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Events User Manual - FRED Collaborative Work Areas

1. Event Title E Email a friend ga Notify Me E Print Download to Calendar Description Event Type The event details section of the Event Registration Form Date contains all the Who What When and Where information Start Time about an event From this section users may see a e Email a copy of the event to another person ibrary Location e Request notification about similar types of events Registration Ends e Print the event Contact Contact Number e Download the event to their personal Events calendar Presenter Internal Notes Status Please Note This section only appears if the event has special requirements or prerequisites i e residency term fee Any special requirements or prerequisites etc Event Status Information Event Status Information contains a statistical breakdown Maximum People FH of registration including Maximum Internal Spots e The maximum capacity of the event Main List Count H e The number of spots reserved for staff assisted Waiting List Count registration Payment Waiting List H e The number registered by attendance list type Available Space Gij e The number of open spaces remaining Registration The information requested in Attendee First Name Text Entry Field the Registration section is x a SSS i determined by selections Attendee Last Name Text Entry Field made on the Event Tem
2. Text Entry Field O Fill in PR details Details Text Entry Field Description An optional field that refers to the internal email address to which the system sends status change emails If left blank all messages will go to the default e mail address entered by the Administrator in Settings gt System Configuration amp Settings gt Email Settings Refers to the contact patrons may use for additional information and may be someone outside the library i e the presenter The contact appears in the event details with a hyperlink that allows a patron to send the contact an e mail message if an e mail address is provided The text label associated with Link Address that directs patrons to an alternate website for additional information i e a sponsor s website The Link Text appears as a hyperlink to the Link Address in the event detail The URL address website pdf file etc associated with the Link Text Describes the types of public relations information i e brochures posters press release required by the event The information entered here appears on the Events and PR Report W Note There is no automatic notification that a PR Request exists Users must run the Events and PR Report according to their library s procedures 21 Events 6 0 How To Do It Enter the internal email address to which status change notifications should be sent Type the name ema
3. Evanced Style Configuration Maintenance style C i General Display Properties je Configuration Event Title Properties un Mon Tue Wed Thu Fri Sat Library Information List Display Properties sen ees Calendar Display Properties System Templates Email Templates AUST SHES Upcoming Event Em Registration Reminder Event Reminder Setonin E Change Load All Branches Ser SaN Load Room Reserve Load Factory Defaults List Heading List Item Light Background 3 Click the desired template Evanced Email Template Working Template Event Registration Confirmation Template Subject Your registration status is STATUS Style Configuration Tags Library Information FIRSTNAME Recipient s First Name Recipient s Last Name System Messages You have registered for TITLE on DATE at TIME Location Library System Templates Your registration status is STATUS Event Date Event Start Time Email Templates The confirmation number is CONFIRMNUMBER Event End Time Event Title Email Settings If you wish to cancel your registration please use the link below Event Type E Age Group Security UNREGISTERLINK Event Description Additional Other Informatig System Settings Instructor r Link to Event Information BACK Start Upper Case End Upper Case Confirmation Number Link to Cancel Registratio Load Default Template Save
4. Delete History Loads the Purge Events tool Delete Checked Event s Deletes events marked for deletion without secondary confirmation Delete A checkbox located above each event record that marks the event for deletion The Delete checkbox works in connection with the Delete Checked Event s button Deletion occurs without secondary confirmation Restore A small button or link located above each record that moves the event record from Archive Maintenance to Event Maintenance Delete Recurring Event A small button or link located above a recurring event that deletes the event with secondary confirmation The system will display the following message before permanently deleting a record Are you sure you want to delete all recurring events associated with Event Name MANO0100 06 05 13 September 5 2008 Evanced Events 6 0 K Buttons Links Description Copy to active Event List A small button or link located above single date events that copies the Event Template to the Event Maintenance list This action retains the original event in the archive Attendance or A small link or button located above an event record requiring registration that Attendance Stats displays the event s attendance sheet Register A small link or button located above an event that displays the Event Registration page SECTION 2 THE EVENT TEMPLATE The Event Templa
5. W Note The default file type is Web Page htm html Be sure to select either Microsoft Word doc or Microsoft Excel xls as file type SECTION 4 THE SUBSCRIBER DETAILS REPORT The Subscriber Details Report provides a list of patrons name and e mail address only with subscriptions to upcoming event notifications the Notify Me function The Subscriber Lookup Report allows staff to search the subscriber database edit subscriber names and email addresses and delete subscribers from the subscription list Subscribers cannot be deleted unless they unsubscribe to all their notifications This prevents subscribers from being inadvertently deleted from the list Deleting subscribers does not affect any other record the patron may have in the system i e Attendee Lookup How To Do It Finding a Subscriber 1 Beginning at the home page click SUBSCRIBER LOOKUP Report menu The system displays the Subscriber Lookup Report illustrated below SEARCH First Name Text Entry Field Last Name Text Entry Field Email Text Entry Field Show All Names Back to Maintenance Page Please enter one or more search criteria 2 Enter one or more criteria into the search fields or click Show All Names for a full list of subscribers The system displays the following information SEARCH First Name Text Entry Field Last Name Text En
6. 1 Beginning at the home page click SUBSCRIBER DETAILS Report menu The system displays the Subscriber Details Report illustrated above How To Do It Exporting Subscriber Details to Word or Excel 1 Access the Subscriber Details Report see How To Do It Accessing the Subscriber Details Report above 2 Above the report table locate Export this report at the top of the page and click on the desired application hyperlink Word or Excel The system opens the report in a browser window in the selected format 4 Select File gt Save As to save the file in the selected format MANO100 06 05 79 September 5 2008 Evanced Events 6 0 K APPENDIX A IMPLEMENTATION GUIDE This chapter provides detailed information about configuring Events to work with your library system Users must have Administrator level access to use the functions in this chapter The configuration information in this chapter applies to both single and multi branch systems Special notes relating to either single or multi branch systems are either contained in separate sections at the beginning of a section such as Section 2 B below or flagged with the following symbols Single Branch System Notes S amp S Multi Branch System Notes SECTION 1 SYSTEM REQUIREMENTS The following list provides the minimum system requirements to run effectively 1 Server Platform Microsoft Windows 2000 or 2003 Server or higher Disk Space 50 100MB Free Disk
7. Edit Branch allows you to view and edit the configuration of existing branches adjust the order in which branches appear in drop down lists and delete individual branches Master Branch Master Branch is the Library Name and website address only e When adding or editing a branch the Library Information Maintenance page includes the ability to add a map link that will appear on the Event Calendar in List view and on the Event Information Registration page next to the library name e When adding or editing a branch you may elect to make the branch private hidden from public view This allows libraries to create an internal only staff calendar Multi Branch System Note Library Information is split between All Branches and individual branch modes as follows Mode Information All Branches All Branches mode contains e Add Branch e Edit e Master Branch Individual Branch Individual Branches may edit their own branch only The fields that appear on the Edit Branch template do not change when accessed from All Branches or Individual Branches MANO0100 06 05 B 13 September 5 2008 Evanced Events 6 0 X How To Do It Master Branch Note You must log into the system with an Administrator level password Multi Branch System Note This is an All Branches function Be sure the branch drop list in the upper right corner of the page shows All Branches 1 Click SYSTEM CON
8. ccccccceeeeeeeeeenne cece eeeeeeceaeaeceeeeeeeseceaaaaeceeeeeeesececaaeceeeeesesecsacaeeeeeeeeeseenaeas 5 Fs Technical SUPPOM wiscccvcdsssiewssanccateecaduedsuanecadecsisuanacantededesaessnddsntdesdesasantddas chadeeysnuaaddaandeatecesatidaes eadveasencsess 5 Appendix B Configuring Events isiccisssccccts sc cccetsscceegis sessed ea teenceetascccdetasensesesscceaesasecueetsseaaetessacaeeesccaeedssecuentascesazeases 1 section 1 Logging In the First Time sis icccacsccaesssadeadaanddcnueuandeadaraaddacianaed canasaatiadenaed aaa a aa aa 1 Section 2 E mail Configuration eener idle dade eisai tied adele ERE RE EEE EEE 2 A Setting Up E mail iiss ianseetatiin ae eatin Ale ne a al eee an 2 B E mail Server Settings vi aie itaeniwan ian ded aie ane dined add 2 GC E mail Settings wie a a eA eee ee ae he Ae ieee ie Ded 6 D Scheduling Automatic E mail The notify bat File 0 eee eeeenee erence ee eeeaeeeeeeaeeeeeeaaeeeeeenaeeeeeaas 8 E Troubleshooting i ii vcccit caine E Addie dala Wines Ad dan EAEE EA dni 9 Section 3 Configuration Settings sisirin irren aeaa NEEE NEARE VEETA PEERAA ENEA EA ARARE EREA 10 A Appearance Style Configuration s sssseseerneessrnreseennensnnnaseennaanannaaesnnaannannaneenndanannaaeennaaaannaaeennaaa annaa 10 B Librar monnaton sessen a E A NE 13 Cy SYSTEM MESSAGES iiia E a A E E EAE eadeaeneds 22 D System Templates Registration Messages eeesrseessrreseerneessnnnaatennaanannaatennaannnnaae
9. lt library gt lt library gt Library name associated with the event lt link gt lt link gt Link to the Event Information and Registration Page if registration is required lt date1 gt lt date1 gt Date in yyyy mm dd year month day format lt date2 gt lt date2 gt Value that can be used for sorting yyyymmddhhmmlfevent title year month day hour minutes format lt length gt lt length gt Event length lt status gt lt status gt Event status lt endtime gt lt endtime gt The time the event ends lt prieventtype gt lt prieventtype gt Primary Event Type lt eventtypes gt lt eventtypes gt Alternate Event Types MANO0100 06 05 E 4 September 5 2008 Evanced K Events 6 0 Tag Pairs Start Tag End Tag Description lt agegroups gt lt agegroups gt Age Groups lt otherinfo gt lt otherinfo gt Other information lt presenter gt lt presenter gt The name of the Presenter lt signup gt lt signupstarts gt lt signupends gt lt contactname gt lt contactphone gt lt contactemail gt lt linktext gt lt signup gt lt contactname gt lt contactphone gt lt contactemail gt lt linktext gt Sign up value 0 no sign up 1 Staff and Patron 2 Staff Only lt signupstarts gt Sign up starts Sign up ends lt signupends gt Contact name Contact phone number Contact email address Lin
10. System Settings Event Maintenance Branch Specific Lists EJ Location List Grade List Zip Code List Presenter List System Wide Lists Event Type List Age Group List 2 Hover over SYSTEM TEMPLATES on the menu A menu of templates appears Evanced Style Configuration Maintenance General Display Properties Style Configuration Event Title Properties Sun Mon Tue Wed Thu Fri Sat Library Information List Display Properties sage 5 e k lb b ro h Calendar Display Properties ho 2 j3 a hs fhe fr he System Templates 19 20 fa 22 23 24 25 Registration Successful Em Registration Probation AN Display Properties CEE Emon Rogateren eS ERLE Entry Form Title S Registration Payment Require Z Entry Form Label system Settings List Heading BACK List Item Light Background 3 Click the desired template The system opens the desired template Note All System Templates are formatted and function the same way MANO100 06 05 B 26 September 5 2008 Evanced Events 6 0 x Evanced System Template Working Template Registration Successful Template sive Conia na EE Espa ol Fran ais Library Information Tags System Messages FIRST LAST is registered for Recipient s First Name lt BR gt Title TITLE lt BR gt Date s DATE lt BR gt Time
11. Use one of the options below to make color selections which are displayed in the associated preview window See the illustration above A Select PICK to display the available color palette and click the desired color Selecting a color closes the PICK window Or B Enter the HTML code i e F F090 for the desired color 6 Click SAVE at the end of each category when all options have been set Click BACK on the menu to return to the Home Page MANO100 06 05 B 12 September 5 2008 Evanced K B Library Information Events 6 0 Library Information refers to the library s contact information i e name address phone etc residency or other terms and hours standard and alternate This information must be entered before events are posted to the calendar S pMulti Branch System Note In order to setup or access multiple branches the multiple branches feature must be enabled See Section G System Settings page B 32 for more information i New for Version 6 0 e Atthe All Branches level Library Information is managed from a drop list Add Branch Add Branch allows you to set up a new library branch in the system Libraries might also use this function to create a private internal only staff calendar Note In order for Add Branch to be active the Enable Multi Branch setting in System Settings must be set to Yes You can no longer set the total number of branches from System Settings Edit Branch
12. Enter names and email addresses into the appropriate fields Evanced Email Settings Confirmation Status Change From Name Circulation Desk Style Configuration Library Information From Email Address jharris e vancedsolutions com System Messages Default To Internal Name Justin Harris Todd lt To Email Multipl System Templates aaan Aadress es hanis e vancedsolutions com desmaul yahoo com jse ae k can be Email Templates Email Settings Click Save sto Il branche Security Save Save and Apply to All Branches Send Test Confirmation Status Change Email System Settings 4 Click SAVE 5 Click SEND TEST CONFIRMATION STATUS CHANGE EMAIL to send a test message 6 Click BACK to return to the Home Page D Scheduling Automatic E mail The notify bat File This is a scheduled event that requires a valid user ID and password In most cases it is appropriate to create a dummy user with administrative privileges to run this script However the system will accept any user with Administrative level privileges This should be done before attempting to add a scheduled item If the associated user account is disabled or deleted the scheduled task will not run until file is updated This has only been tested with user accounts with full administrative privileges The batch file will run in a Command window on the host computer for a short time W Note Virus Scanning Soft
13. How To Do It Select a Primary event type from the drop down list 2 Select up to two additional event types using the drop down lists in Option 1 and Option 2 fields Select a Primary age group from the drop down list 2 Select up to two additional age groups using the drop down lists in Option 1 and Option 2 fields Type a short up to 80 characters descriptive title in the text field September 5 2008 Evanced x Field Event Description Count Featured Event Other Information Count Presenter MANO0100 06 05 Options Text Entry Field O Text Entry Field Presenter List 1 Text Entry Field Description Refers to a detailed description or synopsis of the event The Event Description appears in the event detail The Count refers to the number of characters including spaces and returns entered into the field When using the Enter key the count increases by 2 one for the carriage return and one for the line feed By default the count limit is 5 000 characters To reduce the character limit of this field please contact Evanced Support Checking the Featured Events field allows the event to be emphasized within an RSS feed Refers to additional information or details regarding the event i e pre requisites items to bring etc to appear on the Registration Page The Count refers to t
14. How To Do It Restoring the Default Template 1 Open the desired template See How To Do It Composing a New Template steps 1 3 for more information 2 Click the LOAD DEFAULT TEMPLATE button to restore the default message template E E mail Templates Subscriber Messages Email Templates refers to reminders and notifications automatically created by the system based upon a patron s subscription or event registration including Upcoming Event A subscription message with scheduled event information requested by a patron Patrons activate the message in two ways 1 From an event list by clicking on NOTIFY ME OF SIMILAR TYPES OF EVENTS or 2 From the Notify asp page if active on the library s website Patrons select the types of events i e Author Lecture Children s Programs etc to include and receive messages a preset number of days prior to an event MANO100 06 05 B 27 September 5 2008 Evanced x Events 6 0 Registration Reminder An automatic registration reminder message sent to a patron a pre set number of days prior to an event Event Reminder An automatic message a patron may request when an event does not require registration Patrons activate the message by clicking on REMIND ME in the event list The system sends the reminder a pre set number of days prior to an event Confirmation An automatic message sent to a patron confirming their registration in an event The confirmation can
15. System Settings gt Registration Settings Enforce 24 Hour Notice It triggers a warning message from the system Attendee will automatically be placed on a waiting list if they miss 3 events in 6 months that require 24 hour cancellation notice This is the default message Libraries may compose an alternate message by accessing System Configuration amp Settings gt System Messages gt Cancellation Notice See Appendix C 4 C System Messages for more information for more information MANO100 06 05 A 2 September 5 2008 Evanced Events 6 0 K The resulting probation process flows as follows Patron registers for an event that requires them to cancel at least 24 hours before the event if they cannot attend l Patron fails to cancel their registration or attend the event l Library takes attendance at the event and updates the Event Attendance Sheet l One 1 no show is added to the Patron s Record If they fail to cancel or appear for three 3 events within six 6 months they are placed on a waiting list when registering for future events l Patron on probation registers for an event with a 24 Hr Cancellation Stipulation l The system displays the following message Were sorry Patron has automatically been placed on the waiting list for Title Date s Time Our records show that you missed a confirmed event in the last 6 months that r
16. Update the Statistics Entry field ii Click SAVE ATTENDANCE iii Click BACK to return to the Event Maintenance page B Export to Excel i Click EXPORT TO EXCEL The system displays the Event Attendance Sheet in Excel format ii Select FILE gt SAVE AS to save the report to your computer or network C Registration i Click REGISTER The system displays the Event Registration Form ii Complete the Event Registration Form iii Click COMPLETE REGISTRATION Or ADD ME TO THE WAITING LIST as appropriate The system provides one of these options depending upon the status of the attendance sheet iv The system displays an Event Registration Complete confirmation with a message appropriate to the registration status v Click CLOSE to close the confirmation or vi Click SAME EVENT REGISTRATION to complete an additional registration B Restoring an Event The RESTORE function returns an event record to the active event list and the Event Calendar Y v Note 1 Restored events retain their original status Published or Unpublished when they return to the Event Calendar So a Published event returns to both the staff and patron views An Unpublished event returns to the staff view only Note 2 Restoring an event does not restore the list of attendees that may have been deleted when the event was originally archived How To Do It Restoring an Archived Event 1 Beginning at the home page click on VIEW A
17. amp amp Multi branch System Note Zip codes may overlap among individual branches Presenter Refers to event presenters and instructors available Branch Alphabetical No List for events This list is optional and might contain the Specific names presenters and instructors frequently used by the library The Presenter field in the Event Template can be overwritten if the desired presenter is not listed MANO0100 06 05 B 40 September 5 2008 Evanced K Events 6 0 Filter Description Settings Category List Order Report Statistic Event Type List Refers to event categories i e Adult Book Club Lecture Children Program etc and is a required field on the Event Template Events uses the Event Type List in statistical reporting the Notify Me subscription feature and the Search Slider Event Types cannot be deleted if in use by an event The Event Type List is highly customizable text color background color and viewing level staff only or public Individual Event Types are public by default but may be set for Private Internal Only i e staff meetings Event Types marked Private Internal Only appear only in the staff view of the Calendar Registration function This list is mode and amp Multi branch System _Note accessible in All Branches Individual Branch mode System Wide Alphabetical Yes Age Group List Refers to age group categories Inf
18. cee Poe Load Factory Defaults System Settings BACK List Heading List Item Light Background MANO100 06 05 B 5 September 5 2008 Evanced x Events 6 0 Complete the Email Server Settings Template Evanced Email Settings Style Configuration Library Information System Templates Regional Settings Email Server Settings Security System Settings BACK Upcoming Event Reminder Settings SMTP Address URL or IP smtp land1 com Required for Windows servers Authentication Type No Authentication O Basic Authentication NTLM O User Name m41828604 1 Password eeeeceee Event Notification Offset 30 Day s ara Upcoming Event Event Reminder Offset 20 Day s 0 Disables Event Reminders Room Reminder Offset 20 Day s 0 Disables Room Reminders Home address of the web server housing the system Include http System folder path from the home address without starting or ending forward slash ie evanced lib Web Server URL or IP http server evanced info Folder Path v6_betatesting From Name Rick From Email Address rickchambers comcastnet Can be the same name as the From Name Can be the same email address as the From Email Address Nightly Status To Email Name night rick Nightly Status To Email TER rickchambers comcastnet Condensed Emails Save
19. maximum number of patrons that may appear on the waiting list Note This field will not appear if the default setting for No Waiting List is checked This is a System Setting Set No Waiting List default to Checked September 5 2008 Evanced K Field Attendance Sheet Operation Starting Registration Starting Registration Time MAN0100 06 05 Options O Individual O Shared For recurring events only Fixed Date Date Entry Field Days before Event Text Entry Field Day s For individual attendance sheets enter either a Fixed Date or Days before Event Do not select both Hri Min 4 AM t Description Events 6 0 How To Do It This field appears only in recurring events A Click on the desired option required field that determines how the system manages attendance sheets for recurring events This field cannot be changed once registration has begun e Individual Each instance of a recurring event has its own attendance sheet e Shared The system creates one cumulative attendance sheet showing all attendees in all dates of a recurring event Refers to the date on which registration opens When advance registration is not open the system displays the following message in the event details We re sorry The first registration date for this event is scheduled for date at time Please come back and
20. o Sample Recurring Event with Registration 12 13 16 17 o New All Day 19 J M oI hi o Testevent3 test recurring Kid s Event M i o Evanced d o Sample testing Age Recurring ks Event with Registration 20 21 24 o Evanced Ka KS KS KS Solutions Recurring Event with Registration MANO100 06 05 45 September 5 2008 Evanced Events 6 0 X e List View displays events in list format as illustrated below which provides more event detail and ready access to additional functions such as Email a Friend Notify me Download to Calendar etc Ongoing events are listed first followed by the remaining events in date order The Search Slider is visible by default North Branch T In House Registration Mode Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level SEARCH Display Personal Schedule View Calendar View Show URL 6 RSS Feed Results per page 25 50 100 1000 Next gt u2 Q more into show More SZ Email a friend amp notity me E Print O Remind Me lt May 2008 v gt SSS THIS IS MY ONGOING EVENT ONGOING EVENT Aa EET 8 9 1 Date Thursday May 01 2008 Saturday May 31 2008 15 16 17 Library North 22 23 be Description this is a test ongoing event A iNi G Q more info Q show More R Email a tiend E Notity me E Print Download to calendar O Remind Me Keyword Lo NEW
21. s registration confirmation number Displays the patron s e mail address Moves a patron between the Main List and the Waiting List and generates a status change e mail to the patron if the patron s file includes an e mail address Name Contains the patron s name and a link View Edit to the patron s record The patron s record includes contact information no show information and the patron s schedule of events From the patron s record users may register the patron for another event cancel a patron from any event on their schedule update no show information and access the Event Attendance Sheet for any event on the patron s schedule No Show Allows libraries to track when patrons register for but do not attend or cancel their registration 24 hours in advance of the event Patrons with a pattern more than 3 events in 6 months of registering for events but not attending or canceling are automatically wait listed when they register for future events The Administrator enables this function in Settings gt System Settings amp Configuration gt System Settings Enforce 24HR Notice Notes Displays notes entered into the Notes field of the Event Registration Form Both patrons and staff see the information in this field Patrons access this information on their Event Registration Form Staff may edit the Notes field from the Attendance Sheet Payment Moves selected patrons from th
22. 10 0 0 0 0 0 0 10 Stories PM PM Public Room h 13 00 Library These fields are optional Attendance Settings set by the Administrator that appear on the Event Registration Form as required fields The statistic title will match the configured setting i e Adult Senior Teen etc An Event Information Filter illustrated below allows users to select the information that appears on the report as well as the format of the report Running the report based solely on a date or date range returns a report containing statistics for all events scheduled for the current month displayed in HTML format Keyword Search Text Entry Field Date or Date Range O This Week This Month O Specific Day Mo Dayl 4 Yri O Date Range Mol Dayl YAH Mol Day YA Ongoing Events O Include Ongoing No Ongoing Age Groups Check All Uncheck All Age Group 1 Age Group 3 Age Group 5 Age Group 2 Age Group 4 Age Group 6 Branches Libraries Check All Uncheck All Branch 1 Branch 3 Branch 5 Branch 2 Branch 4 Branch 6 Event Types Check All Uncheck All Event Type 1 Event Type 3 Event Type 5 Event Type 2 Event Type 4 Event Type 6
23. 2 Primary Required field Used for statistics Option 1 Option 2 Options Event Type List 1 Event Type List 1 Event Type List 1 Age Group List 1 Age Group List 1 Age Group List 1 Text Entry Field Description Refers to the type of event i e Book Club Author Lecture etc and appears in the event detail The system requires at least one event type Primary to generate statistical reports The Search Slider Registration amp Attendance and Search Filter Event Maintenance use and recognize all three fields Select up to 2 additional event types to provide increased search ability The Administrator creates the content of the list in Settings gt System Wide Lists gt Even Type List Refers to the targeted age group for the event and appears in the event detail The system requires at least one Age Group Primary to generate statistical reports The Search Slider Registration amp Attendance uses and recognizes all three fields Select up to 2 additional Age Groups to provide increased search ability The Administrator creates the content of the list in Settings gt System Wide Lists gt Age Group List Refers to the title of the event and appears on the Event Calendar and in the event detail Use a short concise title to ensure that as much of the title as possible appears 19 Events 6 0
24. 2 O O o 3 O O o Cancel STATUS No Show Attendance has NOT been taken Back to Maintenance Pagel Register iew Another Attendance Sheet Export to Excell m Im Ee EEE ee MANO0100 06 05 49 September 5 2008 Evanced Events 6 0 K The Event Attendance Sheet contains three categories of information 1 Event Information The first section of the Event Attendance Sheet contains event details including title date time location and the maximum number of attendees allowed Statistics Entry The second section of the Event Attendance Sheet contains census information about the attendees including the total number of attendees and any optional statistical inputs that may be included See System Configuration amp Settings gt System Settings gt Optional Statistical Inputs Attendance Lists The third section of the Event Attendance Sheet contains the event s attendance list The attendance list appears in the following categories the Main List the Waiting List the Payment Waiting List if applicable and the list of Cancelled registrations Users may sort the list in ascending or descending order by first name last name phone alternate phone e mail registration date library card number or confirmation number The Main List is the default view Each Attendance List contains its own information fields and functions depending upon the type of list See the table
