👥 Target Audience: Office Hour Hosts & Members
In this Article, we will take you through the steps of requesting to host an Office Hour.
Office Hour allows you to host strategic conversations with members across different departments in your community, and build alignment in your organization. Anyone in the community can request to host an Office Hour. The Office Hour will be reviewed and approved by your community manager.
✅ Steps
1. Navigate to the “Office Hours” tab, and click the + button
2. Choose an Office Hour template, or create an event from scratch
Choose any template that aligns with your event’s objectives. Each template comes with a name and description to help speed up your event creation.
You can also create an event from scratch by choosing the “Empty template” option.
3. Choose the host. By default, you are the “host” of the event. You can also add event editors (optional) to help you manage your Office Hour. Editors will have access to your event’s registration list and pre-event questions.
4. Review Office Hour title and description
Each event comes with its own title and description, depending on the template you’ve chosen. You can review and edit the content here to fit your event objectives
5. Choose date and time for your event
⭐️ We recommend setting the event date to be a minimum of 1 week in the future. 2 weeks is ideal to allow members of your event to discover and sign up for the event.
6. Choose how members can register
You can choose how members can join this event:
First Come, First Served: anyone can join this event, as long as there are still available spots
Choose from participants list: members will sign up for the event, and you can choose who to accept into the event
7. Set the number of available spots for your event. If you run out of available spots, members can join your event’s waitlist and will be added to an event if someone else drops out and the spot becomes available.
8. Add registration questions to learn more about your attendees and their goals before the event. Attendees will be required to answer this question to register for the event.
9. Add your preferred meeting method based on the platform your organization uses. You can choose from a list of meeting platforms, and add the meeting link to the description box. Meeting information will only be available to confirmed attendees.
10. (optional) Add a long description to the event if needed
You can add additional information to the event if needed. This description will be available when viewing the entire Office Hour event on the platform.
11. Choose target audience
There are 2 visibility settings:
Public event: the event will be available to everyone in the community
Private event: If you enable the Private event toggle, this event will only be available to target audience who have been invited to the Office Hour.
12. Select hub members to invite
There are 3 ways to invite members to this Office Hour:
Invite all members in the Hub: Every member in your community will receive a notification about the event. Upon selecting this option, the 10KC Profile Attributes option will appear, with all roles selected to represent all members in the Hub.
Invite members via emails: When selecting this option, you can see an area to paste in your list of emails. The platform will verify whether the email is associated with a 10KC account, and you can invite members to join 10KC in order to participate in the event.
Invite members via their 10KC profile attributes: when selecting this option, you will see all profile segments available in the Hub. You can choose specific segments of members to invite to this program. Any members with one or more segments in your list will be invited.
When inviting members, you will see a preview of the number of members to be invited to the event. Use this number to invite enough members to fill up your available spots. We recommend inviting 2x the number of available spots.
13. Request Event after filling out your Office Hour form
After filling out your Office Hour information, you can submit this event to be approved by a Hub Admin.
14. After submission, you can see the event page in its “In Review” state
If you want to make any changes to the event, click on the three dots button in the upper right corner to edit the event, and you will be able to access the Office Hour form again.
You will also receive a notification about your pending Office Hour event
15. If and when your Office Hour is approved, you'll receive a notification confirming the approval. At the time of approval is when members identified in the Target Audience will receive an invitation to register for your event.