

2. Confirming your account

You will receive a message as below when your access is confirmed. The message will be from the Employer Connect team, as Together at Warwick uses the same system for event organisers to add events that employers use to make opportunities available to students.

From: Employer Connect, University of Warwick<employerconnect@warwick.ac.uk> Organisation access granted at University of Warwick myAdvantage.

This is an automated email to notify you that you have been granted access to an organisation at University of Warwick myAdvantage. You will be able to access the organisation once you have logged in by following this link: Confirm Email Thank you for using University of Warwick myAdvantage. Student Opportunity - Employer Connect, University of Warwick E: employerconnect@warwick.ac.uk W: https://warwick.ac.uk/services/careers/employers/ Login to update your account and communication settings

Click the link to confirm your email address and set up your account. On the next screen, click the Continue button to create a new account. Don't choose any of the other options. You'll then be prompted to create a password and register.

3. Using the organisation portal to add events

The Employer Services' organisation portal has a number of features available, most of which are not in use for Together at Warwick. Our focus is on the Events section.

Click on the Request Event button to get started. This will load a form with several fields, explained below:

Field	Guidance Notes
Title	Your event name
Event Type	A category for helping students discover your event. An event can only have one type. The options are: Development Reflection and Faith Celebrations Performances and Screenings Sports and Games Student Creativity Wellbeing Student Support Networking and Conferences Talks and Lectures Shopping
Location	Specify whether your event will take place: Online On campus location. On campus request (used when your location is not available in the system's list) Off campus Note: you must book any rooms or other spaces required for your event yourself before submitting this form.
Online link	Only available if an online location is selected. Specify the link for users to use to attend your online event.
Online instructions	Only available if an online location is selected. Specify any joining instructions for users when joining your online event.
Campus	Only available if 'On campus location' is selected. Choose between the main University campus and WBS London at The Shard.
Location	Only available if 'On campus location' is selected. Dropdown list of locations stored in the system, with keyword search support.
Describe the venue and facilities you need	Only available if 'On campus request' is selected. Free text field for you to specify a location for your event if it is not available in the dropdown list of locations. Note: this field is for requesting locations to be added to the system, not for requesting room bookings. We're not able to make space bookings on your behalf.
Country; Region/state; City/town; Address	Only available if 'Off campus' is selected. Standard address fields for specifying an off-campus location.
Start	Specify the start date & time of the event in dd/mm/yyyy, hh:mm format. You can type this value in or use the calendar icon to select a date. If you want your event to run on multiple dates or times, you can specify this later, at the point of publishing your event.
End	Specify the end date & time of the event in dd/mm/yyyy, hh:mm format. You can type this value in or use the calendar icon to select a date.
Time Zone	This field cannot be changed.
Summary	Please only use this field to specify the event organisation name (e.g.: Warwick Arts Centre; WSAF; etc). This appears in listings, enables more effective searching for students and can also be used in event confirmation emails.
Details	Use this field to describe your event, and note important information for your guests. If your event is a drop-in, please include this information in the details and advise guests how long they may expect to attend for. Please use inclusive and welcoming language in the description of your activity, considering the diversity of our student population. Your description should always help students to decide if they are comfortable to attend without feeling unwelcome. Our Welcome event guidance contains some examples of good wording. This field supports basic text formatting and hyperlinks.
Event booking system	Specify if and how users can book for your event: Use myAdvantage's booking system Use my own booking system (e.g.: external booking site) No booking required
Booking limit	Only available if using myAdvantage's booking system. Specify the limit for bookings. A waiting list system is available if this limit is reached. Please don't add a booking limit over the operational capacity for your event in the location you are using. If your event is a drop-in, please adjust the capacity to reflect the total operational capacity of your event (e.g.: if a drop-in is set to run for 4 hours in a room with a capacity of 50, and you expect people to spend an average of 15 minutes at the event, it's reasonable to set your booking capacity to 800 (4 x 4 x 50) ).
Site booking name	Only available if using your own booking system. The name of the booking provider (e.g.: Eventbrite)
Site link/url	Only available if using your own booking system. The link to the booking page for your event.
Booking instructions	Only available if using your own booking system. Add details for any specific instructions here (e.g.: separate account registration required, etc).
Primary skills	This field is not used, please leave blank.
Secondary skills	This field is not used, please leave blank.
Cover image	You can upload an image for use on your event. Some guidelines for upload: Use jpg or png files Images are resized depending on where they're displayed and on the screen size of the device viewing a page. The maximum display size is 1170 x 436. Do not use images with text in the picture, as other wording is overlaid over the top of the images on event pages.