25. 5 2008 Evanced Events 6 0 K How To Do It Viewing an Attendance Sheet from the Patron Schedule W Note The Event Attendance Sheet accessed from Attendee Lookup the Secondary Event Attendance Sheet does _not contain the full functionality of the Event Attendance Sheet accessed from Event Attendance the Primary Event Attendance Sheet The Secondary Event Attendance Sheet does not allow you to e Return to the Event System Maintenance Page e Register a patron or e Access another Event Attendance Sheet For full functionality access the Primary Event Attendance Sheet from Event Attendance 1 Access the desired Patron Record See How To Do It Accessing Patron Records at the beginning of this section for more information Locate the desired event on the patron s schedule Click ATTENDANCE associated with the desired event The system displays the Secondary Event Attendance Sheet for the selected event 4 Click CLOSE The system closes the Second Event Attendance Sheet and displays the Patron Record MANO100 06 05 69 September 5 2008 Evanced Events 6 0 K CHAPTER VI REPORTS Reports e Event Statistics Report Detailed Event Statistics Report Events and PR Report Subscriber Lookup Subscriber Details Reports allow users to obtain a variety of information from the system This information can often be printed or exported to a file SECTION 1 THE EVENT STATISTICS REPORT The
26. Click SEND The system sends e mail message How To Do It Returning to the Home Page You may return to the home page at any time by clicking on BACK TO MAINTENANCE PAGE located at the bottom of the page MANO100 06 05 66 September 5 2008 Evanced K C Working in Patron Records Events 6 0 Contact Information First Name Text Entry Field Last Name Text Entry Field Phone Number E H HH Ext HH Email Address Text Entry Field Street Address Text Entry Field City Text Entry Field State Province Drop List Field Zip Code Number Entry Field Back Registration No Show Information Total 0 Last Date NA Schedule for Patron Name Date Time Title Location Library Description Status Monday 10 00 Attendance January 1 20 AM Book Discussion Meeting Room Branch 1 Discuss book Registered Cancel Tuesday 6 00 ni gt Attendance May 5 20 PM Computer Skills Computer Room Branch2 Senior Audience Waiting List Sancel Wednesday 12 00 Brown Bag Payment Attendance June 2 20 AM Lecture Study Room Branch 3 Local Arts Waiting Ga Saturday 10 00 Magic Time i July 8 20 AM for Youth Kids Section Branch 2 Magic for kids Cancelled Attendance How To Do It Accessing and Editing Patron Records 1 Find the desired Patron Record See How To Do It
27. Do It Deleting Removing Subscriber s with Inactive Subscriptions above SECTION 5 THE SUBSCRIBER LOOKUP REPORT The Subscriber Lookup Report illustrated below provides a list of all subscribers to upcoming event notifications This is an information only list There are no functions associated with this list Subscribers may not be added deleted or e mailed from this list However this list may be exported to Word or Excel MANO100 06 05 78 September 5 2008 Evanced Events 6 0 K Total Subscribers First Last Email Event Type Library John Doe jdoe web com Adult Branch Public Library Sam Adams sadams web com Adult Branch Public Library Jane Smith jsmith web com Book Club Branch Public Library Joanne Trent jtrent web com Book Club Branch Public Library Robert William rwilliams web com Children s Program Branch Public Library Jamie Frasier jfrasier web com Children s Program Branch Public Library Things to note about the Subscriber Details Report e The list appears in order by Event Type e Patron names do not appear in alphabetical order within Event Types e This is an information only list it contains no functions It cannot be sorted or otherwise manipulated from within Events but it can be copied to Word or Excel Users cannot e mail add or delete subscribers from the list How To Do It Accessing the Subscriber Details Report
28. Doe is registered for Title Date s Time The confirmation number is In consideration of the presenters and other attendees please try to be at the library 5 minutes prior to the beginning of the program Click CLOSE to close the Event Registration Complete confirmation or Click SAME EVENT REGISTRATION to complete an additional registration See Chapter V 3 The Calendar Registration Function page 61 for more information How To Do It Accessing the Event Attendance Sheet 1 Beginning at the home page click on ADD EDIT ARCHIVE Event Maintenance menu The system displays the Event Maintenance page 2 Use the Search Filter to locate the desired event The system displays search results in the Event Information Window to the right of the Search Filter Locate the desired event in the list displayed 4 Click either ATTENDANCE STATS or ATTENDANCE The event will have one or the other at the top of the record The system displays the Event Attendance Sheet 5 Complete or update the Event Attendance Sheet as desired A Statistics Entry Only i Update the Statistics Entry field ii Click SAVE ATTENDANCE iii Click BACK to return to the Event Maintenance page B Export to Excel i Click EXPORT TO EXCEL The system displays the Event Attendance Sheet in Excel format ii Select FILE gt SAVE AS to save the report to your network MANO100 06 05 38 September 5 2008 Evanced Events 6 0 K C Registr
29. E USING EVENTS XML ASP Events xml asp allows the system to display core event information for a given period of time It also provides data in XML format so that it can be used on individual homepages or in other software programs SECTION 1 USAGE Events xml asp displays event information for a single branch or All Branches multi branch system for a given time period By default Events xml asp displays events at Branch 0 lib 0 that have a e Date value the current date and e Time value 2 the current time By default Events xml asp does not display events prior to the current date and time The following list contains parameters that can be passed through the URL to control the output Parameter Description dm Controls output using a different XML format Valid values are gt xml to use the XML format default gt rss2 to output a RSS 2 0 feed gt atom1 to output an ATOM 1 0 feed gt exml to output an Extended XML format gt ical iCalendar formatted output for use in other calendar programs like Google calendar lib Controls the events for a single branch or All Branches default 0 Use the library number lib x or all lib all to specify which library s events to display do A date offset used to add x number of days to today s date default 0 today s date See also curdate below alltime Displays all event times past present and future Use
30. Events Calendar for the current month Locate the desired event on the calendar See Section 1 C Search Slider page 47 for information about the Search Slider Reminder Events that require registration are underlined on the Event Calendar Click on the Event Title The system displays the Event Registration Form How To Do It Registering a Patron 1 2 3 4 5 Access the desired Event Registration Form See How To Do It Accessing Calendar Registration and the Event Registration Form at the beginning of this section for more information Review the event details to ensure the correct event is displayed Scroll down to the Registration section Complete the Event Registration Form Click COMPLETE REGISTRATION or ADD ME TO THE WAITING LIST depending on the status of the event How To Do It Accessing the Event Attendance Sheet W Note The Event Attendance Sheet accessed from Event Registration Form the Secondary Event Attendance Sheet does not contain the full functionality of the Event Attendance Sheet accessed from Event Attendance the Primary Event Attendance Sheet The Secondary Event Attendance Sheet does not allow you to e Return to the Event System Maintenance Page e Register a patron or e Access another Event Attendance Sheet For full functionality access the Primary Event Attendance Sheet from Event Attendance Access the desired Event Registration Form See How To Do It Ac
31. Finding a Patron above for more information 2 Locate the appropriate patron s 3 Click VIEW EDIT located in the last column on the right associated with the desired patron The system displays the desired Patron Record See Section 2 C Working in Patron Records page 59 for an illustration of the Patron Record Edit patron contact information as desired Click SAVE to save any revisions or Click BACK to return to the Attendee Lookup Report How To Do It Resetting No Show Information 1 Access the desired Patron Record See How To Do It Accessing Patron Records at the beginning of this section for more information 2 Click RESET in the No Show Information section The Total field resets to 0 How To Do It Canceling a Registration 1 Access the desired Patron Record See How To Do It Accessing Patron Records at the beginning of this section for more information 2 Locate the desired event on the patron s schedule MANO0100 06 05 67 September 5 2008 Evanced Events 6 0 K 3 Click CANCEL associated with the desired event The system displays the following secondary confirmation Are you sure you want to cancel your registration for Seminar on Event Date Click Continue to continue or click Close Window to stop the process 4 Click CONTINUE to cancel the registration or 5 Click CLOSE WINDOW to cancel the cancellation How To Do It Registering
32. Information Window The system archives the marked events without secondary confirmation How To Do It Bulk Archiving By Date Range 1 Beginning at the home page click on ADD EDIT ARCHIVE Event Maintenance menu The system displays the Event Maintenance page 2 Click BULK ARCHIVE located above the Event Information Window The system displays the Bulk Archive tool Select or pick the desired date range of the events to archive 4 Click ARCHIVE to archive the selected events The system searches the active list of events and displays the following secondary confirmation message Found X events between Beginning Date and Ending Date Are you sure you want to Archive all X events Click ARCHIVE X EVENTS to confirm and archive the selected events or Click CANCEL to close the Bulk Archiving tool without archiving events and return to the Event Maintenance page H Accessing the Event Registration Form and Event Attendance Sheet In addition to the functions described above users have access to the Event Registration Form and Event Attendance Sheet from the Event Maintenance page Both forms display event details title description date etc and event status information i e attendance statistics The Event Registration Form contains a section allowing users to register patrons for the event The Event Attendance Sheet provides a link to the Event Registration Form The following table provides an overview of the reg
33. It Accessing the Event Attendance Sheet at the beginning of this section for more information Click on the Payment Waiting List tab to make it active Click Payment checkbox mark the desired participant s paid 4 Click PAY located at the end of the Payment column The system moves without secondary confirmation the participant s to the Waiting List or Main List depending on whether openings are available on the Main List How To Do It Canceling a Registration 1 Access the desired Event Attendance Sheet see How To Do It Accessing the Event Attendance Sheet at the beginning of this section for more information Click on the desired attendance list Main List Waiting List or Payment Waiting List Click the Cancel check box associated with the desired participant s Click CANCEL located at the end of the column The system cancels marked participant s and moves them to the Cancelled List Whether the system displays a secondary confirmation depends on the originating list as indicated below e Main List Secondary confirmation e Waiting List No confirmation e Payment Waiting List No confirmation When the system displays a secondary confirmation it reads The next person on the Waiting List is about to be moved to the Main List Click OK to proceed with moving the person or click Cancel to manually move people to the Main List Please note that the opening will remain vacant until a staff member
34. MANO0100 06 05 B 46 September 5 2008 Evanced Events 6 0 2 Click the Delete checkbox to mark an item for deletion Grade List Maintenance z Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level The first section allows you to ADD an item The second section allows you to REMOVE items by checking the item s and clicking on the DELETE ITEM S button You can MODIFY an item by double clicking on the row within the table LIST ITEM Click to Edit Order Weight ADD a new item to the list Las IHHY 3 Click DELETE ITEM S The page will refresh and remove the selected items 1 This button may be labeled DELETE ITEM S Or DELETE CHECKED ITEM S depending on the list MANO100 06 05 B 47 September 5 2008 Evanced K APPENDIX C Events 6 0 EVENTS AND ROOM RESERVE A GUIDE TO FUNCTIONS AND RESPONSIBILITIES The intention of this information sheet is to provide a high level overview of Events and Room Reserve as standalone applications and as partners When working together each retains its original functions except those related to holidays and closings while benefiting from cross functional strengths Events Room Reserve Events provides tools for 4 Managing Library sponsored events and activities 4 Reporting event schedules PR needs and event statistics Room Reserve provides tools for
35. Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level Event System Maintenance Add Edit Archive View Archive Event Statistics Report Calendar Search Page Detailed Event Report Registration and Attendance Events and PR Report Subscriber Lookup Subscriber Details Event Attendance Calendar Registration Attendee Lookup Attendee Lookup System Settings Event Maint SETS System Wide Lists Event Type List Age Group List MAN0100 06 05 B 15 September 5 2008 Evanced K Events 6 0 2 Hover over LIBRARY INFORMATION on the menu and click ADD BRANCH from the drop down list Style Configuration Library Information Si Regional gt etungs Email Server Settings Security System Settings BACK Style Configuration Maintenance calendar Display Properties L1 Event mme properes P a Entry Form Title List Heading List Item Light Background 3 The system displays the Library Information Maintenance page branch settings template Style Configuration Library information System Templates Regionai Settings Email Server Settings Security System Settings BACK Library Information Maintenance The settings are used in vangus areas to display information and determne aamable hours Using Internet Explorer move me mouse over the envy heading 10 see more informasion ie Ev
36. Maintenance Reports Event Statistics Report Calendar Search Page Detailed Event Report Registration and Attendance Events and PR Report Registration amp Subscriber Lookup Attendance Event Attendance Subscriber Details System Settings Calendar Registration Attendee Lookup Event Maintenance i Branch Specific Lists Location List Grade List Zip Code List Presenter List System Wide Lists Event Type List Age Group List MAN0100 06 05 B 23 September 5 2008 Evanced K 2 Click SYSTEM MESSAGES on the menu The system loads the System Messages Maintenance page Events 6 0 Evanced Style Configuration Library Information System Templates Style Configuration Maintenance General Display Properties Event Title Properties List Display Properties Calendar Display Properties ee Sun Mon Tue Fri Sat Email Templates Email Settings Load Room Reserve Load Factory Defaults Security Clear Settin Load All Branches System Settings BACK Entry Form Title List Heading List Item Light Background 3 Enter messages in the appropriate fields The fields support HTML and graphic codes Evanced System Messages Maintenance Using Internet Explorer move the mouse over the entry heading to see more information Style Configuration Fran ais Libr
37. SUMMER PROGRAMS Display Format Calendar List Publishing Filter Event Type Family Program Date Thursday May 01 2008 M Published Not Published Start Time 9 00 AM Date Library North O Date Range Description Sign up now for our new summer programs Please check the calendar at the ay of your choice and take a look at what s happening this summer season Mi Ma be s Family All To Q more info show More email a tiena Notify me Print Download to calendar Remind v v v Me Locations NEW SUMMER PROGRAMS CIALL LOCATIONS o Event Type Family Program Date Thursday May 01 2008 North Start Time 9 00 AM O South Library North El wast Description Sign up now for our new summer programs Please check the calendar at the eny of your choice and take a look at what s happening this summer season s Family Al Event T T x m IALL sale TYPES i More into show More email a rienda Notify me Print Brownioad to calendar O Remind Bladunregem READING IS FUN Author Visit M Book Club Event Type Adult Program M Children under 12 Date Thursday May 01 2008 a Start Time 9 00 AM M computer Classes Library North Age Groups Description Lets read MAI Age Groups Age s Adult Masur Q more into show More SA email a friend Notify me te Print Soownload to calendar Remind Z mature Audience Me pan
38. September 5 2008 Evanced K Events 6 0 D System Templates Registration Messages System Templates refers to messages displayed when an Event Registration Form is completed including Event PR Report Print List Registration Successful Registration Probation Already Registered Registration Residency Failed Registration Payment Required A report of events detailing the schedule of events with additional information This template determines the level of information and detail of the report In a multi branch system the Event PR Report only appears at the All Branches level Print List controls the information that appears when a patron prints the calendar from List View The message confirming a patron successfully registered for an event The message notifying a patron of their probation status The message notifying a patron that they are attempting to submit a duplicate registration The message notifying a patron they do not meet a residency requirement for registration This message works with Residency Other Terms located under Library Information and Must be a Resident event specific stipulation The message notifying a patron of their wait list status pending receipt of a required fee or deposit and instructs a patron where to send payment System Templates support HTML codes SS Multi Branch System Note System Templates is split between All Branches and individual branch mode
39. TIME lt BR gt Recipient s Last Name System Templates The confirmation number is CONFIRMNUMBER Location Library Email Templates Please contact the libary if you have any questions Thank you Event Date Event Start Time Email Settings If Payment is required please follow these directions PAYMENTINFO Event End Time Event Title Security Have a nice day Event Type Age Group System Settings Event Description Additional Other Informatiq BACK Instructor Link to Event Information Start Upper Case End Upper Case Payment Information Confirmation Number Link to Cancel Registratio Link to add to Calendar Save and Apply to All Branches 4 Edit the default text in the message window or click CLEAR to erase the default message and enter a customized message W Note You may restore the default template at any time by clicking the LOAD DEFAULT TEMPLATE button 5 To enter the tags that pull information from the reservation database A Click on the desired tag in the Tags window B Click on the location in the message window where the tag should appear C Click the arrow button between the message and Tags window The selected tag appears in the selected location 6 Click SAVE to save the template SS Multi Branch System Note SAVE applies the template the individual branch only Click SAVE AND APPLY TO ALL BRANCHES to save the template to all branches your system 7 Click BACK to return to the Home Page
40. a Patron 1 Access the desired Patron Record See How To Do It Accessing Patron Records at the beginning of this section for more information 2 Click REGISTRATION located between Contact Information and No Show Information The system loads the Event Calendar 3 Click on the desired event The system loads the desired Event Registration Form with the patron s contact information completed 4 Click COMPLETE REGISTRATION or ADD ME TO THE WAITING LIST depending on the status of the event s attendance sheet The system saves the registration and displays a confirmation message A confirmation email has been sent to the patron s email account 5 Click OK to close the confirmation message The system displays the following Event Registration Complete confirmation Patron Name is registered for Title Date s Time The confirmation number is In consideration of the presenters and other attendees please try to be at the library 5 minutes prior to the beginning of the program Do not use the browser Back button Use one of the following buttons for navigation Click CLOSE to close the Event Registration Complete confirmation and return to the Patron Record or Click SAME EVENT REGISTRATION to access a blank Event Registration Form for the same event The contact information in this second Event Registration Form is blank Complete the Event Registration Form as desired MANO100 06 05 68 September
41. a checkbox in the Remove column of the Subscriber Information Report Patrons with active subscriptions cannot be accidentally deleted from the Subscriber Information Report Find the desired subscriber see How To Do It Finding a Subscriber on page 77 Click the checkbox in the Remove column to mark records for deletion Click REMOVE located at the end of the report or Click BACK TO MAINTENANCE PAGE to cancel the process and return to the home page How To Do It Deleting Removing Subscriber s with Active Subscriptions W Note Only the Administrator may delete patrons with active subscriptions This process is performed Gr OP ON with the deletion of the patron s notification entries from the Notify asp file and requires the subscriber s e mail address This prevents the system from sending future e mail but does not delete subscribers from the Subscriber Information Report Staff must still delete the subscriber from the Subscription Information Report Obtain the subscriber s e mail address Open the Notify asp file Enter the desired subscriber s e mail address Click the checkbox in the Delete column for the desired Event Type s Click DELETE PREVIOUS ENTRY The system deletes the subscriber from the Notify asp file The system will no longer send e mails to the subscriber s e mail address Staff or the Administrator may delete the subscriber from the Subscription Information Report see How To
42. agegroups gt Children amp Teens lt agegroups gt lt otherinfo gt Additional program information can be entered here lt otherinfo gt lt presenter gt Lulu Delacre lt presenter gt lt signup gt 1 lt signup gt lt signupstarts gt lt signupends gt lt contactname gt Paulina Moreno lt contactname gt lt contactphone gt 800 555 5055 lt contactphone gt lt contactemail gt paula evanced com lt contactemail gt lt linktext gt Click here for Information lt linktext gt lt linkaddress gt www evancedsolutions com lt linkaddress gt lt imagepath gt http www ala org Images ALSC Dia_FNLclr TM_072big jpg lt imagepath gt lt imagetext gt lt imageheight gt 576 lt imageheight gt lt imagewidth gt 576 lt imagewidth gt lt extratag gt lt item gt lt event gt The information between lt item gt and lt item gt represent specific event data bolded for emphasis Tag Pairs Start Tag End Tag Description lt title gt lt title gt Event Title lt date gt lt date gt Date of the event lt time gt lt time gt The time the event starts lt description gt lt description gt Event description lt location gt lt location gt Location of the event See also lt location gt below lt location gt A single tag also known as an empty element appears if no location is specified Note the location of the slash compared to an end tag
43. alltime 1 to override the default setting nd Specifies how many days to display default 1 Note nd must equal an integer et Limits events output to specific Event Types The default all Event Types Specify multiple Event Types using a comma and plus separator et Adult Program Book Discussion ag Limits event output to specific Age Groups Similar to et above specify multiple Age Groups using a comma and plus separator ag Adult Senior Teen Toddlers kw Limit event output to events containing Key Words The default is to display all events primarygroup Determines whether only the primary event type and age group are searched primarygroup 1 or search secondary tertiary event types and age groups for each event as well Default Curdate Uses the current date as the start date It can be used in lieu of do Date MANO100 06 05 E 1 September 5 2008 Evanced Events 6 0 K Parameter Description Offset to specify a date fe Refers to Featured Events Set to 1 to include only Featured Events roominfo Refers to room reservations and is only available if Room Reserve is installed Set to 1 to include room reservations feedtitle Allows for changing the RSS feed title by passing the title string Default Upcoming library events at Library Name feeddesc Allows for changing the RSS Feed Description by passing the original description string The Fe
44. and including 2 28 2005 4 Click CANCEL to close the Purge Events Action Tool and return to the Archive Maintenance page or Click PURGE EVENTS to permanently delete all events prior to and including the specified end date The system displays the following secondary confirmation Are you sure you want to purge events that occurred prior to 11 30 2006 Click PURGE EVENTS to confirm the intent to purge or Click CANCEL to close the Purge Events Action Tool and return to the Archive Maintenance page MANO100 06 05 43 September 5 2008 Evanced Events 6 0 K CHAPTER V REGISTRATION amp ATTENDANCE Registration amp Attendance e Event Attendance e Calendar Registration e Attendee Lookup Registration amp Attendance allows users to manage event related functions including event registration attendance and patron records Many of the features in Registration amp Attendance are cross functional For example the Event Registration Forms and Event Attendance Sheets are accessible from all three functions This chapter provides information and instruction about what users can see do and access from Registration amp Attendance e Section 1 Event Calendar Views and Navigation page 44 provides information about how to access navigate and work with the Event Calendar e Section 2 Event Attendance page 48 provides information about managing event attendance including managing att
45. calendar i Library Information Maintenance The settings are used in various areas to display information and determine available hours Using Internet Explorer move the mouse over the entry heading to see more information ie Event Date Event Time Library Number 4 Name Search List Name Address City State Province AL Zip Code Residency Other Term oo E Phone Number l Home Page http Link Type Use Specified Link Use Google Maps O __ Optional link for map or branch specific web page Link Title Private Branch Default Room Hours Click SAVE The system returns to the branch listing Select another item from the menu or click BACK to return to the Home Page MANO0100 06 05 B 18 September 5 2008 Evanced Events 6 0 X How To Do It Edit Branch Note You must log into the system with an Administrator level password SS Multi Branch System Note This is an All Branches function Be sure the branch drop list in the upper right corner of the page shows All Branches 1 Click SYSTEM CONFIGURATION amp SETTINGS on the home page Settings menu The system loads the Style Configuration Maintenance page Evanced Public Library USA All Branches X Event System Maintenance Go To Room Maintenance Home Event Maintenance Registration amp Attendance Reports Settings A
46. cancellation policy Click the check box to Parent Guardian name field activate the Click on check box to activate the Address Entry field September 5 2008 Evanced K Field Options Payment Required L Enable Card O Number Entry Custom Stipulations OU MANO0100 06 05 Card Number Not Required Description Determines whether the following functions are activated 1 Automatically put patrons on a payment waiting list until payment is received 2 Activates payment notification and information on the Registration page and 3 Automatically move patrons from the waiting list to the main list when staff marks payment as received Determines whether the library card number field appears on the Registration page and whether registration requires patrons to provide their library card number Enabling Card Number Entry works with authentication when enabled Please contact Evanced Solutions for more information about or assistance with authentication Determines whether the associated stipulation appears on the Registration page Libraries may set up to six 6 custom stipulations These are questions about additional information you would like from your attendees i e How did you hear about this event Did you self register for this event The stipulations can be about anything the library wants to know Information from this field appears on the Attendance Sheet The Admini
47. event detail by either hovering over the event to display a pop up window or by clicking on the event to display the Event Attendance Sheet The Search Slider is hidden by default but is accessible by clicking SEARCH SLIDER located above the calendar MANO100 06 05 44 September 5 2008 Evanced Events 6 0 North Branch T In House Registration Mode Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level SEARCH Search Slider Display Personal Schedule View List View Show URL 6 RSS Feed lt lt Prev Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Next Year gt gt Keyword lt Prev MAY 2008 Next gt Click to View Ongoing Events Click to View Ongoing Events a ada Sunday Monday Tuesday Wednesday Thursday Friday Saturday ilter 1e 3 oe 2 o a Summer a History Published Locations CALL LOCATIONS a East se 4 4 South West Event Types ALL EVENT TYPES 9 A Author Visit ua Book Club Z Children under 12 Computer Classes ae Groups All Age Groups 0 Adult Mature Audience Senior 18 New Age Group M my age group z Presenter Instructor Zip Code programs amp Genealogy o New Summer 25 26 28 31 o Evanced o Test 60 Solutions o Sample Recurring Event with 2 Registration 3 SA programs lt lt Prev Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Next Year gt gt lt Prev MAY 2008 Next gt OOnwoO
48. further information Always show registration settings No Yes O Determines the default position open Yes or closed No of Registration Stipulations on the Event Template MANO0100 06 05 B 38 September 5 2008 Evanced K Events 6 0 Setting Options Description Outside of Standard Hours Checking Start Time 1 24 End Time 1 24 Allows the system to determine whether and event s start and end time are outside of the library s normal operating hours The drop down list displays options based on a 24 hour clock military time This is primarily used for checking time entry mistakes i e 1 00a m v 1 00p m Attendance Settings Enable Auto Waiting List Move w Email No O Yes Enables the automatic reassignment of registered patrons from the Waiting List to the Main List when an opening occurs The system automatically sends the attendee a status change e mail if they provided an e mail address The event s contact or the Default Internal Contact also receives the status change e mail for information and follow up purposes in the event the attendee does not provide and e mail address This feature works with Enable Auto Status Change Emails described below Enable Auto Status Change Emails No O Yes O Include Staff on all Changes Enables the automatic distribution of status change notifications t
