(DA-2) Activity, Location and Facebook Event Descriptions

Once you have created an activity, you need to work through the details to be sure it is described correctly to your clients. Here are the details for you to work with, starting with one or two naming concepts.

Internal and External Names

Workshop Angel has the concept of both an internal and an external name for an activity.
An internal name is the name you see as you work with the activity within the app. It is best to make this quite a short name, with reference to when the activity runs. Examples of the "when" reference could be "July 2022", "Autumn 2023", or just the year "2024" if the activity only happens once per year. You may also have a coding system for your activities that you include.
Keeping the names short allow them to appear more clearly in the activity list in the Activities and Bookings areas of the app.
Examples might be:
  • Beginners W-end - Jul 2022
  • Couples L1 - Q3 2022
  • Retreat - 2023
  • (SY1) Sports Yoga L1 - 2023
The external name is the name that your clients will see on the booking form and on communication that you send our referencing the activity. The will just be the activity description, without reference to the date.
The use of the external name within the app means that it is best for it to end with a word describing the type of event it is such as "workshop", "class", "festival" "retreat".
Examples might be:
  • Beginners Yoga Weekend Workshop
  • Couples Level 1 Yoga Workshop
  • Yoga Retreat
  • Sports Yoga Level 1 Workshop Series

"When Activity Is" Description

There are a wide variety of different days, times and occasions that an activity may be held on. You activity could be for a couple of hours one evening, be running over six weekends during an entire year, or any shade in between! To give this flexibility in describing the activity to your clients, we do not use a date and time based structure, but a short sentence that describes the timing of the activity in words.
You will be best to describe the dates starting with a word like 'on', 'from', 'over' or 'for' as in these examples:
  • from 7:00pm - 9:00pm on 4th May 2022
  • on 1st April 2022
  • over the weekend of 2-3 April 2022
  • for six weekly sessions of 2 hours starting 4th April 2022

Working with "Locations"

It is very likely that your activities will run at different locations, but that you will probably use the same location many times. To help you manage your location information most efficiently, Workshop Angel has the concept of a "Location", which defines the name, geographical area and detailed description for you to then automatically use within messages and have appear on the client booking form.
To work with Locations:
  • Go to the Activities - Define Locations area
Here you will see your locations listed on the left side, and the details of a location you select on the right:
Work with the details of a Location as follows:
  • Location's Name - this is the name as you wish your clients to know it as.
  • Location's Geographical Area - the general geographical location. Use names of a town or area here, as you would explain where the activity is being held in a general email to your clients. Examples might be "Alicante", or "Long Ashton, near Bristol". Use words that would easily follow on from "being held in" in a sentence. If this is the location for an online workshop, then set this field to something like "our online Zoom meeting room", being careful to include the word "our" at the beginning.
  • Location's Description Add as much detail here as you choose, in the way you would describe the location to your clients in a more detailed Joining Instructions type of email.

Deleting and Hiding Locations

Locations can be deleted and restored in the usual way as you work with different items in the app.
If you have a large number of locations defined and have not used some of them for a while, you can hide the location from selection within an activity definition with the "... available to select" switch.

Editing Activity Basics

Once you have created an activity, the first thing to do is work with the words to describe it. This is done via the Basics tab of the activity, which you can access in the following ways:
  • It is automatically on the right after you have just created an activity.
  • Click on the activity name on the left side.
  • Click on the first icon [Document] on the left side
Throughout this chapter we are going to work on the example definition of an activity called "Yoga Weekend Workshop". Create such a workshop if you have not already.
Let's walk through filling in the fields on this tab:
  • Title Internal: "Yoga Weekend - 2023"
  • Location: "The Lyncholt Studio"
  • Title External: "Yoga Weekend Workshop".
  • When activity is: "over the weekend of 1-2 July 2023"
The important thing to do now is to check the wording in the two boxes of text. These are the structures of words that will appear in emails you send out to attendees, and in the header of the booking form for the activity.
Note that in this example, the word "Manchester" is coming from the Geographical Area field of the location.
  • Check that the wording is clear and the sentences make sense. If not, make changes.
  • Click on [Save]
Congratulations! You have created the beginnings of your first Activity.

Facebook Marketing Information

We have recently added an area where you can create and manage the information needed to create a Facebook Event.
See page: Version 1.2.2 Release Notes for all the details!

Summary

We have learned about how to create the internal and external names for an Activity, how to define a Location, and how to add the main textual description of an Activity through the Basics tab of its description.
In the next section, we will look at how to manage the other options of an Activity's definition.