You can Save as draft or Save and continue at the end of this form.

Saving a draft provides you with a preview of the event, which helps you to see if the image you've chosen is suitable for the page. You can use the Actions menu to choose whether to edit, publish or cancel the draft event.

Continuing to Publish

If you choose Save and continue or Publish you'll be asked for a few other pieces of information before you can request to publish your event:

• Administrative Contact
  This is a dropdown list which shows all the contacts in your organisation. Choose your own name only. Your contacts details are not made available to students.
• Who is the audience of your event?
  Describe who your event is targeting. Events on our platform should be for all students or, at the least, significant cohort blocks (e.g.: all UGs, all PGTs, etc).

• Additional comments or questions
  Add notes for our team here. If you want the event to be a drop-in, or you want the same event to run on multiple dates, please specify the dates, times, locations and capacities here.

You can then click the Submit request button and our team will receive your event to review. You will see a confirmation message to say that your event has been submitted for approval.

4. Managing events in the organisation portal

You can filter events in the organisation portal based on their current status.

The Action button next to each event provides a context menu of available tasks based on the event status. events can be

• Draft events can be edited, published or cancelled.
• Pending events can be reverted to draft.
• Upcoming events are already approved. They can be cancelled, and you can also request changes or duplicate them. Duplicating populates a new request form with details copied from the approved event. Requesting a change asks you to specify which session needs changing, and then request your changes in a free text field. This is sent to our team to be actioned as a note attached to the relevant section of the event.
• Expired and Cancelled events can still be duplicated.
• There are no actions available for Rejected events.

Clicking on the event name will show you a preview of your event and, if approved, its sessions and a log of change requests, including whether they have been completed or declined.

Checking Bookings

You can check bookings by clicking on any approved, published event, and then clicking on the Bookings tab. Users can opt in or out of sharing their data with you when they make a booking. If they have agreed to share their data, you will see their full name and the date of the booking. If they have declined to share this data, you will only see 'Anonymous', as in the example below:

5. Managing who can add events

You can add other people from your department, club or society to request events as well. This is helpful when staff and execs change over.

Click on the Contacts tab in the portal to view you list of current 'contacts' (account holders):

You can use the Actions button to edit the details of any contacts listed, and mark contacts who no longer need access to your organisation on myAdvantage as Inactive. The Inactive tab will display these contacts. You can also change which contact is marked as the Primary contact from this menu, in case your primary contact is also leaving. An individual can be a contact attached to multiple organisations, and their access to other organisations will not be affected if you mark them as inactive on your page.

To add a new contact, click on the + Add contact button. This will load an extremely simple form that asks for:

• Email
• Allow web access (checkbox) - remember to check this to enable the new contact to have access to this portal
• First name
• Last name
• Phone (not required)
• Position

Once completed, click Save and then the contact will be sent the email from Employer Connect inviting them to confirm their email address and log in.

6. Managing Your Organisation Page

Every organisation has a page that's visible to students, listing the events you're currently running. You can turn this page off, or customise it using the Organisation tab:

You can use the Edit organisation page to update the details for your organisation, but as the system was initially designed for employers, you may find some details are not relevant, and these can be left blank. You can use the Hide organisation from users checkbox to hide this page from students completely.

7. Check-In: Recording attendance at your event

Updated 23/04/25
If you're handling event bookings through myAdvantage, you can record who attends your event by asking your event attendees to check-in using a QR code. You can find unique QR codes for each of your approved, published event sessions in the organisation portal. Find out more.

8. Other Features

Other features in the system are not available to use:

Vacancies

We're not able to promote vacancies through our site. Any requests will be automatically declined.

Form submissions

We're not using any forms in myAdvantage for Together at Warwick organisation accounts at present

Employer Connect Event Booking Forms

These are forms for employers, and cannot be access by Together at Warwick accounts.

Web Banner Booking Form

These are forms for employers, and cannot be access by Together at Warwick accounts.

Employer Presentations and additional services

These are forms for employers, and cannot be access by Together at Warwick accounts.