49. of other branches in the system 1 Beginning at the home page select the desired branch from the branch drop list 2 Click ADD EDIT ARCHIVE Event Maintenance menu The system displays the Event Maintenance page 3 Click ADD NEW EVENT located above the Event Information window The system loads the Event Template 4 Complete the Event Template See Section 2 The Event Template page 14 for more information wy Notes i Event Time Click ALL DAY to close for the day ii Location If a Location is not required select No Location iii Holiday Closings If the library also has Room Reserve create a dummy room in Room Reserve that combines all the rooms in the branch i e ROOM CLOSING STAFF ONLY ALL ROOMS and use that dummy room to close all rooms for the holiday See Appendix B 4 H Category Lists and Filters page 40 for instructions about adding a room 5 Click SAVE The system will save the event and return to the Event Maintenance page How To Do It Single Branch System 1 Beginning at the home page click on ADD EDIT ARCHIVE Event Maintenance menu The system displays the Event Maintenance page 2 Click ADD NEW HOLIDAY EVENT located above the Event Information Window The system loads the Event Template 3 Complete the Event Template The Event Template is the same template used for other events except that the Location and Event Type fields contain no options See Section 2 The Event Templat
50. of the code is correct Errors can affect the look and layout of the entire calendar and other pages The principle or formula for an HTML tag is lt tag attribute 1 value attribute 2 value gt Your Text lt tag gt The principle parts of the formula are Part llustration Example Description Beginning Tag lt tag attribute 1 attribute 2 value gt The beginning tag includes coding Example lt font color FF0000 gt that formats text or inserts a file or image These tags may contain no additional attributes or multiple additional attributes The example displays the text that follows it in red Your Text Avon Public Library This is the actual text that appears on the web page Ending Tag lt tag gt This tag always contains a slash It Example lt font gt acts as the period on the sentence and signals the end of that particular code or instruction Putting it Together lt font color FF0000 gt Avon Public Library lt font gt Results in Avon Public Library Additional Examples Example 1 e Code lt font color FF0000 gt Avon Public Library lt font gt e Result Avon Public Library Red Font Example 2 e Code lt B gt Avon Public Library lt B gt e Result Avon Public Library Example 3 When multiple tags are used together the tags are nested together When entering the beginning tags it does not matter which tag you start with End tags should be entered i
51. optional on the Event Template The Reports function uses information from this field Require Location No O Determines whether assigning an event location Selection Yes is required or optional on the Event Template Enable Card Number No O Enables Yes or disables No a library card Stipulation Yes number stipulation in the Registration section of the Event Template When enabled libraries may choose whether to include the Library Card Number field on the Event Registration Form and if so whether the information is required or optional MANO0100 06 05 B 37 September 5 2008 Evanced K Events 6 0 Setting Options Description Set No Waiting List No O When set to Yes the No Waiting List Waiting Default to Checked Yes List Options field registration stipulation on the Add New Event template is set to checked M by default No Wating List 7 This means the system will not create a waiting list for the event When the attendance reaches its maximum the system closes registration Enable Auditing No O Enables Yes or disables No an Yes Administration Information section on the Event Template that creates an audit trail tracking who created and edited event entries and when date and time Enable Address v Disabled Determines whether an Address Entry Required Stipulation O Per Event field on the Event Template and if s
52. page Archive Maintenance View Archive on the Home Page is laid out in the same way North Branch Event Maintenance T Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level SEARCHI FILTER Sort Results By Date Descending Order Next gt 23 Published O Archive Edit Single Eakopy Single XK petete attendance Stats Black History Month Ongoing Event Event Type Family Program Ongoing Event Event Date 2 1 2008 2 29 2008 ge Group Family All Description Come celebrate Black History Month at the library We will have different books highlighted all through the month Date Entered 2 13 2008 9 31 07 AM Last Modified 2 13 2008 9 31 07 AM Kiln Recurring Recurring Rib crive Recurring Bhanna Efhragisiar Published F Archive 2 Edit Single Bal opy Single Delete Exlatendance Stats Event Title field Able to display about 80 characters including spaces and pu Event Type Adult Program Event Date 12 11 2007 Event Time All Day ge Group Adult Description Able to display 1024 characters Date Entered 12 11 2007 11 30 54 AM Last Modified 4 9 2008 10 18 27 AM Single Event Multi Branch System Note The branch list appears when accessing Event Maintenance functions from the All Branches mode MANO100 06 05 11 September 5 2008 Evanced Events 6 0 K A The Search Filter The Search Filter function allo
53. page click EVENT ATTENDANCE The system displays the Program and Events Calendar for the current month Locate the desired event on the calendar See Section 1 C Search Slider page 47 for information about the Search Slider MAN0100 06 05 59 September 5 2008 Evanced Events 6 0 K Click the desired event The system displays the Event Attendance Sheet Click on the desired attendance list Main List Waiting List Payment Waiting List or Cancelled List Locate the desired patron Daeg Click VIEW EDIT located beneath the patron s name The system displays the patron s record illustrated at the beginning of this section How To Do It Editing Contact Information 1 Access the desired Patron Record See How To Do It Accessing Patron Records at the beginning of this section for more information 2 Edit patron contact information as desired Click SAVE or 4 Click BACK to return to the Event Attendance Sheet without saving How To Do It Resetting No Show Information 1 Access the desired Patron Record See How To Do It Accessing Patron Records at the beginning of this section for more information 2 Click RESET in the No Show Information section The Total field resets to 0 How To Do It Canceling a Registration 1 Access the desired Patron Record See How To Do It Accessing Patron Records at the beginning of this section for more information Locate the desired event on
54. patrons must be to participate using their academic grade This information appears in the event detail and in a drop down list on the Registration page The Administrator configures the contents of the list in Settings gt System Configuration amp Settings Branch Lists gt Grade List By default this list is pre populated with grades K 12 Determines whether the participants to cancel their minimum of 24 hours before an event selected this option 1 Activates an attendance tracking function on the Attendance Sheet and 2 Automatically places patrons who are on probation on the waiting list when they register for future events event requires registration a When Determines whether a Parent Guardian Name field appears on the Registration page as a required field Determines whether the patron address field appears on the Registration page as a required field 29 Events 6 0 How To Do It Use the drop down lists to enter the following Grade X to X 1 Left field the lowest academic grade required to participate 2 Right field the highest academic grade required to participate Grade X and Above or Grade X and Below 1 Grade X and Above e Left field lowest academic grade required to participate e Right field blank 2 Grade Level x and Below e Left field blank e Right field the highest academic grade required to participate Click the check box to activate the
55. prevents the patron from continuing with the registration Timeout after X Hours refers to the number of hours after registration opens that the eligibility term becomes null and void After X hours patrons who do not meet the residency term are allowed to register for the event The stipulation checkbox and a Starting Registration value must be set in order for the Timeout function to work For example enter 10 to disable the eligibility requirement 10 hours after registration begins 27 Events 6 0 How To Do It 1 Click the check box to activate the Residency Other Term Requirement 2 Enter the number of hours the eligibility requirement remains in effect When this time expires the eligibility requirement is disabled and patrons who did not meet the requirement are allowed to register September 5 2008 Evanced K Field Must be Between the Ages Must be Between the Birthdates MAN0100 06 05 Options Age List 4 TO Age List 1 Month 1 Day Year L TO Month 1 Day Year 1 Description Determines the age patrons must be to participate using their chronological age This information appears in the event detail and in a drop down list on the Registration page The options in the drop down list are hard coded in the system and not a configurable option Determines the age patrons must be to participate
56. public calendar view Click ADD NEW ITEM to save your entry Optional Multi Branch System Click copy to all branches to apply the updated list to all branches Applying this option will overwrite any existing list The system will ask you to confirm your intent to overwrite the existing list Click OK to proceed or CANCEL to abort the process 6 Click BACK to return to the home page 1 z This button may be labeled SAVE ADD NEW ITEM Or ADD NEW EVENT TYPE ITEM depending on the list MAN0100 06 05 B 44 September 5 2008 Evanced Events 6 0 K How To Do It Editing List Items Multi Branch System Note See the table in How To Do It General Principles No 1 above to determine which mode controls the lists 1 Beginning at the home page click on the desired list Settings menu to modify The system loads the list maintenance page North Branch North Branch Event System Maintenance Go To Room Maintenance Evanced Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level Event Maintenance Event System Maintenance Add Edit Archive Event Statistics Report View Archive Colonia Seah Fage Detailed Event Report Registration and Attendance Events and PR Report Registration amp ico Subscriber Lookup Attendance Subscriber Details Event Attendance Calendar Registration Attendee Lookup Setting
57. the Event Calendar The instructions are categorized into the three sections listed below Please see the appropriate section for your library How To Do It Multi Branch System All Branches Mode page 33 How To Do It Multi Branch Environment Individual Branch page 33 How To Do It Single Branch System page 33 MANO100 06 05 32 September 5 2008 Evanced Events 6 0 K How To Do It Multi Branch System All Branches Mode Use the following instructions to add a holiday or closing as a System Wide Event applied to All Branches 1 Beginning at the home page select ALL BRANCHES from the branch drop list 2 Click ADD EDIT ARCHIVE Event Maintenance menu The system displays the Event Maintenance page 3 Click ADD NEW EVENT located above the Event Information Window The system loads the Event Template Select SYSTEM WIDE EVENT from the BRANCH field drop down list Complete the remainder of the Event Template See Section 2 The Event Template page 14 for more information W Note When Events works with Room Reserve click the Check All box for Location This allows you to close all the rooms for the holiday so they can t be reserved by a patron while the library is closed 6 Click SAVE The system will save the event and return to the Event Maintenance page How To Do It Multi Branch Environment Individual Branch Use the following instructions when an individual branch needs to close independently
58. the list displayed Click COPY TO ACTIVE EVENT LIST The system opens the Event Template in copy mode Edit the Event Template as desired oa kw Click SAVE The system saves all changes and displays the following message Do you want to clear the audit log Click OK to clear the log or Cancel to keep the log 7 Click either OK to clear the original audit log close the Event Template and return to the Archive Maintenance page or 8 Click CANCEL to retain the audit log from the original event close the Event Template and return to the Archive Maintenance page D Deleting Archived Events Deleting events permanently removes the selected events and associated attendance sheets and statistics from the database Deleted events cannot be restored Note There is no feature to delete events in bulk How To Do It Deleting Selected Events 1 Beginning at the home page click on VIEW ARCHIVE Event Maintenance menu The system displays the Archive Maintenance page 2 Use the Search Filter to locate the desired event The system displays search results which includes the publication status of the event in the Event Information Window to the right of the Search Filter See Section 1 A The Search Filter page 11 for further information about the Search Filter Locate the desired event in the list displayed 4 Click the DELETE checkbox to mark the event for deletion Verify that events marked for deleti
59. to move a branch s position in the list Library Information Maintenance Click on the Branch Name to modify the associated branch information Style Configuration BRANCH NAME BRANCH LIST NAME NUMBER PRIVATE DISPLAY ORDER North Branch North Library Information System Templates Regional Settings West Branch Email Server Settings Security System Settings BACK 8 Select another item from the menu or click BACK to return to the Home Page How To Do It Deleting a Branch Events allows you to delete library branches from the system without first clearing any data associated with the branch Vv Warning Deleting a branch permanently deletes all information associated with that branch including all events rooms reservations registrations attendance and all related statistics This includes but is not limited to published unpublished and archived information Deleted information is unrecoverable 1 You must log into the system with an Administrator level password SS Multi Branch System Note This is an All Branches function Be sure the branch drop list in the upper right corner of the page shows All Branches 2 Click SYSTEM CONFIGURATION amp SETTINGS on the home page Settings menu The system loads the Style Configuration Maintenance page Public Library USA All Branches v Evanced Event System Maintenance Go To Room Maintenance Home Event Maintenance Registratio
60. using their birth date This information appears in the event detail and in a drop down list on the Registration page 28 Events 6 0 How To Do It Use the drop down lists to enter the following Ages X to X 1 Left field the minimum age required to participate 2 Right field the maximum age required to participate Ages X and Older or Ages X and Younger 1 Ages X and Older e Left field the youngest a person can be to participate e Right field blank 2 Ages X and Younger e Left field blank e Right field the oldest a person can be to participate Use the drop down lists to enter the following Ages X to X 1 Left field the date reflecting the minimum age required to participate 2 Right field the date reflecting the maximum age required to participate Ages X and Older or Ages X and Younger 1 Participants Born After e Left field the date that reflects the oldest a person can be to participate e Right field blank 2 Participants Born Before e Left field blank e Right field the date that reflects the youngest a person can be to participate September 5 2008 Evanced K Field Options Must be Between K 12 1 TO K 12 H the Grades Must Give O Cancellation Notice Must Enter Oo Parent Guardian Name Address Entry 0 Required MAN0100 06 05 Description Determines the age
61. 08 Evanced K Events 6 0 Setting Options Description Enable 24HR Message No Determines whether the 24 hour advanced notice Yes O cancellation reminder appears at the bottom of the Event Registration Form The text for cancellation notices is set in Settings System Messages Enable Registration Limit No Staff with the accompanying password level and Yes O above has the ability to register patrons beyond Unlimited Registration Password Level Security Access the maximum attendees allowed by an event Sets the password level for allowing registration beyond maximum attendees allow by an event Event Entry Settings Default Time 10 00 A M Determines the default event start time appearing in the Event Time Start Time field on the Event Template Default Setup Time Minutes Determines the default time in minutes added Typically 15 or 30 minutes to a reservation to allow for room set up Default Take Down Time Minutes Determines the default time in minutes added to a reservation to allow for room clean up Typically 15 or 30 minutes Maximum Recurring Number field Determines the maximum number of events Occurrences allowed in a recurring event For example if set to 12 only 12 recurrences of an event are allowed Require Event Type No O Determines whether assigning an Event Type is Selection Yes required or
62. 2 Determine where the system and current policies and procedures are incompatible Determine an implementation schedule This typically involves the following key steps Installation Key staff training usually conducted by Evanced Pre pilot trials limited data entry and configuration adjustments Full staff training usually conducted by the library Full staff pilot and data entry enter current events into the Event Calendar a a eo Be S Public launch and promotion G Determine policies and procedures for managing updates The following tools are available on the Evanced website www evancedsolutions com to assist you Manuals Quick Start Implementation Guides Templates Marketing Tools MANO100 06 05 A 4 September 5 2008 Evanced K Events 6 0 Please contact the following for assistance Phone E mail Web 888 519 5770 support evancedsolutions com http www evancedsolutions com and http evanced blogspot com MANO0100 06 05 E Backup Recommendations Y Regular system backups are very important to maintaining the integrity of your data We recommend the following File Backup lt drive gt mysql data autoemail Nightly Web file Web file data should be backed up regularly consistent with your library s policy to prevent data loss F Technical Support September 5 2008 Evanced Events 6 0 K APPENDIX B CONFIGURING EVENTS This section provides
63. 4 Managing rooms Advanced costing Equipment inventory tracking Customizing Reservation Forms Reporting room and equipment schedules and utilization statistics gt gt gt gt Library staff have the ability based on security level to 4 Configure the system 4 Add modify and delete events A Register patrons 4 Access reporting tools Library staff have the ability based on security level to 4 Configure the system Assist patrons with reservations Accept or deny reservations Post fee and deposit payments Access reporting tools gt gt gt gt Patron access is limited to 4 Viewing the event calendar A Registering for events A Subscribing to e mail notifications and reminders Patron access is limited to 4 Viewing the reservation calendar 4 Submitting reservation requests for rooms or equipment The spaces where events are held Are called Locations A Are not profiled in the system i e no details about room capacity and features The spaces where meetings are held A Are called Rooms 4 Are profiled in the system i e profiles include room capacity and features Holidays and other closings are managed by Events when Events 4A Is astandalone application 4 Works with Room Reserve What Happens When They Work Together When Events and Room Reserve are partnered Holidays and other closings are managed by Room Reserve when R
64. A detailed discussion of Add Edit Archive begins on page 14 MANO0100 06 05 September 5 2008 Evanced K Events 6 0 Function Description View Archive The View Archive function allows staff to search events that have been archived and no longer appear on the active Events Calendar Staff may also permanently delete events from the archive A detailed discussion of View Archive begins on page 39 Registration and Attendance Event Attendance Calendar Registration The Event Attendance function provides access to an event s attendance sheet The Event Attendance Sheet displays the event schedule registration requirements if any and attendance statistics This function supports the exporting of Event Attendance information to Excel It also provides opening of the event in Edit mode A detailed discussion of Event Attendance begins on page 49 The Calendar Registration function allows staff access to the Event Registration Form which includes information about the event i e schedule pre requisites etc registration status i e total openings total registered etc and a registration form It also provides opening of the event in Edit mode A detailed discussion of Calendar Registration begins on page 61 Attendee Lookup This Attendee Lookup function allows users to Search the database for anyone who has ever registered for an event View and edit contact information Vie
65. Added in the Calendar view that allows staff to add an event right from the calendar Added an enhanced RSS button on calendar page that displays the available RSS feed options Enhanced Show URL button to include both Fixed and Dynamic URLs created from a search along with explanations of available switches Added an Ongoing Events section to the Calendar view Added counts to event mouse overs which show staff the maximum number of attendees the number registered on the Main List the number of openings and the number on Wait List Created separate default calendar view settings for staff and patrons Added paging to the events List View that allows users to control the number of records that appear per page Enhanced the calendar list filter to include Published Unpublished or both System Configuration amp Settings Added a setting that allows staff to automatically receive an email when any change occurs to an event attendance list By default staff only receives an email when a move occurs automatically or when performed by a patron Added an option to disable all Waiting Lists Added an Unlimited Registration Password Level option that allows libraries to set the minimum password level that needed to submit registrations beyond an event s maximum number of attendees Added an option that allows staff to edit the Internal Notes field from the Attendance page Added Outside of Standa
66. Attendance Statistics Taking Attendance This section describes how to enter attendance information This is a manual process that requires attendance to be taken at the event 1 Access the desired Event Attendance Sheet see How To Do It Accessing the Event Attendance Sheet at the beginning of this section for more information In the Statistics Entry section of the Event Attendance Sheet enter the total number of event attendees In the attendance list section click on the Main List tab to make sure the Main List is active Click the NO SHOW checkbox associated with any patrons who did not appear for the event a F ON Click UPDATE located at the end of the No Show column The system updates participant No Show counts How To Do It Moving Participants Waiting List to Main List 1 Access the desired Event Attendance Sheet see How To Do It Accessing the Event Attendance Sheet at the beginning of this section for more information Click on the Waiting List tab to make it active Click the Move checkbox to mark the desired participant s Click MOVE located at the end of the Move column The system moves the desired participant s to the Main List without secondary confirmation and marks the record with an M showing that participant was manually moved from the Waiting List How To Do It Moving Participants Main List to Waiting List or Payment Waiting List 1 Access the desired Event Attendance Sheet see Ho
67. Branch System Note Security is an All Branches and individual branch setting 1 Click SYSTEM CONFIGURATION amp SETTINGS on the home page Settings menu The system loads the Style Configuration Maintenance page North Branch North Branch Evanced Event System Maintenance Go To Room Maintenance Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level Event Maintenance Event System Maintenance Add Edit Archive Event Statistics Report View Archive Canda Saack Paga Detailed Event Report Registration and Attendance Events and PR Report Registration amp Subscriber Lookup Attendance Subscriber Details Event Attendance Calendar Registration z Attendee Lookup Settings Attendee Lookup ET System Settings Event Maintenance Branch Specific Lists Location List Grade List Zip Code List Presenter List System Wide Lists Event Type List Age Group List MAN0100 06 05 B 30 September 5 2008 Evanced Events 6 0 X 2 Hover over SECURITY on the menu The system displays a menu of options Evanced Style Configuration Maintenance Style Configuration ii 1 Event Tie Properties List Display Properties System Messages System Templates Email Templates All Display Properties Email Settings Load Room Reserve Load Factory Defaults Entry Form Title Entry Form Labet Read Only Login m E SY Create O
68. Display Type HTML OWord O Excel MANO100 06 05 72 September 5 2008 Evanced Events 6 0 K How To Do It Working with the Detailed Event Report The following information is categorized into three sections Section 1 tells you how to run the report Section 2 tells you how to export the report to Word or Excel and Section 3 tells you how to print the report 1 Running the Report A Beginning at the home page click DETAILED EVENT STATISTICS REPORT Report menu The system displays an Event Information Filter see the illustration on the previous page B Select or enter the desired reporting options including the Display Format HTML Word or Excel C Select one of the following options i Click FIND to run the report The system generates the desired report Or ii Click CLEAR to erase previously selected options or iii Click BACK to return to the home page without running the report 2 Printing the report A Select FILE gt PRINT from the menu 3 Saving the report A Select FILE gt SAVE AS from the menu The system displays the Save As window B Enter the appropriate file parameters W Note The default file type is Web Page htm html Be sure to select either Microsoft Word doc or Microsoft Excel xls as file type C Click SAVE The system saves the file based upon the selected options MANO100 06 05 73 September 5 2008 Evanced Events 6 0 K SECTION 3 THE
69. E WAITING LIST depending on the status of the events attendance sheet The system saves the registration and displays a confirmation message A confirmation email has been sent to the patron s email account Click OK to close the confirmation message The system displays the following Event Registration Complete confirmation The event confirmation differs depending on whether the patron is on the Main List or the Waiting List The example below is the message displayed the system confirms a registration on the Main List MANO100 06 05 53 September 5 2008 Evanced Events 6 0 K Patron Name is registered for Title Date s Time The confirmation number is In consideration of the presenters and other attendees please try to be at the library 5 minutes prior to the beginning of the program Do not use the browser Back button Use one of the following buttons for navigation 5 Click CLOSE to close the Event Registration Complete confirmation and return to the Patron Record or 6 Click SAME EVENT REGISTRATION to access a blank Event Registration Form for the same event The contact information in this second Event Registration Form is blank Complete the Event Registration Form as desired and continue at Step 3 above How To Do It Returning to the Home Page You may return to the home page at any time by clicking on BACK TO MAINTENANCE PAGE located at the bottom of the page How To Do It Updating Event
70. EVENTS AND PR REPORT The Events and PR Report provides information about the schedule of events for the specified time frame This is the only method for obtaining notification of public relations requirements There is no automatic notification when an event that is added to the Event Calendar requires public relations or other materials The reported information includes e Event Title e Age Group e Date e Description e Time e Any Additional Information e Location e Instructor Name e Event Type e PR Information The level of detail provided by the report depends upon the information requested on the Event Information Filter and on the format selected list table or calendar The sections that follow provide information and illustrations of the Event Information Filter and the available report formats A The Event Information Filter An Event Information Filter illustrated below allows users to select the information that appears on the report as well as the format of the report The default report no selections are made on the filter is a schedule of events for the current month in list format PR information is hidden on the default report In a multi branch system the report contains information for all libraries even if logged into an individual branch Keyword Search Text Entry Field Date or Date Range O This Week This Month O Specific Day Mo Day Yri Picx O Date Range Mo i Day i YA
71. Evanced K Events The Web Based Event Calendar with Online Patron Registration Version 6 0 User Manual Release Date April 2008 MAN0100 06 05 September 5 2008 Evanced Events 6 0 K COPYRIGHT INFORMATION Evanced Solutions Inc 712 Willow Pointe North Drive Plainfield Indiana 46168 Phone 888 519 5770 Fax 888 519 5770 E mail 1 sales evancedsolutions com E mail 2 support evancedsolutions com Web www evancedsolutions com COPYRIGHT 2008 by Evanced Solutions Inc Copyright 2008 by Evanced Solutions Inc All rights reserved No part of this publication may be reproduced transmitted transcribed stored in a retrieval system or translated into any language or computer language in any form by any means electronic mechanical magnetic optical chemical manual or otherwise without the prior written agreement of Evanced Solutions Inc Evanced All software described in this document or media is also copyrighted material subject to the terms and conditions of the Evanced Software License Agreement Information in this document is subject to change without notice and does not represent a commitment on the part of Evanced MANO0100 06 05 September 5 2008 Evanced Events 6 0 K LIMITED WARRANTY AND LIMITATIONS OF LIABILITY Evanced Solutions Inc Evanced warrants to the original purchaser that the Events software system manufactured by Evanced is free from defects in material and
72. Event Statistics Report provides summary attendance and registration statistics by month for a 12 month time frame and by Event Type including 1 Attendance Information A Total number of attendees B The total number of attendees can be broken down into a maximum of 4 categories See System Configuration amp Settings gt System Settings gt Optional Statistical Inputs 2 Registration Information A The total number registered B Ofthe total in 2 a how many were on the Main List Waiting List and Cancelled List C Ofthe total in 2 a how many were registered by staff and how many self registered The following illustration is a condensed sample of the report Event Types are listed in alphabetical orders Export this report Ww Word Excel Select a Date Range Event Statistics Report for 12 Month Period Up to 12 months Mo 1 Mo 2 Mo 3 Mo 4 Mo 5 Mo 6 Mo 7 Mo 8 Mo 9 Mo 10 Mo 11 Mo 12 Total Total Events Month 1 Year H Total Attendance TO Total Registered Month 1 Year 1 Total Waiting List Total Cancelled Total Staff Reg Total Patron Reg Total Attend Stat A Total Attend Stat B Total Attend Stat C Total Attend Stat D m By Event Type Program Events Attendance Registered Waiting List ancelled aff Reg atron Reg end Stat A tend Stat B tend Stat C7 Total Attend Stat D Total Attend Stat Ltr refers to optional Attendance Settings set by the Administr
73. FIGURATION amp SETTINGS on the home page Settings menu The system loads the Style Configuration Maintenance page vanced Public Library USA All Branches Event System Maintenance Go To Room Maintenance Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level Event Maintenance Event System Maintenance Add Edit Archive Event Statistics Report View Archive a Detailed Event Report Registration and Attendance Events and PR Report Subscriber Lookup Subscriber Details Event Attendance Calendar Registration Attendee Lookup Mendes Lote Event Maintenance System Settings System Wide Lists Event Type List Age Group List 2 Hover over LIBRARY INFORMATION on the menu and click EDIT MASTER from the drop down list Evanced Style Configuration Maintenance General Display Properties Month Style Configuration z I Event Title Properties Sun Mon Tue Wed Thu Fri Sat ibrary Information 1 2 3 4 Add ara List Display Properties e a SYSEdit Branch Calendar Display Properties E 5 2 Z Z fas 20 21 22 23 24 J25 Email Server Settings All Display Properties A a 28 29 30 31 Si Entry Form Tit System Settings BACK List Heading List Item Light Background MAN0100 06 05 B 14 September 5 2008 Eva
74. Form Title List Heading List Item Light Background Complete the System Settings Template illustrated below Click SAVE to save your settings Click BACK to return to the home page A Single branch systems proceed to the next section Category Lists and Filters B Multi branch systems continue with the next step Multi branch systems select a branch from the branch selector on the home page 8 Repeat the configuration process steps 2 6 above MANO100 06 05 B 33 September 5 2008 Evanced K Events 6 0 Setting Options Description All Branches Mode Registration Settings Enable Patron Self Cancellation Enable Registration Confirmation Emails No Yes O No Yes O Determines whether patrons can self cancel their registration in an event Yes enables a Registration Cancel link in the Registration Confirmation email Libraries may also create a Regcancel asp link on their website The system sends cancellation confirmation by email if the registration contains an email address and the Enable Auto Status Change Emails function is activated Determines whether the system automatically sends a registration confirmation when an email address appears on the Event Registration Form This function works with the Registration Successful Template System Templates Attendance Settings Remove Attendee Information when Archivin
75. H Pick MoJ Dayi YA Ongoing Events O Include Ongoing No Ongoing Age Groups Check All Uncheck All Age Group 1 Age Group 3 Age Group 5 Age Group 2 Age Group 4 Age Group 6 Branches Libraries Check All Uncheck All Branch 1 Branch 3 Branch 5 Branch 2 Branch 4 Branch 6 Event Types Check All Uncheck All Event Type 1 Event Type 3 Event Type 5 Event Type 2 Event Type 4 Event Type 6 Display Options PR Requested Hide PR Details Include Room Reservations M Display Format List O Table O Calendar Display Type HTML O WORD O EXCEL Sort Results By Date O Time O Publish Status O Event Type O Age O Title O Location Combine Recurring Events MAN0100 06 05 74 September 5 2008 Evance K d B Table Format The table format illustrated below provides the most comprehensive form of the Events and PR Report that is easy to manipulate when saved to Word or Excel Some column headings in the illustration below have been abbreviated to conserve space Events 6 0 End Loca Event Age Descrip Add Reg Title Date Time Time Library tion Type Group tion In
76. List View These instructions are separate from MANO0100 06 05 B 22 September 5 2008 Evanced Events 6 0 x the Event Calendar View instructions e Event Registration Information entered here is used for the instructional information at the top of Instructions the Event Registration Page e Payment Information Information entered here appears in the Send Payment section of events that require payment e Contact Information Information entered here is used by the system to display contact information in case of errors such as someone attempting to sign up twice for the same event e Cancellation Notice Information entered here is used to construct the cancellation notice e Notify Me Instructions Information entered here is used to construct the Notify Me link instructions e Email a Friend Information entered here is used to construct the Email a Friend link Instructions instructions How To Do It e S Multi Branch System Note System Messages is an individual branch setting 1 Click SYSTEM CONFIGURATION amp SETTINGS on the home page Settings menu The system loads the Style Configuration Maintenance page North Branch North Branch i Evanced Event System Maintenance Go To Room Maintenance Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level Event Maintenance Add Edit Archive View Archive Event System
77. Lookup Subscriber Lookup allows users to e Search the database of subscribers to Notify Me or Remind Me e View and edit subscriber contact information name and email address only and e Delete subscribers from the database A detailed discussion of Subscriber Lookup begins on page 77 MANO0100 06 05 8 September 5 2008 Evanced K Events 6 0 Function Description Subscriber Details Subscriber Details displays a list of all patrons subscribed to Notify Me or Remind Me along with their email information the type of event they subscribed to and their library branch It includes an option to export this list to Excel A detailed discussion of Subscriber details begins on page 78 Quick Search Fields Calendar Search Page The Calendar Search Page is a filter allowing users to search the Event Calendar Search fields include date location event type age group presenter zip code published events and unpublished events Registration and Attendance The Registration and Attendance function is a keyword search field that displays in calendar format all events and occurrences containing the keyword s Click on any event occurrence to display the Event Registration page Attendee Lookup The Attendee Lookup allows users to search for a registered patron by first name last name phone number library card number email address or event confirmation number This quick search field perf
78. P The system displays the Attendee Lookup Report page Search Fields A To find one record complete one or more of the Search fields The system accepts partial information or B To display all records check Show All Names Click SEARCH The system displays a list of records matching the criteria Locate the appropriate Patron Record or Click BACK TO MAINTENANCE PAGE to return to the home page How To Do It Managing the Patron Database Deleting Patrons from the Database Removing a patron from the Attendee Lookup Report permanently deletes the patron and all associated information from the Events database 1 2 3 4 Find the desired Patron Record See How To Do It Finding a Patron above for more information Locate the appropriate patron s Mark record s for deletion by clicking the check box es in the Remove column associated with desired record s Only those records without active registrations may be marked for removal The system prevents accidental deletion of Patron Records with current registrations Click REMOVE located at the end of the list How To Do It Emailing a Patron 1 2 3 Find the desired Patron Record See How To Do It Finding a Patron above for more information Locate the appropriate patron s Click on the email address in the E mail column associated with the desired patron The system displays a pre addressed email message Compose the email message
79. RCHIVE Event Maintenance menu The system displays the Archive Maintenance page Use the Search Filter to locate the desired event The system displays search results which includes the publication status of the event in the Event Information Window to the right of the Search Filter See Section 1 A The Search Filter page 11 for more information Locate the desired event in the list displayed Click RESTORE located above the event record The system moves the event record to the active event list and the Event Calendar without a secondary confirmation MANO100 06 05 41 September 5 2008 Evanced Events 6 0 K C Copy to Active Event List The COPY TO ACTIVE EVENT LIST function allows users to use an archived event to create a new event Copying an event retains the original archived event and all associated statistical information and creates a duplicate event minus attendance statistics to use as a template for a new event How To Do It Copy an Archived Event 1 Beginning at the home page click on VIEW ARCHIVE Event Maintenance menu The system displays the Archive Maintenance page 2 Use the Search Filter to locate the desired event The system displays search results which includes the publication status of the event in the Event Information Window to the right of the Search Filter See Section 1 A The Search Filter page 11 for further information about the Search Filter Locate the desired event in
80. READING IS FUN Z New Age Gro Tal i rs Event Type Adult Program arene Date Friday May 02 2008 Presenter Instructor Start Time 9 00 AM Library North Description Lets read Zip Code Age s Adult More Info Show More Email a frena Notify me Print Soownlosd to calendar OQ Remind me FAMILY HISTORY amp GENEALOGY Event Type Genealogy Class Date Saturday May 03 2008 Start Time 4 00 PM Library North Description Learn about your family history and how to research Age s Adult MAN0100 06 05 46 September 5 2008 Evanced Events 6 0 K How To Do It Changing Calendar Views 1 Beginning at the home page click either EVENT ATTENDANCE or CALENDAR REGISTRATION The system displays the Programs and Events Page calendar in monthly format 2 Locate the VIEW CALENDAR VIEW LIST VIEW link above the calendar The current view is grayed out 3 Click on the desired view The system changes the calendar format to match your selection B Event Listings All events titles that appear on the calendar are hyperlinks to the Event Information page Events that require registration appear underlined For example e Event Title Requires registration The hyperlink opens the Event Registration Form e Event Title Does not require registration The hyperlink opens the Event Information Form The pop up windows also indicate whether the event requires registration
81. SPLAY ORDER North Branch North System Templates Regional Settings West Branch West Email Server Settings Security System Settings BACK 4 Click on the desired branch to open The system opens the branch template which allows you to enter the library s contact information location mapping and hours Evanced Library Information Maintenance The settings are used in vanous areas to display information and determane avetable hours Style Configuration Library information Using intemet Explorer move me mouse over the entry heading 10 see more information ie Event Das Event Time Library Number 4 System Templates Name Regional Settings Search List Name Email Server Settings Bachan City oo Security State Province AL System Settings Tip Code riiai Residency Other Term E 7 Phone Number If Home Page hepa Link Type Use Specified Link Use Google Maps Link Optional link for map or branch specific web page Link Title Prvate Branch C Default Room Hours S00PM 3 00PM _y s00pm fff Wedn hursday 5 Enter the information requested Items marked with an asterisk are required 6 Click SAVE The system returns to the branch listing MANO100 06 05 B 20 September 5 2008 Evanced Events 6 0 K 7 Display Order To change the order in which branches appear click the UP DOWN button in the Display Order column as appropriate
82. STEM CONFIGURATION amp SETTINGS Settings Menu The system displays the Style Configuration Maintenance page 3 Click LIBRARY INFORMATION on the menu The system displays the Library Information Maintenance page which displays Library Number 0 Complete the Library Information template Click SAVE at the bottom of the template To create multiple branches including a private or staff calendar you must enable the system s multi branch function If you are a single branch system and will not be creating a private or staff calendar you can skip this step and go to Step 7 A Click SYSTEM SETTINGS on the menu The system displays the System Settings Maintenance page B Inthe Calendar Settings section set the Enable Multi Branch setting to Yes C Click SAVE Click BACK on the menu The system returns to the Home Page Click LOGOFF on the tool bar The system returns to the Login Screen where a menu has been created MANO100 06 05 B 1 September 5 2008 Evanced Events 6 0 K Single Branch Systems Single branch systems continue configuring your system using the instructions in the remainder of this Appendix S Multi Branch Systems Continue configuring your system by selecting All Branches and following the configuration instructions in the remainder of this chapter See Section 3 B Library Information page B 13 for more information about creating additional branches SECTION 2 E MAIL CONFIGURATION
83. Secondary Event Attendance Sheet and displays the Patron Record 5 Click BACK to return to the Primary Event Attendance Sheet This is the Event Attendance Sheet you originally accessed from the Event Calendar SECTION 3 THE CALENDAR REGISTRATION FUNCTION The primary function of Calendar Registration is registering patrons for events The process begins with the Event Calendar and the Event Registration Form From the Event Registration Form users also have access to Event Attendance Sheets with limited functionality referred to as the Secondary Event Attendance Sheet This Secondary Event Attendance Sheet does not allow users to register patrons for an event access additional attendance sheets or return to the home page For full functionality access the Event Attendance Sheet from Event Attendance See Section 2 Event Attendance page 48 for information and instructions related to the Event Attendance Sheet This section is organized as follows e Paragraph A The Event Registration Form page 62 e Paragraph B Working in Calendar Registration page 63 MANO100 06 05 61 September 5 2008 Evanced Events 6 0 K A The Event Registration Form The Event Registration Form illustrated below appears when accessing an event that requires registration The Event Template determines the information requested in the Registration Section see Chapter IV 2 The Event Template page 14 for more information
84. Section 3 exml Display Mode Description 0 eee cece ce eeeeneeeeeeeeeeeeeeeaeeeeeeaaeeeseeaaeeeeeeaaeeeseecaeeeeeeiaeeeeeeneeeeeeaas 3 Appendix F Creating Calendar Views URL Formatting ccccsssseeeesseeeeeeeseneeeeseeneeenseeeeeeeaseeeeeeeseeneeensseeeeeneas 1 MANO100 06 05 jii September 5 2008 Evanced Events 6 0 X INTRODUCTION SECTION 1 WELCOME TO EVENTS Welcome to Events a web based event and program management system for libraries and their patrons Libraries The cross functionality of Events helps libraries leverage their staff workloads by managing Event and program calendars Marketing and public relations Patron registration both staff assisted and patron self registration Statistical reporting about event registration and attendance and Communications with patrons The cross functional benefit of Events extends to its capabilities in multi branch systems including the ability to e Apply configurations and revisions to all branches or a single branch from one location Individual branches maintain their ability to customize their own features e View any or all of the event calendars within the library system e Add system wide events to the calendar and e Configure reports to include statistical data from one or more branches within the library system Patrons Events provides library patrons with a user friendly way to View and search the Event Calendar Subscribe to event not
85. Send Test Event Reminder Email View Notify Log Email Sending Option Individual Emails Click SAVE to save your settings Click SEND TEST EVENT REMINDER EMAIL to test your settings Click BACK on the menu to return to the home page C E mail Settings Email Settings refers to the address fields of the automatic email messages sent by Events From Name From Email Address Default To Internal Name Default To Internal Email Address es MANO0100 06 05 The library name appearing on all email messages sent by Events i e Avon Public Library We recommend the name be general to the library rather than a specific individual to preserve continuity of the address if changes occur The email address associated with the From Name above i e info avon lib in us We recommend the email address be general to the library rather than a specific individual to preserve the continuity of the address if changes occur The staff or department receiving copies of Status Change notifications Use a semi colon separator when entering multiple names The Internal Email field of the Event Template overrides this setting The e mail address es associated with Default To Internal Name The Internal Email field of the Event Template overrides this setting B 6 September 5 2008 Evanced x How To Do It Events 6 0 e S Multi Branch System Note Email Settings is an individual br
86. Some stipulations are optional based upon settings configured in System Configuration amp Settings Stipulations This list appears only if Registration has been enabled in the previous section Maximum Maximum Attendees Field Attendees MANO0100 06 05 This required field determines the maximum capacity of the event 23 How To Do It Events 6 0 Click the desired registration option Enter the maximum number of people who can attend the event i e 20 September 5 2008 Evanced K Field Maximum In House Spots Waiting List Options MAN0100 06 05 Options Timeout after Hours Optional leave blank or set to 0 if not used No Waiting List Maximum Waiting List Text Entry Field Note The Maximum Waiting List field does not appear when the default setting for No Waiting List is set checked This is a System Setting Set No Waiting List default to Checked Description This optional field reserves a portion of the number entered in the Maximum Attendees field for staff assisted registration This accommodates people who may call or walk in to register and people unfamiliar or uncomfortable with the internet Timeout after X Hours refers to the number of hours after registration opens that in house spots will be held for staff assisted registration After X hours i
87. Space primarily on the drive where the database resides 2 3 Internet Information Services Microsoft IIS installed and running with ASP allowed 4 Internet External Access to the Events Calendar If patrons are allows to access the Events calendar through the internet i e from their home computer the library s servers must have at least port 80 web service port http accessible through the firewall 5 Security Strongly Recommended All Microsoft security updates patches and fixes installed SECTION 2 INSTALLATION OPTIONS Evanced offers two installation options e In house installation This may be an option whether your website is managed from an in house or external host server e Off site host installation The impact of Events on computer resources and performance is very low Libraries occasionally install the program on the server that supports their web site the web interface for their circulation system though this is not recommended A Home Server Configurations Note Installation on the library s server does not require the system to be rebooted i Main Web Server This is the most common location for installation of e vents Events is typically installed in a directory labeled inetpub wwwroot evanced lib The MYSQL database is installed on a hard drive in a root directory or on the drive or partition with the most available disk space ii Other Server Any server with the System Require
88. Status To Email Text Entry Field Related to Notify bat Nightly Status To Email Address Address refers to the email address of the internal recipient of nightly status emails This field is restricted to one address only The Nightly Status and From Email Address fields may contain the same email address Email Sending Option Individual Emails Determines whether a patron interested in Condensed Emails O multiple event types receives multiple individual notifications or a single condensed notification Enable Log No Enables a read only log file tracking Notify Me Yes O and reminder messages The file contains information for a rolling 30 days Functions Click to save your settings Click to test the Nightly Status Email connection The system displays the following message Test Email Sent Sent Email E Notify Status Email Click the following link to test the URL IP and Folder path settings The About web page should appear If the web page does not appear then there is a problem with the Web Server URL or IP and or the Folder Path settings Test Path http L If everything is configured correctly an email was sent to the Nightly Status To Email Address Follow up by checking the Inbox of the address associated with the Nightly Status To field to confirm receipt of the test message The test message includes a link to the Event Calendar Click to view a status log
89. Zip Code List Presenter List Event Type List Age Group List 2 Type a list name in the List Item field of the Add table Grade List Maintenance i Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level The first section allows you to ADD an item The second section allows you to REMOVE items by checking the item s and clicking on the DELETE ITEM S button You can MODIFY an item by double clicking on the row within the table ADD a new item to the list DELETE LIST ITEM Click to Edit Order Weight Ty 3 Configure additional features as applicable A Item s Order Weight Grade Zip Code and Age Group only Assign a numerical value to the new item that places it in the proper order on the list For example assign a value of 5 if you want an item to appear first on the list assign an item a value of 25 if you want an item to appear third on the list etc When saved the system places the item into the list based upon its numerical value and assigns a new number to maintain the list in increments of 10 B Text and Background Color Event Type only Enter the HTML code of the desired color or clicking PICK to use the color palette The selected color will appear in the preview window MANO100 06 05 B 43 September 5 2008 Evanced Events 6 0 C Private Internal Only Event Type only Click the check box to suppress the Event Type on the
90. ame How To Do It Using Display Your Personal Schedule 1 Beginning at the home page click either EVENT ATTENDANCE Or REGISTRATION amp ATTENDANCE The system displays the Programs and Events page 2 Click display personal calendar located above the Event Calendar The system displays the Display Patron Schedule page MANO100 06 05 47 September 5 2008 Evanced Events 6 0 K 3 Enter the confirmation number for one of the events the patron registered for and the patron s last name An optional feature this allows the patron to elect to use their first and last names plus their phone number See System Configuration amp Setting gt System Settings gt Display Personal Schedule Validation Options for more information 4 Click SUBMIT The system displays the patrons personal Event Calendar Or Click BACK to return to the Events Calendar SECTION 2 EVENT ATTENDANCE The primary function of Event Attendance is managing attendance functions for the various events including Registering and canceling patrons Moving patrons between attendance lists Main List Waiting Lists and Cancelled List Communicating with patrons by e mail Transferring or copying registrations to other events and Managing event attendance statistics For this reason primary access for all information in Event Attendance originates with the Event Calendar and an event record in the form of the Event Attendance Sheet The event record also prov
91. anch setting 1 Click SYSTEM CONFIGURATION amp SETTINGS on the home page Settings menu The system loads the Style Configuration Maintenance page AllBranches VW Evanced Public Library USA Event System Maintenance Go To Room Maintenance Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level Event Statistics Report Detailed Event Report Events and PR Report Event Maintenance Event System Maintenance Reports Add Edit Archive e 6 View Archive Calendar Search Page Registration and Attendance Registration amp Subscriber Lookup Attendance Subscriber Details Event Attendance Calendar Registration a Attendee Lookup Attendee Lookup Event Maintenance ystem Wide Lists Event Type List Age Group List 2 Click EMAIL SETTINGS on the menu Evanced Style Configuration Maintenance i General Display Properties Style Configuration Sun Mon Tue Wed Thu Fri Sat Event Title Properties 4 7 F A N bone Banoa 5s e k s f fo fn Library Information List Display Properties System Messages Calendar Display Properties System Templates 12 h3 19 20 All Display Properties Email Templates a lt si System Settings List Heading List Item Light Background BACK MAN0100 06 05 B 7 September 5 2008 Evanced Events 6 0 3
92. and if so the status of the attendance sheet Openings Full etc C Search Slider The Search Slider performs the same function the Search Filter performs in Event Maintenance though the options differ somewhat Please see the illustrations in the previous section for an example of the Search Slider How To Do It Using the Search Slider 1 Beginning at the home page click the desired function on the Registration amp Attendance menu The system displays the Programs and Events page 2 Click SEARCH SLIDER if the Search page is hidden The system displays the Search Slider to the left of the calendar or list 3 Enter or select the desired search parameters in the Search Slider When selecting a Location Event Type or Age Group deselecting ALL LOCATIONS EVENT TYPES OR AGE GROUPS clears all checks from the list Click on the desired check boxes to include individual Locations Event Types or Age Groups Click FIND The system displays results in the calendar or list to the right of the Search Slider Click CLEAR to clear the previous search parameters The Search Slider remembers the last search until a new search is entered or users log off the system D Display Personal Schedule DISPLAY PERSONAL SCHEDULE displays an individual patron Event Calendar containing the schedule of events that the patron has registered for Users must have a confirmation for one of the events the patron is scheduled to attend and patron s last n
93. and Apply to All Branches 4 Edit the default text in the message window or click CLEAR to erase the default message and enter a customized message 5 To enter the tags that pull information from the reservation database A Click on the desired tag in the Tags window B Click on the location in the message window where the tag should appear C Click the arrow button between the message and Tags window The selected tag appears in the selected location Click SAVE to save the template Click BACK to return to the Home Page MANO100 06 05 B 29 September 5 2008 Evanced Events 6 0 x How To Do It Restoring the Default Template 1 Open the desired template See How To Do It Editing the Default Template steps 1 3 for more information 2 Click the LOAD DEFAULT TEMPLATE button to restore the default message template F Security Access Passwords Security determines the level of authority for performing tasks related to viewing creating editing deleting and publishing events and registering patrons The table below describes the access and control privileges associated with the available security levels o pS N ONIRE a 5 A E E EE 3 8 3 2 8 5 257 Bs Security Levels lt u A l ad o ni os Read Only V v V Create Only V v Vj viv V General Staff Vi V v v iv jv y Admin N Vv jv N N N N How To Do It amp Multi
94. ants Toddlers Children Teens and Adults The Age Group List appears on the Search Slider and in the Event Template This list is mode and Multi branch System Note accessible in All Branches Individual Branch mode How To Do It General Principles 1 Multi branch System Lists The following table describes ownership of the lists in a multi branch system System Wide Controlling Mode Age Group List List Individual Branch All Branches Location List v Grade List v Zip Code List v Presenter List v Event Type List v v v vV Individual branch settings override All Branches settings in dual mode lists MAN0100 06 05 B 41 Order Weight Yes September 5 2008 Evanced Events 6 0 K 2 List Maintenance Page The List Maintenance Template contains a table to add items to the list and a table to modify or delete items on the list The table to add items may include various features that allow you to customize the list item such as Order Weight and Private Internal Only MODIFY items in the list by double clicking on the item within the table ADD a new item to the list DELETE LIST ITEM Click to Edit ADDITIONAL FEATURES List Item Text Entry Field o Item Name Additional Features Entry Field o Item Name Add New Item Delete Item s 3 Order Weight Order weight applies to Grade Zip Code and Ag
95. ary Information System Messages System Templates Email Templates Email Settings Event List View Instructions Security System Settings BACK Event Registration Instructions Payment Information Contact Information Cancellation Notice Notify Me Instructions Email a friend Instructions Event Calendar View Instructions lt strong gt The events that require sign up are designated by the underlined event titles Click on the underlined event title to sign up for the event lt strong gt lt BR gt Click on Display Your Personal Schedule to see the events for which you are currently signed up lt BR gt Filter by types of events or change display formats by clicking gt m These are separate instructions from the Calendar View Fill out the information below and click on lt b gt Complete Registration lt b gt at the bottom of the page to register for this event Please remit payment in person or by mail to Library USA North Branch 712 Willow Pointe North Dr Plainfield IN 46168 Please contact the North Branch at 888 519 5770 Attendee MUST Give 24 HOUR Cancellation Notice to Allow Others on the Waiting Listto A Click here to sign up for email notifications of other events like this one Click here to email this event page to a friend 4 Click SAVE 5 Click BACK to return to the Home Page MANO0100 06 05 B 24
96. as follows Mode Information All Branches e Event PR Report Print List Individual Branch Registration Successful Registration Probation Already Registered Registration Residency Failed Registration Payment Required MANO0100 06 05 B 25 September 5 2008 Evanced Events 6 0 x How To Do It Composing a New Template Multi Branch System Note The settings configured here may be saved and applied to all branches in the system Individual branches maintain their ability to customize their own templates Any customization by the individual branch overrides the original configuration Wy Note The screen shots in this section illustrate general principles only They may not reflect the specific message or content your screen displays 1 Click SYSTEM CONFIGURATION amp SETTINGS on the home page Settings menu The system loads the Style Configuration Maintenance page vanced North Branch North Branch Event System Maintenance Go To Room Maintenance Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level Event Maintenance Event System Maintenance Add Edit Archive Event Statistics Report Calendar Search Page Detailed Event Report Registration and Attendance Events and PR Report Registration amp Subscriber Lookup Attendance Subscriber Details Event Attendance Calendar Registration Attendee Lookup Attendee Lookup
97. at the end of this section for information about the Attendance List s fields and functions A Main List The Main List contains information about patrons registered to attend the event The Main List allows users to track attendance view edit copy transfer and cancel registrations e mail attendees and enter notes Attendees that were originally on the Waiting List will contain one of the following codes after their name e A Automatically moved Registrants move from the Waiting List automatically due to the cancellation of an attendee e M Manually moved Users may move registrants from the Waiting List to the Main List if circumstances and library policy dictate If the library or the event facilitator choose to increase the maximum number of event participants patrons on the Wait List must be manually moved to the Main List B Waiting List Registrants are put on the Waiting List when the Main List reaches capacity Registrants move from the Waiting List to the Main List in two ways e Automatically when space on the Main List opens up or e Manually by library staff with the appropriate access as circumstances dictate When registrants move from the Waiting to the Main List the system enters a code next to their name that indicates how they were moved e A Automatically e M Manually C Payment Waiting List The system creates a Payment Waiting List when an event requires the advanced payment of a fee All registr
98. ation i Click REGISTER The system displays the Event Registration Form ii Complete the Event Registration Form iii Click COMPLETE REGISTRATION Or ADD ME TO THE WAITING LIST as appropriate The system provides one of these options depending upon the status of the attendance sheet iv The system displays an Event Registration Complete confirmation with a message appropriate to your registration status v Click CLOSE to close the Event Registration Complete confirmation or vi Click SAME EVENT REGISTRATION to complete an additional registration SECTION 4 THE VIEW ARCHIVE FUNCTION The Archive retains detail and statistical information for events removed from the Event Calendar Archived events can only be viewed from the Archive database The illustration below is an example of the Archive Maintenance page and the functions and links associated with each record type i e Ongoing Event Single Event or Recurring Event Library Text Size Archive Maintenance T TIT Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level SEARCHI FILTER Event Information Status Event Type Sort Results By Event Type List 1 Event Information List Desc
99. ations requiring a fee payment are initially assigned to the Payment Waiting List until payment is received and confirmed Registrants move to the Main List or Waiting List on a first paid first moved basis D Cancelled List The Cancelled List contains the names of patrons who registered to attend but then cancelled their registration either on their own or with staff assistance The table below describes the fields and functions associated with the Attendance List portion of the Event Attendance Sheet Because fields and functions do not appear on all lists information in the table is presented in alphabetical order MANO100 06 05 50 September 5 2008 Evanced K Events 6 0 List Appearance Description Main Wait Cancel Pay Fields Age Appears when there is an age requirement to attend an event and refers to the participants age Alt Phone Displays an alternate phone number for the patron Cancel Moves the patron from the Main List to the Cancelled List and generates a status change e mail to the patron if the patron s record includes an e mail address Cancelled By Displays whether patrons self cancelled or were cancelled by staff Card Number Displays patron library card numbers when the Library Card Number field is active on the Event Registration Form and the patrons provide it Confirmation Number Email Move Displays the patron
100. ator that appear on the Event Registration Form as required fields The statistic title will match the configured setting i e Adult Senior Teen etc gt a E o iz z z a z z a a z 3 YYYY V V V V V V PAPA PAPARIA MAN0100 06 05 70 September 5 2008 Evanced Events 6 0 K How To Do It Working with the Event Statistics Report The following information is categorized into three sections Section 1 tells you how to run the report Section 2 tells you how to export the report to Word or Excel and Section 3 tells you how to print the report 1 Running the Report A Beginning at the home page click EVENT STATISTICS REPORT Report menu The system displays the Event Statistics Report for the 12 month period ending at the end of the current month For example if the current date is August 15 2007 the displayed report reflects information from September 1 2006 August 31 2007 B To select a different date range i Use the Select a Date Range drop down lists to select an alternate rolling 12 month period ii Click GETREPORT The system generates the Event Statistics Report for the selected period 2 Exporting the report Located above the report on the right side of the page are hyperlinks for exporting the report to Word or Excel Export this report W Word x Excel A Click the desi
101. ay May 27th 2008 lt date gt lt time gt 01 00 PM lt time gt lt description gt Basic leadership skills lt description gt lt location gt DPL Program Room lt location gt lt library gt North Demo Library lt library gt lt link gt http websitepath evanced lib eventsignup asp 7ID 461 lt link gt lt item gt MANO100 06 05 E 2 September 5 2008 Evanced Events 6 0 K lt item gt lt title gt Beginning Conversational Spanish lt title gt lt date gt Tuesday May 27th 2008 lt date gt lt time gt 06 00 PM lt time gt lt description gt Hendricks College Network Class designed for people with little or no knowledge of Spanish lt description gt lt location gt lt library gt South Demo Library lt library gt lt link gt http websitepath evanced lib eventsignup asp 7ID 465 lt link gt lt item gt lt event gt There are two events represented in the example each starting with lt item gt and ending with lt item gt The information between lt item gt and lt item gt represent specific event data bolded for emphasis Tag Pairs Start Tag End Tag Description lt title gt lt title gt Event title lt date gt lt date gt Date of the event lt time gt lt time gt Event start time lt description gt lt description gt Event description lt location gt lt location gt Location of the event See also lt location gt below lt
102. bout Logoff Admin Level Event System Maintenance Add Edit Archive View Archive Event Statistics Report Calendar Search Page Detailed Event Report Registration and Attendance Events and PR Report Subscriber Lookup Subscriber Details Event Attendance Calendar Registration Attendee Lookup Attendee Lookup System Settings E t int Evont Maintenance System Wide Lists l Event Type List Age Group List 2 Hover over LIBRARY INFORMATION on the menu and click EDIT BRANCH from the drop down list Evanced Style Configuration Maintenance General Display Properties Style Configuration sisi P Event Title Properties Sun Mon Tue Wed Thu Fri Sat Library Information Pees List Display Properties Sy B j fs Calendar Display Properties Edit Master 12 13 Regionai gt etungs 19 o aa I 22 Email Server Settings All Display Properties 26 27 Sok System Settings BACK List Heading List Item Light Background MANO100 06 05 B 19 September 5 2008 Evanced Events 6 0 K 3 The system displays the Library Information Maintenance page branch settings Evanced Library Information Maintenance Click on the Branch Name to modify the associated branch information Style Configuration Library Information BRANCH NAME BRANCH LIST NAME NUMBER PRIVATE DI
103. cessing Calendar Registration and the Event Registration Form at the beginning of this section for more information Scroll down to the end of the Event Registration Form Click ATTENDANCE The system displays the Secondary Event Attendance Sheet See Section 2 The Event Attendance Sheet page 48 for information about the Event Attendance Sheet MANO100 06 05 63 September 5 2008 Evanced Events 6 0 K SECTION 4 THE ATTENDEE LOOKUP FUNCTION The primary function of Attendee Lookup is accessing and working with Patron Records The process begins with the Attendee Lookup Report search filter and the Patron Record From Attendee Lookup users may update contact information reset No Show Information and work with a patron s schedule of events including registering and canceling patron registrations Users also have access to the attendance sheets of any event on the patron s calendar The Event Attendance Sheets accessed from Attendee Lookup have limited functionality referred to as the Secondary Event Attendance Sheet It does not allow users to register other patrons access additional attendance sheets or return to the home page For full functionality access Event Attendance Sheets from Event Attendance See Section 2 Event Attendance page 48 for information about the Event Attendance Sheet This section is organized as follows e Paragraph A Views and Navigation page 65 e Paragraph B Working in Attendee Lookup
104. cts statistical information Paragraph E Deleting an Existing Event page 35 Publishing and unpublishing events including what that means for the Event Calendar Paragraph F Publishing Events page 35 Archiving events and how that affects Attendance Sheets and statistical information Paragraph G Archiving an Event page 36 Accessing Event Registration Forms and Event Attendance Sheets from the event database Paragraph H Accessing the Event Registration Form and Event Attendance page 37 A Add an Event The Event Template is the basic form used to post events to the Event Calendar It determines Which calendar the event is posted to patron or staff only How the event appears on the calendar What information the calendar provides and The attendance requirements and limits of registration if any See the Section 2 The Event Template page 14 for detailed information about the Event Template How To Do It 1 Beginning at the home page click on ADD EDIT ARCHIVE Event Maintenance menu The system displays the Event Maintenance page Click ADD NEW EVENT located above the Event Information Window The system loads the Event Template Complete the Event Template See Section 2 The Event Template page 14 for more information Click SAVE The system saves the event and returns to the Event Maintenance page B Holidays and Closings This section describes how to add holidays and other closing to
105. d or its suppliers be liable for any special consequential incidental or penal damages including but not limited to loss of profit or revenues loss of use of the product s or any associated equipment damage to associated equipment cost of capital cost of substitute products facilities services or replacement power down time costs or claims of original purchaser s customers for such damages MANO0100 06 05 September 5 2008 Evanced Events 6 0 K Publication History Version 6 Revision 5 September 5 2008 e Appendix B Deleted Section 1 Access to the System and Configuration Settings and Section 2 Multi Branch Systems Special Notes and ADDED Section 1 Logging in the First Time e Appendix B Added references throughout that reinforce that the ENABLE MULTI BRANCH setting must be enabled in order to access and configure more than one branch including the creation of private and staff calendars e Appendix E Added the following URL parameters A curdate A feeddesc e Minor editorial changes Revision 4 August 6 2008 e Introduction Added the What s New in Events section e Chapter IV Updated the following fields in the Event Template 4 Location 4 Event Description A Other Information 4 Custom Stipulation e Chapter IV Updated the EDIT SINGLE reference in How To Do It Publishing and Unpublishing Existing Individual Events e Appendix F Add
106. d patron views e Moves the event from the Add Edit Archive Event Maintenance menu database to the Archive database and e Deletes all attendance sheets associated with the event unless otherwise configured by the Administrator Deleting an attendance list does not affect statistical reporting The Reports function retains access to event statistics as long as the event resides in the Archive See Section 4 The View Archive Function page 39 for further information about accessing the Archive MANO100 06 05 36 September 5 2008 Evanced Events 6 0 K Users may archive individual events multiple individual events or all events within a specified time frame Bulk Archiving How To Do It Archiving One or More Individual Events 1 Beginning at the home page click on ADD EDIT ARCHIVE Event Maintenance menu The system displays the Event Maintenance page 2 Use the Search Filter to locate the desired event The system displays search results which includes the publication status of the event in the Event Information Window to the right of the Search Filter See Section 1 A The Search Filter page 11 for more information Locate the desired event s in the list displayed 4 Click either the ARCHIVE or ARCHIVE RECURRING check box at the top of the desired event record s to mark the event for archiving You may mark multiple events to move to the Archive 5 Click ARCHIVED CHECKED EVENT S located above the Event
107. detailed information about configuring Events including e Appearance nii The look and feel of the web pages including colors text backgrounds buttons hyperlinks etc e Library information Any information about the library appearing on the web pages including name address phone number website name hours etc e Messages and The text of messages and e mails displayed or sent by e vents templates e E mail server and The server settings and e mail settings impacting event notices and reminders other settings e Security settings Reassigning passwords for system access e System settings The settings affecting how the system functions including event entry registration attendance calendars etc SECTION 1 LOGGING IN THE FIRST TIME Evanced sends initial passwords to the primary contact Use the Admin Level password to access configuration settings vV We recommend changing these passwords to ensure the security of your system The Events system initially comes to you as a blank slate To begin configuration you must first log into the system and set up at least one library branch This step must be taken regardless of the number of branches associated with the library How To Do It Preparing for Configuration 1 At the Login Screen enter the Administrative password provided by Evanced The system displays the Event System Maintenance Home Page 2 Click SY
108. e page 14 for more information about the Event Template 4 Click SAVE The system will save the event and return to the Event Maintenance page MANO100 06 05 33 September 5 2008 Evanced Events 6 0 K C Edit an Existing Event The following section describes how to edit an existing event How To Do It 1 Beginning at the home page click on ADD EDIT ARCHIVE Event Maintenance menu The system displays the Event Maintenance page Use the Search Filter to locate the desired event The system displays search results which includes the publication status of the event in the Event Information Window to the right of the Search Filter See Section 1 A The Search Filter page 11 for more information Locate the desired event in the list displayed Click the appropriate edit link located at the top of the event The event record contains one or more of the following links as determined by the type of event single date or recurring A Edit Single to edit one occurrence of an event B Edit Recurring to edit the entire series of a recurring event or C Click on a single date of a recurring event to edit just that occurrence The system displays the Event Template in edit mode Edit the template as desired Click SAVE to save your changes or Click BACK to return to the home page without saving changes D Copying an Event Users may copy an event to use as a template for creating a new event Copyi
109. e Group Lists only It forces a list of items into a preferred order according to assigned numerical values in increments of 10 i e 10 20 30 etc To modify a list order assign numerical values that place items in their proper order For example assign a value of 5 if you want an item to appear first on the list assign a value of 25 if you want an item to appear third on the list etc When saved the system places the item into the list based upon its numerical value and assigns a new number to maintain the list in increments of 10 4 Text and Background Color The ability to customize text and background color applies to the Event Type list Assign colors by entering the HTML code of the desired color or clicking PICK to use the color palette The selected color will appear in the preview window 5 Private Internal Only Private Internal Only applies to the Event Type list only Checking the box in this field suppresses the list item in the public calendar view 6 Copy to All Branches This button appears in all branch specific lists When selected it applies the list created in one branch to all branches and overwrites any existing lists The system will ask you to confirm your intent to overwrite any existing list with the new list before proceeding This will delete ALL other list type lists in ALL other branches and populate with this list Click Ok to continue or CANCEL to abort the process Overwritten lists can
110. e Payment Waiting List to the Main List or the Waiting List as appropriate without secondary confirmation Moving a patron also generates a status change e mail to the patron if the patron s file includes an e mail address MANO0100 06 05 51 September 5 2008 Evanced K Events 6 0 List Appearance Description Main Wait Pay Cancel Phone Displays the patron s phone number y y y y Reg Date Displays the date a patron registered for an event V V y V Registered By Displays who submitted the registration Staff or V V V Patron Remove Moves the patron from the Main List to the Cancelled List y and generates a status change e mail to the patron if the patron s file includes an e mail address Remove Deletes selected patrons from the Cancelled List y Stipulation The fields between Registered By and Cancelled By y y V V Questions are assigned to the Stipulation Questions that appear on the Event Registration Form The titles and answers displayed are dependent on the questions Transfer Copy Transfers a patron from one event or event date to y y another Uncancel Moves a patron from the Cancelled List to the Main List y and generates a status change e mail to the patron if the patron s file includes an e mail address Functions Back to Returns the user to the Event System Maintenance home y V V y Main
111. e Single Branch System Note All e mail configuration settings discussed in Section B E mail Server Settings Template and Section C E mail Settings are condensed into and accessible from E mail Settings e amp Multi Branch System Note E mail configuration settings are accessed as follows e E mail Server Settings Access in All Branches mode E mail Server Settings contains the template for entering server settings and upcoming event and reminder settings e E mail Settings Access in individual branch mode E mail Settings is where you set the default To and From address fields for e mails sent by Events A Setting Up E mail You will need the following information to set up e mail in Events e The URL or IP address for your outgoing mail server SMTP server You will enter this information into the SMTP Address URL or IP field of the E mail Server Settings Template see Section B below e The authentication i e username and password requirements of your server if any If the server does require authentication you need to know what type Basic Authentication or NTLM You also need a valid username and password for the SMTP server i An Optional Approach Pretend to set up Outlook Express on the same server where Events is installed When the system asks you to configure outgoing email the server information needed will match the Email Server Settings or Email Settings Contact the technica
112. ect an end date based on your choice Enter or select the end date as appropriate September 5 2008 Evanced x Field Event Time MANO0100 06 05 Options Start Time Hri Min RIAM 4 All Day Either event time or All Day is required Set Up Time 0 1 Event Length Take Down Ti m 0 10 00 AM H me 0 H Description Sets the event start time and length Set Up Time and Take Down Time work with Room Reserve and adds time for room set up and clean up The system automatically calculates the end time based upon event length Selecting All Day overrides all other fields 17 Events 6 0 How To Do It In the Start Time field select the hour minutes and AM PM start time of the event or Click All Day for an all day event 3 In the Set Up Time field select the amount of set up time required 4 in the Event Length field select length of the event In the Take Down Time field select the amount of clean up time required September 5 2008 Evanced x Field Event Information Location MANO0100 06 05 Options Location List 4 No Location Needed Either Location or No Location Needed is Required Status Need to check for conflicts Check Resolve Conflict iew Room Schedule Description The Location selected appears i
113. ed Description will use the Feed Title if a description is not set The following table provides examples of possible URLs URL Result Emphasis Added for Illustration Purposes Display events at Library 1 for the current date Path to event calendar eventsxml asp lib 1 Display events at Library 1 for the current date all past present and future times Path to event calendar eventsxml asp lib 1 amp alltime 1 Display events at All Libraries dated tomorrow Path to event calendar eventsxml asp lib all amp do 1 Display events at All Libraries for the next week beginning with the current date Path to event calendar eventsxml asp lib all amp nd 7 Display all future events for Age Group i e Adult about Key Word i e Knitting Display an RSS feed containing the events at All Libraries for the next week beginning with the current date Path to event calendar eventsxml asp lib amp nd 7 amp ag Adult amp k w knitting Path to event calendar eventsxml asp lib all amp nd 7 amp dm rss2 SECTION 2 xml DISPLAY MODE DESCRIPTION The page output uses XML tags to represent event data see the example below Event information that appears on the calendar has been bolded for emphasis lt xml version 1 0 encoding ISO 8859 1 gt lt event gt lt item gt lt title gt Professional Leadership lt title gt lt date gt Tuesd
114. ed date range of the events to publish 4 Select the Event Types to publish from the drop down list The default is Ali Events which publishes all event types within the specified range 5 Click PUBLISH EVENTS to publish the selected events The system searches the active list of events and displays a confirmation based on its search See Step 6 if the search was unsuccessful and no unpublished events were found See Step 7 if the search was successful and you want to proceed with publishing events 6 Unsuccessful Search The system displays the following message when the search for unpublished events in the specified date range was unsuccessful Found X between Beginning Date and Ending Date Enter a different Range A Click ENTER A DIFFERENT RANGE to return to the Bulk Publishing tool and go back to Step 3 above or B Click the X in the upper right corner to close the Bulk Publishing tool 7 Successful Search The system displays the following message when the search for unpublished events in the specified date range was successful Found X events between Beginning Date and Ending Date Are you sure you want to Publish all X A Click PUBLISH EVENTS X to confirm and publish the selected events or B Click CANCEL to close the Bulk Publishing tool without publishing events and return to the Event Maintenance page G Archiving an Event Archiving an event e Removes the event from the Event Calendar staff an
115. ed the AG Age Group switch e Minor editorial changes Revision 3 July 9 2008 e Chapter IV Updated the CUSTOM STIPULATION field in the Event Template e Appendix B Updated the Security Access Passwords table e Appendix B Updated the OPTIONAL STATISTIC INPUT field in the System Settings template e Minor editorial changes Revision 2 May 30 2008 e Chapter III In the Event System Maintenance Home Page table of function descriptions added the Settings Section and updated the following fields A Event Attendance 4 Calendar Registration A Attendee Lookup A Subscriber Details e Chapter III Section 1 A updated The Search Filter How To Do It e Chapter III Section 2 updated the following fields on the Event Template MANO0100 06 05 September 5 2008 Evanced Events 6 0 K Branch Location Event Title Event Description Featured Event Other Info Must be Residency Other Term Requirement Must be Between the Grades Custom Stipulations Name lnitials rrr e Chapter III Section 3 B updated the following sections 4 How To Do It Multi Branch Systems All Branches Mode A How To Do It Multi Branch Systems Individual Branch Mode e Chapter III Section 4 D updated introduction to Deleting Archived Events e Chapter III Section 4 E updated Purging Events History e Chapter V Section 1 updated the introductory paragraph e Cha
116. eeeeneneeeeseeseeesnaeeesesneeeeseseaesesesenaesesesaeseseaaesesesnanseeenaes 44 Section 1 Event Calendar Views and Navigation sssseeeesssiessesrresetrrsstttrrttttrtstttnnnnttnunsttunanttnnanatenneeen nanten 44 A Calendar Views Event Attendance and Calendar Registration 0 c ccceceeeeeceeeneeeeenteeeeeeneeeeeeaas 44 Be Event Listings ssies ectshevttessscteeesaueees cagueneeetaacedenesadeeasesustteeesaueces csusbeed couisees epusdeeeredti bees nish eerdass edness nase 47 Ge SEAN SMCS oo E a nen Pad eet dene ke Mae dee 47 D Display Personal Schedule 0 cece eect eee nee eee enter eee teen nae ee ee naaeee ee neeeeeeaaeeeesnaeeeeeeaas 47 Section 2 Event Atendance acs susiccciavelensasuNecansihlaatayeed da avi tlecaayhdcactaseteadensdaccaanyidad EA RE 48 A The Event Attendance Sheet isacesseitieaeiccc denials a NENAS RA EENAA RKRN AEEA EAA AKARAK ANNA eed aes 49 B Managing Event Attendance Sheets c cece seine ee etnee serene ee erent ee eeeeeeeeeneeeeeeieeeeeeieeeeeeeneeeneaas 53 Cx Working n Patron RECORGS ic esecdasveadec caved tadievadsad ca veteadaseyetiacan vid caden vetndanybndaicavettadasyhl a 59 Section 3 The Calendar Registration Function 00 00 ccceceeeeeeeeeneee ee enne ee ee eeee ee eeaeeeeeeaeeeeeeaeeeeneaeeeeteneeeeseaas 61 A The Event Registration FOrnt 0 aseridassceasiin edie ait adenine CEER 62 MANO0100 06 05 i September 5 2008 Evanced Events 6 0 K B Working in Calendar Re
117. en logs into Events This setting impacts the public view when Enable Search Calendar Window is set to Yes The default is Closed Initially e Closed Initially Default Setting Search Slider closed or hidden Users must select either the SEARCH or SEARCH SLIDER button to open the Search Slider e Open Initially Search Slider begins in the open position Click the x on the Search Slider or SEARCH SLIDER to close e Always Open Forces the Search Slider to remain open and prevents users from closing it Enable Display Your Personal Schedule Link No O Yes Enables or disables the DISPLAY YOUR PERSONAL SCHEDULE button on the Event Calendar This setting impacts both the staff and public views Display Personal Schedule Validation Options M Confirmation O First Last Phone O Authenticate Determines the information used to validate access to a users personal calendar The system requests validation when a user s clicks on the DISPLAY YOUR PERSONAL SCHEDULE link e Selecting Confirmation requires an event confirmation number and a patron s last name to access a personal calendar e Selecting First Last Phone requires a patron s first name last name and phone to access a personal calendar e The system enables Authenticate when Event Authentication authconfig asp page is set to either Per Event or All Events Requiring Registration Se
118. endance sheets entering attendance statistics and exporting the attendance list to Excel This section also provides information about accessing and working with patron records from the Event Attendance function e Section 3 The Calendar Registration Function page 61 provides information about managing registering patrons for events and accessing the Event Attendance Sheet from the Calendar Registration function e Section 4 The Attendee Lookup Function page 64 provides information about accessing and working with patron records including registering patrons for events and accessing Event Attendance Sheets SECTION 1 EVENT CALENDAR VIEWS AND NAVIGATION This section describes the organization of information in the Event Attendance and Calendar Registration functions and how to navigate within both Though both functions accomplish different goals they are essentially the same in appearance and functionality Please note that the Calendar Registration view provides a view similar to what patrons see on the public side A Calendar Views Event Attendance and Calendar Registration The Event Calendar is the home page for Event Attendance and Calendar Registration functions The system displays events in either a monthly calendar or list format e Calendar View displays events in a monthly calendar format as illustrated below This is the default view displayed when users select Event Attendance or Calendar Registration Users access
119. ending Branch Branch List 1 Delete O Restore g Copy to Active Event List E Attendance Stats Published Date Program Name Ongoing Event Mo t Day 4 YAH Branch TO Event Type Mo Day 4 YAN Event Date Ongoing Event Published Events Only Age Group Unpublished Events Only Description M Show ongoing events M Combine recurring events Delete Jj Restore a Copy to Active Event List 2 Attendance Stats Unpublished Keyword Program Name Text Entry Field 1 Branch Location Search Event Type Records of HHH Event Date Single Event Listing Event Time Age Group Description Delete Jj Restore li Delete Recurring Event A Attendance Register Published Program Name Edit Single Occurrence This event Date 1 Date 2 Date 3 Date 4 Date 5 Date 6 Branch Location Event Type Event Date Recurring Event Event Time Age Group Description e Multi Branch System Note The branch list appears when accessing Event Maintenance functions from the All Branches mode MANO100 06 05 39 September 5 2008 Evanced K A Viewing Registration and Attendance Information Events 6 0 The Archive Maintenance page provides access to the Event Registration Form and Event Attendance Sheet Both forms display event details title description date etc and event status information i e attendance statistics The Event Registration Form contains a section allowing users to register
120. ent Dase Event Time Library Number 4 Name Search List Name Address City State Province AL Zip Code Residency Other Tarm Phone Number I Home Page hup Link Type Use Specified Link Use Google Maps Link l Optional link for map or branch specific web page Link Title Prvate Branch C Default Room Hours Starting On m Ending On ml 4 Enter the information requested Items marked with an asterisk are required Note To hide a branch from public view be sure to click the PRIVATE checkbox Click SAVE The system returns to the branch listing Select another item from the menu or click BACK to return to the Home Page MANO0100 06 05 B 16 September 5 2008 Evanced Events 6 0 X How To Do It Creating a Staff or In House Only Calendar To create a staff or in house only calendar create a private branch Private branches are not accessible to public view To create a private branch in a single branch library system you must go to System Settings and set Enable Multi Branch to Yes 1 Click SYSTEM CONFIGURATION amp SETTINGS on the home page Settings menu The system loads the Style Configuration Maintenance page Public Library USA All Branches v Event System Maintenance Go To Room Maintenance Evanced Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level Event System Maintena
121. ependently but work together Requires 24 Hour Cancellation Notice This is an optional stipulation activated or deactivated on the Event Template See Chapter IV 2 The Event Template for more information It requires patrons to cancel their registration with 24 hours of the event start time When this stipulation is activated along with Enforce 24 Hour Notice System Settings the system tracks the number of patron No Shows which may impact future registrations See No Show Probation below No Show Probation This feature is activated or deactivated in Settings gt System Configuration amp Settings gt System Settings gt Registration Settings Enforce 24 Hour Message It tracks the number of times a patron registers for and fails to attend the event or cancel their registration The system allows three 3 no shows within a 6 month period When a patron exceeds this limit they are wait listed for any future events they register for This restriction remains in place for six 6 months or until a staff member resets the patron s No Show Information whichever is earlier The No Show Probation parameters three 3 no shows in 6 months cannot be adjusted at this time See Chapter V 4 C Working in Patron Records for more information about resetting a patron s No Show Information Probation Warning Message This feature is activated or deactivated in Settings gt System Configuration amp Settings gt
122. equired 24 hour cancellation notice The confirmation number is MANO100 06 05 A 3 September 5 2008 Evanced Events 6 0 K C Event Maintenance Security Event Maintenance allows users with the appropriate security level access to manage the Event Calendar including adding editing copying publishing archiving and deleting events Administrators may set the security level required to access Event Maintenance to prevent unauthorized revision to configuration settings How To Do It Setting Event Maintenance Security 1 Beginning from the home page click SETTINGS SYSTEM SETTINGS gt SYSTEM CONFIGURATION amp SETTINGS SYSTEM SETTINGS The system displays the System Settings Maintenance page Go to the Event Entry Settings section and find Publishing Password Level Select the desired minimum password level required to access the Event Maintenance Read Only Create Only Staff User or Staff Admin 4 Click SAVE to save your settings D Project Planning Listed below are our recommendations for ensuring a successful and effective installation Please feel free to contact Evanced with any questions 1 Assign a lead person from your project team The lead person will act as the main contact with Evanced This person should have the knowledge and authority to discuss the project make decisions and resolve issues including those related to features and policies related to your organization
123. es The system will ask you to confirm your intent to Multi Branch System Note See the table in How To Do It General Principles No 1 above to determine which level Branch level or All Branches level controls the lists W Note An Event Type cannot be deleted if in use by an event active or archived Use the Search Filter in Event Maintenance Add Edit Archive and View Archive to determine if an Event Type is still in use 1 Beginning at the home page click on the desired list Settings menu to modify The system loads the list maintenance page Evanced North Branch Event System Maintenance North Branch i Go To Room Maintenance Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level Event Maintenance Add Edit Archive View Archive Registration amp Attendance Event Attendance Calendar Registration Attendee Lookup Event System Maintenance Calendar Search Page Registration and Attendance Attendee Lookup _ a Event Maintenance Event Statistics Report Detailed Event Report Events and PR Report Subscriber Lookup Subscriber Details System Settings System Configuration amp Setting Location List Grade List Zip Code List Presenter List Event Type List Age Group List 1 This button may be labeled SAVE or SUBMIT MODIFIED ENTRY depending on the list
124. ettings BACK Library Information Maintenance Click on the Branch Name to modify the associated branch information BRANCH NAME BRANCH LIST NAME North Branch North NUMBER PRIVATE DISPLAY ORDER Delete Delete West Branch West Deter 5 The system will display the following message Are you sure you want to delete this branch This will delete the branch and all associated information including events rooms and reservations Click OK to delete the branch or CANCEL to abort the process 6 Ifyou clicked OK the system displays the following secondary confirmation message The branch and all associated information will be deleted permanently Are you sure Click OK to delete the branch or CANCEL to abort the process 7 If you clicked ok the system deletes the branch without further confirmation 8 Select another item from the menu or click BACK to return to the Home Page C System Messages System Messages is a branch level function that refers to the standard messages that appear while using Events including e Event Calendar View Information entered here is used for instructional information at the top of the Patron s view of the calendar in Calendar View These instructions are separate from the Event List View instructions e Event List View Information entered here is used for instructional information at the top of the Patron s view of the calendar in
125. evddebaiisaaelecevsdenadiayaddvceevas uduuassin E EAN 14 Section 3 The Add Edit Archive Function c cccecsceceeececeeeeeeeeeeceaeeecaaeeecaaeceeeeseaeeesaeeseeneeseaeeesneessaeeseeeeesas 32 A Adan EVentecce naticcdeecndiel dhl aide hi nai aiiil ail lade ili ahl ae ini 32 B Holidays and ClOSINGS encrenca E edie eel tend A siete ines 32 C Edit an Existing EVenticsiiaciiade Antes adnan Anan en Midi ad adele adie 34 D Copying an Evlenen e EEEE A hiiesdiel ails 34 E Deleting an Existing Events creresncccrnciaeni oan EEEE EE 35 F Publisning Events sesiunii iA EEA EE E A AAE AEA E E 35 G Archiving am Evon ssi cccces sodtacseivcctcaneeieedcas ved iri E N EA EE LAT EAE a 36 H Accessing the Event Registration Form and Event Attendance Sheet 0 cccccecceeeeeeteeeeeeieeeetee 37 section 4 The View Archive FUNCUON ccccccceceiscccenssscaccenesstccece seacenvstaceccusnaceceatavideeevstausectsnaidectieedenestecrectnnaees 39 A Viewing Registration and Attendance Information cceceeeeeeeeneeeeeeeeeeeeeeeaeeeseeaeeeeeenaeeeeeenaeeeeneaas 40 B Restoring san Evenileceecnerana nane ight denen eevee alee ded let enieds 41 C Copy to Active Event Lists c iciiiih ciliates eet itil dedi ced tied et ec 42 De Deleting Archived EV6Mnt s2 s cciscciecesiscecaeivizcedisieie n nE EE seni EEEE O 42 E Purging Events History orenenieindis arnica E EE EEN EEE E 42 Chapter V Registration amp Attendance ccecccesseeeseeeseee
126. fo Instructor Req PR Detail Teen 5 15 20 __ 6 00 7 00 Avon Teen Book Teen Discuss John No Request Book PM PM Public Room Club Harry Smith bookmarks Club Library Potter and and the discussion Deathly guides Hollows Bedtime 6 20 20 __ 6 00 6 30 Danville Children s Children s Toddler Mother Jane No Req Stories PM PM Public Room Program Goose Smith coloring Library Fairy Tales books and bookmarks C List Format The list format illustrated below provides most of the same comprehensive detail provided in the table format PR details however do not appear on the report MAN0100 06 05 Title TEEN BOOK CLUB Date Tuesday May 15 20__ Time 6 00 PM End Time 7 00 PM Library AVON PUBLIC LIBRARY Location TEEN ROOM Event Type BOOKCLUB Age Group TEEN Description Discussion of Harry Potter and the Deathly Hollows Additional Information Instructor JOHN SMITH NO Title BEDTIME STORIES Date Wednesday June 20 20__ Time 6 00 PM End Time 6 30 PM Library DANVILLE PUBLIC LIBRARY Location CHILDREN S ROOM Event Type CHILDREN S PROGRAM Age Group TODDLER Description Mother Goose Fairy Tales Additional Information Instructor JANE SMITH NO This is the Registration Required field 75 September 5 2008 Evanced K D Calendar Format Events 6 0 The calendar format illustrated below provides a high level overview of the Event Calendar for the selected month s It does not provide links
127. g Delete Bulk Publish A button located above the Event Information Window that loads the Bulk Publish tool Bulk Archive A button located above the Event Information Window that loads the Bulk Archive tool Archive or A checkbox located above each event record that when checked marks a record for Archiving Works in connection with the Archive Checked Event s button A small link or button located above each event record that deletes a record with secondary confirmation The system will display the following message before permanently deleting a record Are you sure you want to PERMANENTLY delete the event and all associated statistical information This skips the archive process so there is no way to undo the delete Edit Single or Edit Recurring A small link or button located above each event record that displays the Event Template in edit mode A change made in edit mode permanently changes the original event Copy A Single or Copy Recurring A small link or button located above each event record that displays the Event Template in copy mode A change made in copy mode creates a new event and retains the original event Attendance or Attendance Stats A small link or button located above an event record requiring registration that displays the event s attendance sheet Register A small link or button located above an event that displays the Event Registration page View Archives
128. g No O Yes Statistical information is retained Calendar Settings Determines whether the system deletes attendance sheets when archiving events The system retains statistical information when attendance sheets are deleted Yes deletes attendance sheets No retains attendance sheets until an event is deleted Yes is the default setting in consideration of the USA Patriot Act Enable Multi Branch No Determines whether the system is a single Yes O branch or multi branch system This feature must be enabled if you want to create more than one branch Note Single branch systems wanting to create a private staff calendar should set this field to Yes Enable Event Type No O Determines whether patrons can filter or search Searching Yes for events by Event Type This setting impacts the public view only Enable Multiple Library No O Affects the Search Slider and determines Searching Yes whether staff and the public can search the calendars of multiple locations Enable Calendar Search No O Enables the Search Slider and SEARCH button in Window Yes the public view of the Events Calendar MANO0100 06 05 B 34 September 5 2008 Evanced K Events 6 0 Setting Options Description Search Window Default Closed Initially Determines whether the Search Slider appears State O Open Initially open or closed when staff or the public initially O Always Op
129. gistration 0 ccccccecenee erent erties erties tuun Att t EANA EAEAN ecieeeee teases nEn Ennan Ennen 63 Section 4 The Attendee Lookup Function ccccccceceeecceeceeeeeeeeceeeceaeeeeeeeeeseqanaeaaeeeeeeeseseeaaeeseeeneeenenaeeeeess 64 As VIEWS and Navigatio rieieie vers teocteysaseccuecretcdunsacccunsaewaceuse detcesaanpeccun sa vecedy AEA SER RRE ER 65 B Working In Attendee LOOKUP wisaicactsessceccinetccacsgiecceasnuecedasnueccageretccegsnsecdedartueccageyetcecasepesdeasavecedexnueacecea eect 66 C Working In Patron RECORGS vicci cccacsesiecaessenceaced ewecnesavbewdte TAT R ETEA RANEA EERS 67 Chapter Vi Report uis aran araa ss aa aaa ra Ea aAa E aE Ea EA Aa a RA Aa AEE EAEN a Ea ARAINN an 70 Section 1 The Event Statistics Report ccccccecceceeeeeeeeeceae cece eect cece aaaeeeeeeeeesceaaaeeeeeeeeesecaeaaeeeeeeeesensesaeeeees 70 Section 2 The Detailed Event Report 00 ccccccccceceeeeeeeeecee aces ee eeeececeaeaeeeeeeeeeseeeaeaaeaeeeeeeesecceaeeeseeeeseeninaeeeeess 72 section 3 The Events and PR Report oeaiei riean aa a A EAEAN EAA EEEE EAE TAREE EINE ERRE 74 A The Event Information Fiter sienna a a a a a a Aaa EA 74 B Table Formationen a a a a a e aa 75 C LIST ORMAL usina n a e a aaa ra a aaiae 75 Di Calendar Formatando a a aa A a aa 76 E How To Do It Working with the Events and PR Report ssessssssssssssesinssssrrsserrnnssrnnsstinnnnnennssennnnsennns 76 Section 4 The Subscr
130. gistration pages How To Do It 1 The table below illustrates one form of the Event System Maintenance Home Page Your home page may display additional options depending on the number of branches in your system and the security level of your password If you are a multi branch system what you see depends upon the branch mode selected MANO0100 06 05 Evanced Public Library USA Event System Maintenance AllBranches Go To Room Maintenance Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level Add Edit Archive View Archive Event Attendance Calendar Registration Attendee Lookup Event System Maintenance Calendar Search Page Registration and Attendance Oo Attendee Lookup Event Maintenance Event Statistics Report Detailed Event Report Events and PR Report Subscriber Lookup Subscriber Details Settings System Settings System Configuration amp Settings System Wide Lists Event Type List Age Group List September 5 2008 Evanced Events 6 0 X 2 Click SYSTEM CONFIGURATION amp SETTINGS highlighted above The system loads the Style Configuration Maintenance page Evanced Style Configuration Maintenance General Display Properties Sun Mon Tue Wed Thu Fri Sat Style Configuration Event Title Properties Library Information List Display P
131. gs and one window to the Program and Events page Registration amp Attendance Calendar Registration Refresh the Program and Events page to see your changes New to Version 6 Evanced Style Configuration Maintenance Style Configuration General Display Properties Event Title Properties Sun Mon Tue Wed Thu Fri Sat Library Information List Display Properties System Messages System Templates Email Templates Load Room Reserve Load Factory Defaults Clear Settings Email Settings Security Load All Branches System Settings BACK Calendar Display Properties apisiay Properties Nos er os Jes Jo J 2 3 4 vlink event 9 10 11 5 6 7 Entry Form Title List Heading List Item Light Background Entry Form Data e Applying styles from other Evanced programs The style configurations for Events and Room Reserve MANO0100 06 05 are configured separately You can apply the style from Room Reserve to Events by clicking the LOAD ROOM RESERVE button Restoring Factory Default Settings You may restore style settings to their factory default by clicking the LOAD FACTORY DEFAULTS button The system will display a confirmation message Loading Factory Defaults will erase changes you have made allowing you to confirm or abort the process Clear Settings n a multi branch system style settings are contro
132. he Branch Selector to select the branch whose calendar you wish to view MAN0100 06 05 56 September 5 2008 Evanced Events 6 0 K B Click SELECT EVENT to display the selected branch s Event Calendar Locate the desired event D Click on the title for the alternate event The system returns the alternate event details to the To fields of the Patron Transfer window E Review information in the To fields to ensure the correct event has been selected Click SUBMIT CHANGE The system completes the transfer without secondary confirmation Or Click CANCEL to cancel the transfer close the Patron Transfer window and return to the Event Attendance Sheet How To Do It Copying All Patrons to Another Event You may copy the Main List or the Waiting List to another event or event occurrence This function is not available from Payment Waiting List or Cancelled List 1 Access the desired Event Attendance Sheet see How To Do It Accessing the Event Attendance Sheet at the beginning of this section for more information Select either the Main List or the Waiting List by clicking on the appropriate tab Click COPY ALL located at the end of the Transfer Copy column The Copy Main or Waiting List window will appear illustrated below COPY List Type Main List or Waiting List FROM TO Event Title System Autofill Field Branch Selector Date System Autofill Field Event Title Sys
133. he number of characters including spaces and_ returns entered into the field When using the Enter key the count increases 2 one for the carriage return and one for the line feed By default the count limit is 5 000 characters To reduce the character limit of this field please contact Evanced Support Refers to the event s presenter facilitator or moderator Presenter information appears in the Event Detail and the Search Slider Registration amp Attendance The drop down list contains a list of presenters used most frequently by the library The Administrator configures the list in Settings gt Branch Specific Lists gt Presenter List 20 Events 6 0 How To Do It Type a description or synopsis of the event in the text entry field This field will hold 1024 characters including html codes Click on the checkbox to emphasize a Featured Event within an RSS feed Type desired information into the text entry field This field holds up to 1024 characters including html codes 1 Select the desired presenter from the drop down menu or 2 Type the presenter s name in the text entry field September 5 2008 Evanced x Field Internal Email Contact Name Link Text Link Address PR Request MANO0100 06 05 Options Text Entry Field Name Email Phone Text Entry Field Text Entry Field Text Entry Field Text Entry Field
134. he specific day of the specified month Option 2 allows you to target which day of the month i e first Sunday second weekday etc Allows users to enter multiple non sequential dates Dates must be entered in sequential order Any date in a series can be deleted Determines the end date of the recurring event Options are End After X occurrences or End By date The default is End After 7 occurrences 16 1 2 1 Events 6 0 How To Do It Click MONTHLY 2 Type in or select as appropriate the day and Click the desired option month desired i e 1 every month 2 every other month etc Make sure the event s start date appears in the EVENT DATE field above Click ADDITIONAL DATES to activate the option fields Select the second scheduled event date using the DATE option Click ADD DATE to enter the date in the text entry box Repeat steps 3 and 4 to add additional dates The system enters a semi colon separator automatically Clear the last date entered by clicking CLEAR LAST DATE Clear all dates by clicking CLEAR ALL Clear any date in the series by clicking on the date The system displays the following confirmation The date of___ is going to be removed from the date list To accept click OK or click Cancel to go back Select either End After or End By from the drop down menu The system displays an option to enter or sel
135. iber Details Report ccccccccceeeeeeenneceeeeeeeceeeeeaeeeee cece saceaaaeceeeeeeeeseecaeaeeeeeeseesiceeeeess 77 Section 5 The Subscriber Lookup Repott cccccececeeeeeecneceeeeeeeseceaaaeceeeeeeesesecaaecaeeeeeeeseseccaeaeseseesensnnaeeeeees 78 Appendix A Implementation Guide cccceeeeeeeeeeeeeeeeeeeeeeceeeeeeenseeanee seen eens eanee cases segs eaneeseseseseesseaneeseeeeeseesees 1 section 1 System Requirements 22 i0e2 n gesseseidision dienes iniii Aiia ENEE EEEE EEEREN Eia 1 Section 2 Installation Options sasarsnesniin odii ieii iaaa a iaa aE aa E aeai E Ea 1 A Home Server Configurations 0 cccccceccccceeeceeneeeeseeeeeeeceeeeeeseeeaeeeseneaeeeceneaeeeseeaeeeseeaeeeseeaeeeesiaaeeeseenaees 1 B Hosted Server srornaiirii onn EE AIAG elo wine A ei AL GUAR GA Aan 2 Section 3 Library Policy Considerations 0 cccccccceeeeeeeeeeee rece ener naia annaS EUREEN SANEERATAAN RENREN ENEAS 2 A Address Collection from New Registrants ccccecceeceeeeeeeeeeeeseeeeeeeeeeeaeeeceneaeeeseeeeaeeeseeaeeeseeaeeeseaaees 2 B 24 Hr Cancellation Notice and Probation Features 0 0 00 ecccccceeeeeeeeneeeeeenneeeeeeaeeeseenaeeeeeeaeeeeeeenaeeeenas 2 C Event Maintenance Security cessarono a aces ene ease hetee ee oven ete 4 De pak s1e1 el olalollale rea ier rcrnrer preeeernree mn errr e ttrer rere trnter irene rrr rirrer tr peer t rrecerrern orto err ere 4 E Backup Recommendations
136. ide Group No O Allows Yes or prevents No staff from Registration Yes registering multiple patrons under a single name Group Registrations require staff assistance Patrons are unable to register multiple individuals under a single contact Enable Staff Editing of No Allows the staff to edit the Internal Notes field on Internal Notes on Yes O the attendance page Attendance Page Enable Staff Viewing of No O Disables No or enables Yes staff to see the Internal Notes on Yes Internal Notes field on the Registration page Registration Page Enable Notes Entry for No O Disables No or enables Yes a Notes field Patron Registration Yes Text Entry Field on the Event Registration Form Maximum Number of Number field Enables the RECALL PREVIOUS REGISTRANT button Patron Recalls on the patron Event Registration Form This pre fills the registration information of prior registrants information up to the number set here 0 Disables Recall button on patron side Enforce 24HR Notice No e Enables Yes or disables No enforcement Yes O of the 24 hour cancellation notice and automatic wait listing policy e Enables Yes or disables No the automatic reassignment of registered patrons from the Waiting List to the Main List when the Enable Auto Waiting List Move w Email option is enabled MANO0100 06 05 B 36 September 5 20
137. ides access to Patron Records and all the functions normally available there This cross functionality allows users to assist patrons without going to Attendee Lookup Calendar Registration or the home page they can start from where they are This section is organized as follows e Paragraph A The Event Attendance Sheet page 49 e Paragraph B Managing Event Attendance Sheets page 53 e Paragraph C Working in Patron Records page 59 MANO0100 06 05 48 September 5 2008 Evanced Events 6 0 x A The Event Attendance Sheet The illustration below displays the Event Attendance Sheet as it appears for an event that requires registration When an event does not require registration the Event Attendance Sheet excludes the Attendance List portion of the form TITLE DATE START TIME END TIME LOCATION MAX PEOPLE Event Details Statistics Entry Total Number of Attendees H Total Number of Adults Ht Total Number of Seniors H Total Number of Teens HH lt Attendance Statistics Total Number of Children H Main Waiting Payment Waiting Cancelled lt Attendance Lists MAIN LIST Sort By Patron Info t Asc Desc 1 No Alt Transfer Reg Registered B Confirm Show Move Name Phone Phone Email Age Cancel Copy Notes Date By Position Number 1 O O o
138. ification e mails Register for events and programs Receive event and registration reminders and Create a personal calendar to display the events and programs that interest them This manual is intended to provide a comprehensive description of the function and capabilities of the Events system Please contact Evanced Solutions Inc at support evancedsolutions com or 888 519 5770 with any questions or feedback about the system or the contents of this manual SECTION 2 WHAT S NEW IN EVENTS Feature Description Patron Calendar e Added a button for a print friendly version of the calendar e Added RSS link on patron calendar list view e Added option to show patrons the number of openings available for an event e Added support of iCalendar iCAL to enhance compatibility with internet based calendars using iCAL such as Google calendar This is helpful to patrons who download events to a personal internet based calendar e Added paging to the events List View that allows users to control the number of records that appear per page e Added a Show More button for quick searches on the selected Event Type i e Show More Events Like This e Added a status indication for closed registrations MANO0100 06 05 September 5 2008 Evanced K Events 6 0 Feature Description Staff Calendar Added an Edit Event button on both the Attendance Sheet and Event Registration pages
139. il Configuration Access e Events only Events e Room Reserve only Room Reserve e Events and Room Reserve Events Setting Option Description SMTP Address URL or IP localhost Refers to the localhost reference or the specific server address Windows servers require the SMTP address Authentication Type No Authentication Basic Authentication O NTLM O e No Authentication eliminates the user name password requirement for access to the system e Basic Authentication requires a user to enter a user name and password e NTLM refers to NT authentication LAN Manager User Name Text Entry Field Required for Basic Authentication Password Text Entry Field 30 Day s Upcoming Events Reminder Settings Event Notification Offset Required for Basic Authentication Determines when the system sends event notifications and reminders up to 60 days before an event 0 disables Upcoming Event Notifications Works with NOTIFY ME and notify asp Event Reminder Offset 2 Day s Determines when the system sends reminder messages up to 60 days before an event 0 disables Event Reminders The system sends reminders to patrons who register for an event or select REMIND ME for events that do not require registration Room Reminder Offset 2 Day s Determines when the system sends room reminders up to 60 days befo
140. il and phone of the event contact in the appropriate field Type the name or title associated with the Link Address Type the desired URL address associated with the Link Text 1 Click on the check box to flag that PR is requested 2 Enter PR types quantities deadlines and other information in to the text entry field 3 Run the Events and PR Report according library procedures September 5 2008 Evanced X Field Optional Image Display Path Internal Notes MAN0100 06 05 Options Alternate Text Height Width Text Entry Field Text Entry Field Field Field Text Entry Field Description Allows the attachment of a gif jog or bmp image to the event Alternate Text refers to a description or label associated with an image which benefits those using screen readers The image appears in the List View of the Event Information Registration page Internal Notes is a private staff only field accessible when accessing an event through Add Edit Archive Event Maintenance or on the Registration page when enabled See Settings gt Systems Configuration amp Settings gt Registration Page gt Enable Staff Viewing to enable the Internal Notes field on the staff Registration and Attendance Page 22 Events 6 0 How To Do It Type the URL path to the image into the text entry field Click CHECK IMAGE
141. include a link patron s may use to self cancel their registration Status Change An automatic message notifying a patron of a status change in their registration as a result of a canceled registration move from a waiting list etc Email Templates now support HTML and graphic codes amp Multi Branch System Note Email Templates is an individual branch setting How To Do It Editing the Default Templates 1 Click SYSTEM CONFIGURATION amp SETTINGS on the home page Settings menu The system loads the Style Configuration Maintenance page Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level Evanced North Branch North Branch 1 Event System Maintenance Go To Room Maintenance Event Maintenance Event System Maintenance Add Edit Archive Event Statistics Report View Archive Page Detailed Event Report Registration amp Subscriber Lookup Attendance Subscriber Details Calendar Registration 9 Attendee Lookup Settings Attendee Lookup System Settings Registration and Attendance Events and PR Report Event Attendance Event Maintenance Branch Specific Lists Location List Grade List Zip Code List Presenter List System Wide Lists Event Type List Age Group List MAN0100 06 05 B 28 September 5 2008 Evanced Events 6 0 K 2 Hover over EMAIL TEMPLATES on the menu A menu of templates appears
142. ine of characters think of one long word http calendar hclibrary org evanced lib eventcalendar asp df calendar amp EventType Adult 2C All Ages 2C Children amp Lib 0 2C 15 2C 1 The table below breaks the URL above into its individual parts Protocol Domain Path File Name Switches http calendar hclibrary org evanced lib eventcalendar asp df calendar amp EventType Adult 2C All Ages 2C Children amp Lib 0 2C 15 2C 1 The switches everything after tell the system what to display and how to display it The table below provides a reference for deciphering the switches Switch Description ag Tells the system what Age Group s to display df Tells the system what format to use when displaying the calendar list or calendar EventType Tells the system what Event Type s to display Lib Tells the system which library or branch to display libnum Tells the system which library or branch number is the Home branch for this view Setting the Home branch determines which style configuration Branch 1 Branch 2 etc is used libnum 999 tells the system to use the All Branches style configuration Lib e Lib tells the system which branch in a multi branch system to display versus e libnum tells the system which branch is your Home default branch and libnum applies the associated configuration to that branch 2C The browser inserts code
143. isplayed includes the Published Unpublished status of each event listed See Section 1 A The Search Filter page 11 for more information Locate the desired event in the list displayed 4 Click the appropriate edit link located at the top of the event The event record contains one or more of the following links as determined by the type of event single date or recurring A Edit Single to edit a single date of an event This option only appears in connection with a recurring event if Combine Recurring Events is unchecked on the Search Filter B Edit Recurring to edit the entire series of a recurring event or C Click on a single date of a recurring event to edit just that occurrence The system displays the Event Template in edit mode 5 Locate the Status field of the Administrative Information section at the end of the Event Template MANO100 06 05 35 September 5 2008 Evanced Events 6 0 K 6 Click the PUBLISH UNPUBLISH checkbox The checkbox label will differ depending on the current status of the event Click SAVE to save your changes or Click BACK to return to the home page without saving changes How To Do It Bulk Publishing 1 Beginning at the home page click on ADD EDIT ARCHIVE Event Maintenance menu The system displays the Event Maintenance page 2 Click BULK PUBLISH located above the Event Information Window The system displays the Bulk Publish tool Select or pick the desir
144. istration and attendance links associated with each event and the actions that may be performed Update Export to Link Statistics Register Excel Attendance v v v Attendance Stats v vV Register v See the following How To Do It sections for related instructions See Chapter V Registration amp Attendance page 44 for additional information about registration and attendance functions MANO100 06 05 37 September 5 2008 Evanced Events 6 0 K How To Do It Accessing an Event s Registration Form 1 Beginning at the home page click on ADD EDIT ARCHIVE Event Maintenance menu The system displays the Event Maintenance page 2 Use the Search Filter to locate the desired event The system displays search results in the Event Information Window to the right of the Search Filter 3 Locate the desired event in the list displayed Events that require registration include a REGISTER link at the top of the record Click REGISTER The system displays the Event Registration Form Complete the Event Registration Form as desired See Chapter V 3 The Calendar Registration Function page 61 for more information about registration 6 Click CLOSE to close the Event Registration Form without completing the registration and return to the Event Maintenance page or 7 Click COMPLETE REGISTRATION to finalize registration The system displays an Event Registration Complete confirmation such as John
145. k text lt linkaddress gt lt linkaddress gt Link web address lt imagepath gt lt imagepath gt Image path lt imagetext gt lt imagetext gt Image alternate text lt imageheight gt lt imageheight gt Image height lt imagewidth gt lt imagewidth gt Image width lt extratag gt lt extratag gt An extra tag that can be altered programmatically for sorting or flagging certain events MANO0100 06 05 E 5 September 5 2008 Evanced Events 6 0 K APPENDIX F CREATING CALENDAR VIEWS URL FORMATTING Events allows users to create an unlimited number of customized calendar views using URLs This results in the ability to create calendar views focused on certain Age Groups i e Adult or Teen Event Types i e Computer Workshop or Author Lecture branch etc For instance the URL http evanced info evanceddemo lib eventcalendar asp EventType ALL amp Lib ALL displays a calendar displaying all events for all Event Types at all branches and http evanced info evanceddemollib eventcalendar asp EventType ALL amp Lib 1 displays a calendar displaying all events for all Event Types at one branch This Appendix F provides instructions for creating URLs to access different calendar views Any examples of URLs are generic and do not apply to any specific library The format for a calendar view URL is shown below This is one uninterrupted l
146. l Branches from the branch selector on the home page multi branch systems only Single branch systems skip this step 2 Click SYSTEM CONFIGURATION amp SETTINGS on the home page Settings menu The system loads the Style Configuration Maintenance page Public Library USA All Branches x Evanced i Event System Maintenance Go To Room Maintenance Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level Event System Maintenance Add Edit Archive Event Statistics Report View Archive a Detailed Event Report Registration and Attendance Seeere eee Subscriber Lookup Subscriber Details Event Attendance Calendar Registration Attendee Lookup Attendee Lookup 6 System Settings Event Mai System Wide Lists Loo y Event Type List Age Group List 3 Click SYSTEM SETTINGS on the menu The system loads the System Settings Maintenance page MAN0100 06 05 B 32 September 5 2008 Evanced Events 6 0 Evanced Style Configuration Maintenance General Display Properties Style Configuration i Event Title Properties Sun Mon Tue Wed Thu Fri Sat Library Information List Display Properties Stet omens Calendar Display Properties Regional Settings Email Server Settings All Display Properties Load Room Reserve Security Load Factory Defaults Entry
147. l person in charge of your e mail server if you have trouble setting up or sending e mail with Outlook Express ii More about SMTP servers SMTP Simple Mail Transfer Protocol servers process outgoing e mail This is separate from the server that processes incoming e mail typically POP3 or IMAP While you always need a username and password authentication to check your incoming e mail sending e mails depends on the configuration of the SMTP server Some SMTP servers require authentication SMTP servers are configured this way to prevent the server from becoming a source of spam or other illicit e mail Contact your Systems Administrator for more information B E mail Server Settings Email Server Settings refers to network server settings that determine how your server handles outgoing mail and Upcoming Event Reminder Settings These instructions apply to new installations of version 4 0 or later The location of e mail configuration settings depends on whether Events works as a standalone program or with Room Reserve See the table below to determine where to access e mail configuration options S Multi Branch System Note Email Server Settings is an All Branches setting MANO100 06 05 B 2 September 5 2008 Evanced K Events 6 0 W Note When Events and Room Reserve work together you only need to configure e mail in Events The table below illustrates the Email Server Settings template Module Configuration E ma
148. lect Fixed Date if you know the exact date registration will close or e Days before Event Select Days before Event if registration closes a specific number of days before the event date The system automatically calculates the date based upon the number of days entered This setting is recommended for recurring events when Attendance Sheet Operation is set to Individual Works with Ending Registration Time Refers to the time at which registration closes If blank registration closes at 12 01A M on the date given in the Starting Registration field 26 Events 6 0 How To Do It 1 Fixed Date field Enter or pick the date on which registration should close or 2 Days before Event Enter the number of calendar days before the event that registration should close Select a time from the drop down list September 5 2008 Evanced x Field Must be Residency Other Term Requirement MANO0100 06 05 Options O Timeout after Hours Optional leave blank or set to 0 if not used Description This field is only visible if the Residency Other Term field Systems Configuration amp Settings gt Library Information is filled in Checking this field activates a yes no field on the registration page that requires patrons to respond to an eligibility requirement Answering No automatically places the patron on the waiting list if the wait list function is enabled or
149. lecting Authenticate requires a patron s library card number and last name to access a personal calendar Enable Event Time No Enables an event start time display next to an Display in Combination Yes O event title on the calendar page with Event Title Default Patron View v Calendar Determines the default format monthly or list O List for Programs and Events page on the Patron side Default Staff View v Calendar Determines the default format monthly or list O List for Programs and Events page on the Staff side MANO0100 06 05 B 35 September 5 2008 Evanced K Events 6 0 Setting Options Description Show Registration No Enable the system to display registration totals in Numbers in Patron Views Yes O the patron views such as the number of available stops and the number of people on the waiting list Combined Calendar Title Text entry field Determines the title of the Event Calendar displayed when a user selects a combined multi branch calendar display This field supports HTML format codes Calendar Title Text entry field Determines the default title displayed above the events calendar Use Library Name No O Determines whether the library name appears at Yes the top of the public view of the events calendar Branch Specific Settings Registration Settings Enable Staff S
150. lled by the Administrator at the All Branches level Individual branches have the ability to customize their style settings locally When they do they break the connection that allows global style changes to All Branches Therefore any subsequent global changes to All Branches will not impact the style settings of any branch that B 10 September 5 2008 Evanced x Events 6 0 customized their style settings locally Clear Settings re establishes the link between All Branches and the individual branch to allow global style changes e Load All Branches In a multi branch system Load All Branches allows an individual branch that customized its own styles locally to apply the global All Branches style settings to their branch Unlike Clear Settings it does not re establish the link between All Branches and the individual branch Style Configuration Library Information System Messages Style Configuration Maintenance General Display Properties Event Title Properties List Display Properties Calendar Display Properties Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 link vlink event 5 6 7 8 9 10 11 System Templates All Display Properties Load Room Reserve Load Factory Defaults Clear Settings Load All Branches List Heading List Item Light Background e Entry Form Title Preview allows you to preview style settings for event re
151. location gt A single tag also known as an empty element appears if no location is specified Note the location of the slash compared to an end tag lt library gt lt library gt Library name associated with the event lt link gt lt link gt Link to the event information and registration page if registration is required SECTION 3 exml DISPLAY MODE DESCRIPTION The exml display option adds additional extended data tags to the xml display output example of an exml output The following is an lt xml version 1 0 encoding ISO 8859 1 gt lt event gt lt item gt lt title gt Dia De Los Ninos Dia De Los Libros lt title gt lt date gt Tuesday June 5th 2007 lt date gt lt time gt 10 30 AM lt time gt lt description gt Join the Riverside County Library System celebrate Dia De Los Ninos Dia De Los Libros lt description gt lt location gt Children s Activity Room lt location gt lt library gt Downtown Library lt library gt lt link gt http evanced info evanceddemo lib eventsignup asp ID 2722 lt link gt lt date1 gt 2007 06 05 lt date1 gt lt date2 gt 200706051030Dia De Los Ninos Dia De Los Libros lt date2 gt lt length gt 75 lt length gt lt status gt MANO100 06 05 E 3 September 5 2008 Evanced Events 6 0 K lt endtime gt 11 45 00 AM lt endtime gt lt prieventtype gt Children s Program lt prieventtype gt lt eventtypes gt lt
152. m 1 Read and discuss book Registered Cancel Tuesday 6 00 Computer Computer Branch Computer Skills for Waiting List Attendance May 5 20 __ PM Skills Room 2 Seniors 9 Cancel Wednesday 12 00 Brown Bag Community Branch Impact of Harry Potter Payment Attendance June 2 20 __ AM Lecture Room 3 on Family Reading Waiting Cancel Saturday 10 00 Magic Time for Community Branch Magician entertains 5 7 July8 20 AM Youth Room 2 Year Olds Canceled Attendance The Patron Record contains the following information Contact_information This section contains the patron s name address phone number and e mail address No Show Record The No Show record displays the total number of times a patron has registered for an event and failed to attend the event or cancel the registration and the date of the last event they didn t attend assuming attendance was taken at the event Based upon library policy a patron who has exceeded the no show threshold will be automatically wait listed for the next event for which they register To reset the No Show counter click the Reset button Patron Schedule The events past and present for which a patron has registered for are listed in the Schedule for Patron From the Patron Schedule staff may view the Attendance Sheet for any listed event and cancel the patron s registration in an event How To Do It Accessing Patron Records 1 Beginning at the home
153. manually moves someone to the Main List How To Do It Uncancelling a Registration 1 Access the desired Event Attendance Sheet see How To Do It Accessing the Event Attendance Sheet at the beginning of this section for more information 2 Click on the Cancelled tab to active the Cancelled List MANO100 06 05 55 September 5 2008 Evanced Events 6 0 K 3 Click the Uncancel checkbox associated with the desired participant s 4 Click UNCANCEL located at the end of the column The system moves the marked participant s without secondary confirmation to the appropriate attendance list Main List Waiting List or Payment Waiting List as dictated by the status of the registration payment pending and whether there are openings on the Main List How To Do It Emailing a Single Patron The following instructions apply only if patron s supply an e mail address 1 Access the desired Event Attendance Sheet see How To Do It Accessing the Event Attendance Sheet at the beginning of this section for more information Click on the desired attendance list Main List Waiting List Payment Waiting List or Cancelled List Locate the desired patron The e mail field must contain an e mail address to continue 4 Click on the patron s email address located in the E mail Address column The system loads a blank email message containing the patron s e mail address 5 Compose and send an email using your library
154. matically terminate a user s session if it should sit idle for 90 minutes or more The user must enter their password to re access the system Clicking Remember Me allows users to remain logged in to the system Should the time out occur click the button to re enter the system without typing a password This feature requires the enabling of cookies For information about password levels please see Appendix A Section 4 F Security Access Passwords MANO0100 06 05 6 September 5 2008 Evanced x CHAPTER III EVENT SYSTEM MAINTENANCE HOME PAGE Events 6 0 The Event System Maintenance page is also known as the Events system home page From the home page staff has access to all Events functions based upon the level of authority provided by their password see Appendix B 4 F Security Access Passwords on page 30 The illustration below displays the home page accessible to the Administrative level password which includes all functions The functions displayed by your password authority may contain fewer options than appear in the illustration 4 North Branch Event System Maintenance North Branch v Evanced x Go To Room Maintenance Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level Event System Maintenance Event Statistics Report Calendar Search Page Add Edit Archive View Archive Detailed Even
155. ments described in Section 1 above will accommodate Events Firewall security is the primary consideration when installing Events on another server Port 80 web service port http must be accessible through the firewall to accommodate patron access through the internet i e from their home computer MANO100 06 05 A 1 September 5 2008 Evanced Events 6 0 K B Hosted Server Evanced will work with anyone interested in an off site host installation Evanced can host Events through a third party provider or will work you to determine if your internet service provider is able and willing to host Events There may be additional costs associated with hosted servers SECTION 3 LIBRARY POLICY CONSIDERATIONS Events has several options that can be turned on or off as policies dictate Many of these options can be turned on or off at anytime which provides libraries with some flexibility as their needs and policies change These features include A Address Collection from New Registrants Events requires patrons to enter their contact information the first time they register for an event Patrons do not have the options to opt out if this feature is activated Users activate or deactivate this option on the Event Template when an event is entered into the system See Chapter IV 2 The Event Template for more information B 24 Hr Cancellation Notice and Probation Features The following features can be activated or deactivated ind
156. more information Room Reserve Room Reserve helps libraries manage the use and reservation of their meeting rooms study rooms and other non traditional gathering places in the library Like Events Room Reserve contains patron self service options supports recurring reservations automatic e mail messaging i e confirmations and reminders and provides detailed reports The table below describes the responsibilities of Room Reserve and Events when both are installed Event uu Manages internal reservation of rooms e Room Reserve Manages reservation of rooms made by external organizations Summer Reader Summer Reader helps libraries manage their reading programs and special interest groups such as book clubs anime clubs etc Summer Reader manages registration processes progress logs prizes drawings certificates of achievement participant reviews and statistics MANO0100 06 05 4 September 5 2008 Evanced Events 6 0 CHAPTER Il INSTALLATION AND CONFIGURATION Information concerning system requirements installation and configuration is found in Appendix A Implementation Guide page 1 and Appendix B Configuring Events page 1 MANO0100 06 05 5 September 5 2008 Evanced Events 6 0 CHAPTER Il LOGGING INTO THE SYSTEM The gateway to Events is the user login screen illustrated below Login to Event Management System Password Text Entry Field Remember Me The system is set to time out auto
157. n amp Attendance Reports Settings About Logoff Admin Level Event System Maintenance Add Edit Archive Event Statistics Report View Archive i SPEE PARE Detailed Event Report Registration and Attendance Events and PR Report Subscriber Lookup Subscriber Details Event Attendance Calendar Registration Attendee Lookup Attendee Lookup System Settings Event Maintenance System Wide Lists Event Type List Age Group List 3 Hover over LIBRARY INFORMATION on the menu and click EDIT BRANCH from the drop down list MAN0100 06 05 B 21 September 5 2008 Evanced Events 6 0 Evanced Style Configuration Maintenance General Display Properties Style Configuration t ite P Event Title Properties Library Information Py aes List Display Properties Calendar Display Properties Edit Master Regionai sewngs Sun Mon Tue Wed Thu Fri Sat Security BACK Email Server Settings System Settings 19 20 21 22 23 Ja 25 a ay Err erues 26 27 28 29 30 31 Load Room Reserve Entry Form Title List Heading List Item Light Background Load Factory Defaults 4 Click the DELETE button associated with the branch to be deleted Evanced Style Configuration Library Information System Templates Regional Settings Email Server Settings Security System S
158. n house spots are released for patron self registration A Starting Registration value must be set in order for the Timeout function to work For example enter 10 to release in house spots 10 hours after registration begins Determines whether the system creates a waiting list when the Maximum Number of Attendees is reached the maximum length of the waiting list and at what point registration closes The system creates a waiting list by default unless otherwise indicated here Patrons may appear on a Waiting List for one of three reasons a The Maximum Number of Attendees has been reached b A required participation fee has not been paid or c A patron is on probation for failing to appear for or cancel from more than three events in a six month period Configured in Settings gt System Settings amp Configuration gt System Settings Enforce 24HR Notice setting 24 1 Events 6 0 How To Do It Enter into the first box the number of spots reserved for patrons who call or walk in to ask for staff assistance in registering This number must be less than the Maximum Attendees number Enter the number of hours in house spots will be held for staff assisted registration once registration opens When this time expires any remaining in house spots are released for patron self registration Click the No Waiting List check box to deactivate the waiting list Enter in the Maximum Waiting List field the
159. n reverse order i e lt tag 1 gt lt tag 2 gt Your Text lt tag 2 gt lt tag1 gt bold and italics added for emphasis e Code lt B gt lt font color FFO000 gt Avon Public Library lt font gt lt B gt e Result Avon Public Library Bold and Red MANO100 06 05 D 1 September 5 2008 Evanced Events 6 0 K SECTION 2 INSERTING HYPERLINKS HTML code can be embedded into Description and Other Information text boxes Add the HTML code as you would on an HTML page The example below inserts a link to the specified file or page lt a href http www e vancedsolutions com index html gt Evanced Solutions Website lt a gt The code above breaks down as follows Beginning Tag Your Text End Tag Codes File Name Anchor lt a href http Awww e vancedsolutions com index html gt Evanced Solutions Website lt a gt Y This exact syntax is critical to make the link work Specific items to note e The address must include http e The address must be enclosed in single quotes address emphasis added You may include additional HTML codes for images and text formatting See Section 1 HTML Formatting above for more information W Note If you use image tags limit the image size to 20 30 pixels both height and width for best results SECTION 3 FREQUENTLY USED CODES This section lists the HTML codes and tags most frequently used in Events These codes are n
160. n the event detail Registration amp Attendance The Administrator creates the list contents in Settings gt Branch Specific Lists gt Location List Status is a variable field that helps prevent double booking by telling you whether the selected location has a conflict with the date and time entered e Highlighted Yellow Need to check for conflicts EO The system has encountered a conflict with the selected location and displays the number of conflicts Momgeaeee The system displays 0 conflicts CHECK RESOLVE CONFLICT allows you view limited information about a conflict Users then have to adjust the date or time of their event to resolve the conflict VIEW ROOM SCHEDULE only appears when Room Reserve is installed and enabled When selected it loads the Room Request Calendar from Room Reserve for the selected location The Location list created in Events is available to both Events and Room Reserve when Room Reserve is installed 18 Events 6 0 How To Do It 1 Select the desired room location from the list 2 Click CHECK RESOLVE CONFLICT to confirm room or location availability 3 Click VIEW ROOM SCHEDULE to view the room s Room Reserve calendar This button only works with rooms configured in Room Reserve September 5 2008 Evanced x Field Event Type Age Group Event Title MANO0100 06 05 Primary Required field Used for statistics Option 1 Option
161. nce Add Edit Archive i p Event Statistics Report View Archive ee Detailed Event Report Registration and Attendance Events and PR Report Subscriber Lookup Subscriber Details Event Attendance Calendar Registration Attendee Lookup Attendee Lookup System Settings Event Maintenance System Wide Lists Event Type List Age Group List Style Configuration Maintenance General Display Properties Event Title Properties Style Configuration Sun Mon Tue Wed Thu Fri Sat Library Information List Display Properties SYSEgit Branch Calendar Display Properties s Je Edit Master j2 13 Regivnai gt ewungs All Display Properties Entry Form Title 7 14 21 Email Server Settings Security System Settings BACK List Heading List Item Light Background MANO100 06 05 B 17 September 5 2008 Evanced X 3 The system displays the Library Information Maintenance page branch settings template 4 Enter the information requested Items marked with an asterisk are required A Click the PRIVATE checkbox to make the calendar private and accessible to staff only Events 6 0 Evanced Style Configuration Library Information System Templates Regional Settings Email Server Settings Security System Settings BACK Check to create an internal Like only staff
162. nce Sheet accessed from the home page 1 Access the desired Event Attendance Sheet see How To Do It Accessing the Event Attendance Sheet at the beginning of this section for more information Click VIEW ANOTHER ATTENDANCE SHEET located at the end of the page The system displays the Event Calendar for the current month Locate the desired event on the calendar See Section 1 C Search Slider page 47 for information about the Search Slider Click the desired event The system displays the Event Attendance Sheet MANO100 06 05 58 September 5 2008 Evanced Events 6 0 K C Working in Patron Records In addition to managing event attendance Event Attendance also provides full access to Patron Records and all the functions available from Patron Lookup The illustration below is an example of the Patron Record and the functions available Contact Information First Name Text Entry Field Last Name Text Entry Field Phone Number HEHE HHH HHHH Ext HHHH Email Address Text Entry Field Street Address Text Entry Field City Text Entry Field State Province Drop List Field Zip Code Number Entry Field No Show Information Total Last Date N A Schedule for Patron Name Date Time Title Location Library Description Status Monday 10 00 Book Meeting Branch Attendance January 1 20 __ AM Discussion Roo
163. nced Events 6 0 x 3 The system displays the Library Information Maintenance page library name and website Evanced Library Information Maintenance The settings are used in various areas to display information and determine available hours Style Configuration Using Internet Explorer move the mouse over the entry heading to see more information ie Event Date Event Time Title Public Library USA Library Information System Templates Home Page http www e vancedsolutions com Regional Settings Email Server Settings Security EDIT MASTER System Settings BACK 4 Enter the information requested Items marked with an asterisk are required 5 Click SAVE 6 Select another item from the menu or click BACK to return to the Home Page How To Do It Add a Branch If you do not see Add Branch in the Library Information drop down list then you must go to System Settings and set Enable Multi Branch to Yes Note You must log into the system with an Administrator level password SS Multi Branch System Note This is an All Branches function Be sure the branch drop list in the upper right corner of the page shows All Branches 1 Click SYSTEM CONFIGURATION amp SETTINGS on the home page Settings menu The system loads the Style Configuration Maintenance page Evanced Public Library USA All Branches x Event System Maintenance Go To Room Maintenance Home Event
164. ng retains the original event record and all associated records How To Do It 1 Beginning at the home page click on ADD EDIT ARCHIVE Event Maintenance menu The system displays the Event Maintenance page Use the Search Filter to locate the desired event The system displays search results which includes the publication status of the event in the Event Information Window to the right of the Search Filter See Section 1 A The Search Filter page 11 for more information Locate the desired event in the list displayed Click the appropriate copy link located at the top of the event The event record contains one or more of the following links as determined by the type of event single date or recurring A Copy A Single to copy one occurrence of an event or B Copy Recurring to copy the entire series of a recurring event The system displays the Event Template in copy mode Revise the template as needed to reflect a new event Click SAVE to save the new revised event or Click BACK to cancel the process and return to the Event Maintenance page MANO100 06 05 34 September 5 2008 Evanced Events 6 0 K E Deleting an Existing Event Deleting an event permanently deletes the event and its associated attendance sheets and all statistical information V Deleted events cannot be recovered To move events from the active event list and retain statistical information see Paragraph G Archiving an Eve
165. nly Login Staff Login admininstrator List Heading List Item Light Background 3 Click on the desired security level The system displays the password template Restricted Area Read Only Login Change Administrator Password New Password Re enter New Password Enter the existing password in the Administrator Password field Enter the new password in the New Password field Re enter the new password in the Re enter New Password field NO oO D Click SAVE to save your settings MANO100 06 05 B 31 September 5 2008 Evanced Events 6 0 G System Settings System Settings allows libraries to customize Registration Event Entry Attendance and Calendar settings to comply with their policies and procedures How To Do It Single Branch System Note The table in this section illustrates the System Settings Template as it appears in a multi branch system In a Single Branch System the System Settings Template appears altogether as one template e S Multi Branch System Note Multi branch systems begin System Setting configuration in All Branches mode In order to setup or access individual branches the Enable Multi Branch setting must be set to Yes After configuring in All Branches mode then configure each individual branch The table in this section illustrates the System Settings breakdown between the All Branches and individual branch modes 1 Select Al
166. not be recovered 7 Saving Labels on buttons vary by list The list below describes some of the labels and where you might find them This manual uses these labels interchangeably A Added entries SAVE ADD NEW ITEM or ADD NEW EVENT TYPE ITEM B Modified entries SAVE or SUBMIT MODIFIED ENTRY C Deleted entries DELETE ITEM S or DELETE CHECKED ITEM S How To Do It Adding List Items S amp S Multi Branch System Note See the table in How To Do It General Principles No 1 above to determine which mode controls the lists 1 Beginning at the home page click on the desired list Settings menu to modify The system loads the list maintenance page MANO100 06 05 B 42 September 5 2008 Evanced Events 6 0 Evanced North Branch North Branch 1 Event System Maintenance Go To Room Maintenance Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level Event Maintenance Event System Maintenance Add Edit Archive Pe EE Event Statistics Report View Archive en a ee Detailed Event Report Registration and Attendance Events and PR Report Registration amp eo Subscriber Lookup Attendance Subscriber Details Event Attendance Calendar Registration i Attendee Lookup Settings Attendee Lookup Oa fco System Settings System Configuration amp Settings Event Maintenance Location List Grade List
167. nt Update Notes Appears beneath the Notes field it saves entries made in y y y y the Notes field View Another Returns user to the Event Calendar Event Attendance V V y V Attendance Sheet View Edit Appears beneath the Name field and opens the patron s y y y y record The patron s record includes contact information no show information and the patron s schedule of events From the patron s record users may register the patron for another event cancel a patron from any event on their schedule update no show information and access the Event Attendance Sheet for any event on the patron s schedule B Managing Event Attendance Sheets The following section provides instructions for working with the primary function of Event Attendance the Event Attendance Sheet How To Do It Accessing the Event Attendance Sheet 1 Beginning at the home page click EVENT ATTENDANCE The system displays the Event Calendar for the current month 2 Locate the desired event on the calendar 3 Click the desired event The system displays the Event Attendance Sheet How To Do It Registering a Patron 1 Access the desired Event Attendance Sheet see How To Do It Accessing the Event Attendance Sheet at the beginning of this section for more information Click REGISTER located at the bottom of the page The system loads the Event Registration Form Click COMPLETE REGISTRATION or ADD ME TO TH
168. nt page 36 How To Do It 1 Beginning at the home page click on ADD EDIT ARCHIVE Event Maintenance menu 2 Use the Search Filter to locate the desired event The system displays search results which includes the publication status of the event in the Event Information Window to the right of the Search Filter Locate the desired event in the list displayed 4 Click the DELETE link at the top of the desired record The system displays the following warning and secondary confirmation Are you sure you want to PERMANENTLY delete the event and all associated statistical information This skips the archive process so there is no way to undo the delete 5 Click OK to permanently delete the event or 6 Click CANCEL to close the message and return to the Event Information Window F Publishing Events An event is designed as either Published appears on the Events calendar or Unpublished does not appear on the Events Calendar at the time it is created Unpublished events may be published at any time either individually or in bulk by date range How To Do It Publishing and Unpublishing Existing Individual Events 1 Beginning at the home page click on ADD EDIT ARCHIVE Event Maintenance menu The system displays the Event Maintenance page 2 Use the Search Filter to locate the desired event The system displays search results in the Event Information Window to the right of the Search Filter The information d
169. nts categories and filters Events 6 0 Access to these lists requires an Administrative Level password The table below describes the features and access required to configure Instructions for configuring lists and filters follow the table and apply generally to all categories though not all categories apply the same options For example adding an item to a list occurs the same way in all categories but not all categories allow you to affect list order color or accessibility to the public New to Version 6 Each branch specific list contain a button COPY TO ALL BRANCHES that allows you to apply to all branches a list created in any branch Settings List Report Filter Description Category Order Statistic Location Refers to places where events are held e g Meeting Branch Alphabetical No Room A Children s Room Reading Area etc Specific When used with Room Reserve Location becomes the master list of all rooms and locations amp amp Multi branch_ System Note Individual branches may create a virtual or dummy room i e Room Closing Staff Only All Rooms if they need to close independently of others in the system Grade Refers to academic grade levels assigned to events Branch Order No List The default list shows Kindergarten through 42 Specific Weight grade but may be edited Zip Code Refers to the zip code areas supported by a library Branch Order No List Specific Weight
170. o on what O Always On Per Event basis Enable Custom M Disabled Enables libraries to add customized questions to Stipulation 1 6 O Per Event the Event Template i e Where did you hear O Always On Per Event about this program Staff may select one or Edit more of the questions to appear on the Event Registration Form when adding an event Enable Publish Features No O Activates or deactivates Publish Do Not Publish Yes authority on the Event Template The Publish Feature determines whether a new event appears on the live calendar This allows libraries to add events to the calendar without making them public for planning purposes Publishing Level Password Authority Determines the authority level required to publish Password events to the public view of the events calendar The authority levels are Read Only Create Only Staff User and Staff Admin Read Only is the only authority level that cannot publish events Auto Archive Option Disable Determines the parameters for automatically O Events Olderthan __ Days O Onthe___ Day of the Month archiving events Archiving removes events and all associated attendance sheets from the calendar In consideration of the USA Patriot Act all attendance sheets are deleted when archiving events unless otherwise configured The underlying statistics based upon the attendance sheets are retained for reporting purposes See Attendance Settings in this table for
171. o attendees and an event s contact or Default Internal Contact Status change notifications result from reassignment to or from the Wait List Cancelled List or Payment Waiting List This feature works with Enable Auto Waiting List Move w Email above Optional Statistic Input Item 1 4 Text Entry Field Optional fields libraries may use to obtain a statistical breakdown of event attendees When enabled these fields tell you how many of the event s attendees were w x y or z i e Seniors Adults Teens Children 12 and under These fields appear regardless of an event s registration requirement If used these fields appear on the Events reports in the Statistics Entry section See Registration amp Attendance for additional information Calendar Settings Enable Multi Branch No Determines whether the system is a single Yes O branch or multi branch system Note Single branch systems wanting to create a private staff calendar should set this field to Yes Calendar Title Text field The Calendar Title appears at the top of the public calendar view i e Programs amp Events Our Calendar etc Use Library Name No O Determines whether the library s name appears Yes at the top of the public calendar view MANO0100 06 05 B 39 September 5 2008 Evanced K H Category Lists and Filters Categories and filters appear as drop down lists throughout Eve
172. o the server e Antivirus software specifically McAfee VirusScan Enterprise 8 0 or a firewall hardware or software are blocking port 25 e The URL or IP address for the server are incorrect or cannot be resolved or e The e mail server is experiencing difficulties Contact your Systems Administrator for assistance MANO100 06 05 B 9 September 5 2008 Evanced Events 6 0 Problem Causes and Solutions keep getting the error message 550 5 7 1 Relaying Denied Your SMTP server configuration needs to be altered to accept email connections from the web server Relaying means that the SMTP server does not know the server so it will not forward any email intended for a person outside the library If your email address ends with mylibrary org you can send email to anyone else at mylibrary org but no one else Contact your Systems Administrator and ask them to configure the SMTP server to accept outgoing e mails from the web server SECTION 3 CONFIGURATION SETTINGS A Appearance Style Configuration Libraries may customize the look and feel of Events consistent with their web page style This affects the appearance of titles backgrounds calendars buttons hyperlinks and more You may operate two windows to better preview your choices Open one window to the Style Configuration Maintenance page Settings System Settings System Configuration amp Settin
173. of nightly outgoing e mail messages This option is available at the Administrator level when Enable Logging setting is set to Yes MANO100 06 05 B 4 September 5 2008 Evanced Events 6 0 x How To Do It 1 Click SYSTEM CONFIGURATION amp SETTINGS on the home page Settings menu The system loads the Style Configuration Maintenance page Evanced Public Library USA an Branches v Event System Maintenance Ca To Ronin Maintenance Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level Event Maintenance Event System Maintenance Add Edit Archive Event Statistics Report Calendar Search Page Detailed Event Report Registration and Attendance Events and PR Report Registration amp Subscriber Lookup Attendance Subscriber Details Event Attendance Calendar Registration i A sic Attendee Lookup Settings Attendee Lookup Syin Settings aa Event Maintenance ystem Wide Lists Event Type List Age Group List 2 Click EMAIL SERVER SETTINGS on the menu The system loads the Email Settings page Evanced Style Configuration Maintenance p General Display Properties Sys Competes Sun Mon Tue Wed Thu Fri Sat Event Title Properties Library Information List Display Properties ene eee Calendar Display Properties Regional Settings
174. on are correct Once DELETE CHECKED EVENT S is selected the system deletes marked items without additional warning or confirmation 6 Click DELETE CHECKED EVENT S The system deletes marked items without secondary warning or confirmation E Purging Events History When you delete events an event marker remains in the database s Event History table This table contains a list of all deleted events It is not possible to view or access the table Over time this table can grow quite large and should be purged from time to time to keep the system operating at its peak MANO100 06 05 42 September 5 2008 Evanced Events 6 0 How To Do It Purging Events History 1 Beginning at the home page click on VIEW ARCHIVE Event Maintenance menu The system displays the Archive Maintenance page 2 Click DELETE HISTORY located above the Event Information Window The system displays the Purge Events Action Tool Purge Events The Event History Table contains a list of all events that were deleted from the active event list It should be purged as needed to remove old events Click on the calendar icon to select an ending date All events that are older than the selected date will be purged from the history information Select Ending Date Date Entry Field Purge Events 3 Enter the end date of the date range to be purged For example entering 2 28 2005 will permanently delete all events from the beginning of time to
175. oom Reserve A Isa standalone application Room reservations appear on the Events calendar at the discretion of the library Both Room Reserve and Events recognize reservation conflicts regardless of a reservation s appearance on the Events calendar Events that use rooms configured in Room Reserve always appear on the Room Reserve calendar Locations created in Events are not available to Room Reserve unless they are configured as Rooms in Room Reserve Rooms configured in Room Reserve are always available to Events When Events and Room Reserve are partnered Events assumes custody of holiday and closing functions MANO0100 06 05 C 1 September 5 2008 Evanced Events 6 0 K APPENDIX D HTML REFERENCE GUIDE This Appendix D provides information about some simple HTML Hypertext Markup Language tags you can use to format text in Events The use of HTML tags is limited to areas such as System Messages System Templates some System Settings description and other information fields Section 1 HTML Formatting provides basic information about the structure and syntax for entering HTML codes Section 2 Inserting Hyperlinks provides information about adding links to additional pages and documents and adding images to event descriptions Section 3 Frequently Used Codes contains a list of the HTML codes you will most frequently use in Events SECTION 1 HTML FORMATTING When using HTML tags make sure the syntax
176. orms the same function as the Attendee Lookup function listed under Registration and Attendance Event Maintenance Event Maintenance is a key word search of the current month s Event Calendar The system displays search results on the Event Maintenance page in list format Settings This section is only available at the Administrator level See Appendix B Configuring Events System Settings System Settings contains all the system settings that make Events look and function the way it does for your library Settings include Style Configuration Library Information System Messages System Templates Email Templates Email Settings Security Passwords and other System Settings Registration Event Attendance and Calendar settings In a multi branch system System Settings are available at both the individual branch and All Branches level Branch Specific Lists System Wide Lists MANO0100 06 05 Branch Specific Lists configures the Location Grade Zip Code and Presenter information that appear throughout the system As the name indicates these lists are configured at the individual branch level System Wide Lists configures the content of the Event Type and Age Group information that appear throughout the system In a multi branch system this list is available at the individual branch and All Branches level 9 September 5 2008 Evanced Events 6 0 K CHAPTER IV EVENT MAINTENANCE Even
177. ot case sensitive but attributes such as file names might be See Section 1 HTML Formatting above for more information Code Tag Description Text Formatting Codes lt BIG gt Your Text lt BIG gt Increases the Font size in some but not all views lt B gt Your Text lt B gt Bold text lt I gt Your Text lt I gt Italicizes text lt U gt Your Text lt U gt Underlines text lt FONT color XXXXXX gt Your Sets text color Replace XXXXXxX with the appropriate color code Text lt FONT gt Font Color Codes OOFFFF Aqua 000080 Navy 000000 Black 808000 Olive OOOOFF Blue 800080 Purple FFOOFF Fuschia FF0000 Red 808080 Gray COCOCO Silver 008000 Green 008080 Teal OOFFOO Lime FFFFFF White 800000 Maroon FFFFOO Yellow Paragraph Codes lt BR gt Line break or carriage return Image Code lt img src jpg width 20 e Inserts an image at the point in the text where the codes resides height 20 gt e Replace jpg with the image file to be inserted This file must be copied to the web server into the folder where the Evanced application resides evanced lib0 e Width and height are in pixels W Note Width and height are adjustable but may impact page layout Generally avoid sizes above 30 pixels in either dimension MANO100 06 05 D 2 September 5 2008 Evanced Events 6 0 K APPENDIX
178. page 66 Finding removing and e mail a patron e Paragraph C Working in Patron Records page 67 Resetting No Show Information Registering and Canceling a patron and accessing an attendance sheet MAN0100 06 05 64 September 5 2008 Evanced x A Views and Navigation The illustration below displays the Attendee Lookup Report home page By default patron records are listed in alphabetical order Events 6 0 SEARCH First Name Text Entry Field Last Name Text Entry Field Phone Number HHE HH AHH Library Card Number HE Email Text Entry Field Confirmation Number FAH Show All Names Back to Maintenance Page Item Remove Last First card Phone Email Address City State Zip Last Date Name Name Number ERT View Edit 1 Smith Jane 123456 123 555 1212 jsmith web com 111 Home St Somewhere ST 12345 Steins Registration View Edit 2 Wood John 234567 123 555 1213 jwood web com 222 Another St Somewhere ST 12345 Registration View Edit 3 Zane Scott 345678 123 555 1214 szane web com 451 Home St Somewhere ST 12345 Registration Back to Maintenance Page MANO0100 06 05 65 September 5 2008 Evanced Events 6 0 K B Working in Attendee Lookup How To Do It Finding a Patron Record 1 Beginning at the home page click ATTENDEE LOOKU
179. patrons for the event The Event Attendance Sheet provides a link to the Event Registration Form W Note The system can be configured to delete the Attendance Sheet when an event is archived The system retains statistical information until the event is deleted from the database The following table provides an overview of the registration and attendance links associated with each event and the actions that may be performed Update Export to Link Statistics Register Excel Attendance v v v Attendance Stats v v Register M See the following How To Do It sections for related instructions How To Do It Accessing an Archived Event Registration Form 1 Beginning at the home page click on VIEW ARCHIVE Event Maintenance menu The system displays the Archive Maintenance page Use the Search Filter to locate the desired event The system displays search results which includes the publication status of the event in the Event Information Window to the right of the Search Filter See Section 1 A The Search Filter page 11 for further information about the Search Filter Locate the desired event in the list displayed Events that require registration contain a REGISTER link at the top of the record Click REGISTER The system displays the Event Registration Form Complete the Event Registration Form as desired See Chapter V Registration amp Attendance page 44 for more information about regist
180. plate Added the ability to convert a recurring event to a single event Added the ability to create 20 minute programs Added a Patron Status Display field to the Event Template for Staff Only Registrations This allows libraries to display a message i e Please see library staff to register for this event for events with no on line registration Added the ability to set expiration of the Residency Other Term restriction X number of days after registration begins Added the ability to set expiration of the Maximum In house Spots hold X number of days after registration begins Added the ability to copy a Recurring Series from Archive Added the ability to restore a Recurring Series from Archive Added paging to the events list also on the events List View that allows users to control the number of records that appear per page Added a limit on the Event Length drop list that prevents events from being scheduled beyond 11 59 PM Added the ability to edit an attendee s library card number from Attendee Lookup Added paging to Attendee Lookup that allows users to control the number of records that appear per page MANO0100 06 05 3 September 5 2008 Evanced Events 6 0 K SECTION 3 BEYOND EVENTS ROOM RESERVE AND SUMMER READER Evanced offers additional applications that help libraries manage their reading programs and facilities Please contact Evanced at support evancedsolutions com or 888 519 5770 for
181. plate Attendee Phone Number HHH HHH HHHH see Chapter IV 2 The Event Alternate Phone Number HHH HHH HHHH Template page 14 for more Attendee Email Address Text Entry Field information Resident of Town County O Yes O No Attendee Age Drop Down List 4 Stipulation Questions 1 6 Format varies based upon configuration of response fields Payment Required O Yes O No Number of Registrants Leave blank for single reservation Group Note Text Entry Field Required Field Z 3 Complete Registration COMPLETE REGISTRATION or ADD ME TO THE WAITING LIST This button will read either Complete Registration or Add Me to the Waiting List depending on the status of the Event Attendance Sheet It save the registration and send an e mail confirmation to the patron if they provided an e mail address ATTENDANCE This button provides access to the Event Attendance Sheet See Section 2 The Event Attendance Sheet page 48 for information about the Primary Event Attendance Sheet 3 BACK Back returns users to the Event Calendar without saving any information entered into the Event Registration Form MAN0100 06 05 62 September 5 2008 Evanced Events 6 0 K B Working in Calendar Registration How To Do It Accessing Calendar Registration and the Event Registration Form 1 3 Beginning at the home page click CALENDAR REGISTRATION The system displays the Program and
182. pter V Section 1 updated some of the graphics e Chapter V Section 1 D updated Display Personal Schedule e Chapter V Section 2 A updated the following in the category descriptions of the Event Attendance Sheet A 2 Statistics Entry 3 A Main List Table describing Event Attendance Sheet fields and functions added EDIT EVENT field e Chapter VI updated the introduction paragraph e Chapter VI Section 1 updated the Attendance Information portion of the introduction paragraph e Chapter VI Section 2 updated the Event Information Filter to include the ONGOING EVENTS field e Chapter VI Section 3 updated the Event Information Filter to include the ONGOING EVENTS field e Chapter VI Section 4 updated How To Do It Deleting Removing Subscriber s with Active Subscriptions section e Appendix A Section 1 updated System Requirements e Appendix E updated the introductory paragraph e Appendix E Section 1 updated or added the following items in the table of xml asp parameters A dm primarygroup A fe A roominfo e Appendix E Section 2 updated xml Display Mode Description to include lt DATE gt reference e Appendix E Section 3 updated the lt STATUS gt field in the exml Display Mode Description output example and the table of tags e Minor editorial changes Revision 1 April 9 2008 Revision 1 is the original Events manual for ve
183. r or update the Notes field Click UPDATE NOTES located at the end of the Notes column How To Do It Exporting the Event Attendance Sheet to Excel 1 Oh ee Access the desired Event Attendance Sheet see How To Do It Accessing the Event Attendance Sheet at the beginning of this section for more information Click EXPORT TO EXCEL The system exports information from all attendance lists Main List Waiting List Payment Waiting List and Cancelled List to a web window See below for an illustration of the report as it appears in the web window List First Last Alt Stipulation Reg Confirmation Status Name Name Phone Phone Email Address City State Zip Age Answer Notes Date Number Main Waiting Payment Cancelled Click File gt Save As The system displays the Save As window Select the desired Save As options file directory file name file type Click SAVE The system saves the file Close the export web window The system displays the Event Attendance Sheet How To Do It View Another Attendance Sheet The following instructions describe the process for accessing an Event Attendance Sheet from another Event Attendance Sheet i e going from the Event Attendance Sheet for event 1 to the Event Attendance Sheet for event 2 This process essentially bypasses the home page but retains all the capabilities and functionality of an Event Attenda
184. ration Click CLOSE to close the Event Registration Form without completing the registration and return to the Event Maintenance page or Click COMPLETE REGISTRATION to finalize registration The system displays an Event Registration Complete confirmation such as John Doe is registered for Title Date s Time The confirmation number is In consideration of the presenters and other attendees please try to be at the library 5 minutes prior to the beginning of the program 8 Click CLOSE to close the Event Registration Complete confirmation or 9 Click SAME EVENT REGISTRATION to complete an additional registration How To Do It Accessing the Event Attendance Sheet 1 Beginning at the home page click on VIEW ARCHIVE Event Maintenance menu The system displays the Archive Maintenance page MANO100 06 05 40 September 5 2008 Evanced Events 6 0 K Use the Search Filter to locate the desired event The system displays search results which includes the publication status of the event in the Event Information Window to the right of the Search Filter See Section 1 A The Search Filter page 11 for more information Locate the desired event in the list displayed Click either ATTENDANCE STATS Or ATTENDANCE The event will have one or the other at the top of the record The system displays the Event Attendance Sheet Complete or update the Event Attendance Sheet as desired A Statistics Entry Only i
185. rd Hours Checking that warns a user when they create or edit an event that occurs outside the library s standard hours For example the system will warn a user when they attempt to add an event at 9 00p m rather than 9 00a m if 9 00p m is outside the library s standard hours Added the ability to add and edit branches from a drop down list under Library Information Added the ability to delete an entire branch Added the ability to make an entire branch Private Internal only Added the ability to add a link on the Event Information and Event List View pages that displays a map to the library branch Added Regional Settings to System Configuration amp Settings Libraries can now control their own regional settings including time zones and daylight saving time Added additional tags for System and Email Templates MANO0100 06 05 2 September 5 2008 Evanced K Events 6 0 Feature Description System Configuration amp Settings Cont Separated Style Configuration pages for Events and Room Reserve each they can share a style configuration or be configured separately Added an option to hide blank fields on the PR Report Added Registration Start Date and Registration End Date to PR Report Add Edit Archive Attendee Lookup Added Event Edit Creation date to the Filter option This allows staff to see when the event was created or last edited without having to open the Event Tem
186. rds you want displayed per page 25 50 100 or 1 000 3 Click SEARCH The system displays results in the Event Information table to the right of the Search Filter 4 Click CLEAR SEARCH to clear the previous search criteria B The Event Information Table The Event Information table displays search results based on entries made in the Search Filter The Event Information Window allows users to Sort events by date time location type description title age group or status Sort results in descending or ascending order Archive events individually or in batches Edit copy and delete events and Access Event Attendance Sheets and Event Registration Forms The Event Information Table includes a set of buttons and links that allow users to perform certain actions The table below describes the available buttons and links and the actions they perform Buttons Links Description Add Edit Archive Add New Event A button above the Event Information Window that loads the Event Template MAN0100 06 05 12 September 5 2008 Evanced K Events 6 0 Buttons Links Description Add New Holiday Event Available in single branch libraries only A button located above the Event Information Window that loads an Event Template configured for holiday entries only SS Multi Branch System Note See Section 3 B Holidays and Closings page 32 for more information Archive Recurrin
187. re an event Room Reminder Offset functions when libraries run Events and Room Reserve and the event calendar displays room reservations 0 Disables Room Reminders Web Server URL or IP URL IP Address Entry Field Indicates the URL or IP address where Events has been installed Include http when entering the address i e http serveraddress com Folder Path Text Entry Field Indicates the system subfolder where Events is installed Type the path without the server address and starting or ending forward slash i e Evanced lib MANO0100 06 05 September 5 2008 Evanced Events 6 0 K Setting Option Description From Name Text Entry Field Related to nightly Notify bat From Name refers to the sender name in email messages We recommend the name be general to the library rather than a specific individual to preserve continuity of the address if changes occur From Email Address Text Entry Field Related to nightly Notify bat From Email Address refers to the sender email address associated with the From Name setting Nightly Status To Email Text Entry Field Related to nightly Notify bat Nightly Status To Name Email Name refers to the name of the internal recipient of nightly status emails This field is restricted to one name only The Nightly Status and From name fields may contain the same name Nightly
188. red export option Word or Excel The system opens a separate internet window containing the report in the desired format B Select FILE gt SAVE AS from the menu The system displays the Save As window Enter the appropriate file parameters W Note The default file type is Web Page htm html Be sure to select either Microsoft Word doc or Microsoft Excel xls as the file type D Click SAVE The system saves the file based upon the selected options 3 Printing the report A Select FILE gt PRINT from the menu MANO0100 06 05 71 September 5 2008 Evanced Events 6 0 K SECTION 2 THE DETAILED EVENT REPORT The Detailed Event Report provides much of the same information provided by the Event Statistics Report but provides the information by event title This report does not provide information about how patrons registered staff assisted or self registered The illustration below provides is a sample of the report format End Last Atten Regis Waiting Cancelled Title Date Time Time Library Location Event Type Modified dance tered List List Adults Seniors Teen Children Teen 2 18 20__ 4 00 5 00 Avon Teen Book Club 2 1 20__ 8 10 0 0 0 0 8 0 Book PM PM Public Room 16 00 Club Library Job 3 2 20__ 9 00 10 00 Plainfield Community Community 2 15 20 __ 10 15 0 0 10 0 0 0 Seekers AM AM Public Room 9 00 Network Library Bedtime 4 6 20__ 6 00 6 30 Avon Children s Children s 1 20 20__
189. register at that time The system automatically opens registration at the specified date and time e Fixed Date Select Fixed Date if you know the exact date registration will open or e Days before Event Select Days before Event if registration opens a specific number of days before the event date The system automatically calculates the date based upon the number of days entered This setting is recommended for recurring events when Attendance Sheet Operation is set to Individual Works with Starting Registration Time Refers to the time at which registration opens If blank registration opens at 12 01A M on the date given in the Starting Registration field 25 1 Fixed Date field 2 Days before Event Enter or pick the date on which registration should open or Enter the number of calendar days before the event that registration should open Select a time from the drop down list September 5 2008 Evanced K Field Ending Registration Ending Registration Time MAN0100 06 05 Opt Fixed Date ions Date Entry Field Days before Event Text Entry Field Day s For individual attendance sheets enter either a Fixed Date or Days before Event Do not select both Hri Min 4 AM t Description Refers to the date on which registration closes This field and Starting Registration function the same way e Fixed Date Se
190. roperties system Tampialos Calendar Display Properties Regional Settings Email Server Settings All Display Properties Security Entry Form Title P Entry Form Label Entry Form Data BACK List Heading List Item Light Background Note Your menu options i e Style Configuration Library Information etc may differ depending on whether you are a multi branch or single branch system and in a multi branch system whether you are in All Branches or individual branch mode 3 Click on the desired topic heading to expand or contract the list of options The sample below shows Event Title expanded to display its options Evanced Style Configuration Maintenance i General Display Properties Month Style Configuration s Sun Mon Tue Wed Thu Fri Sat Event Title Properties 7 Fi ETENA 5 6 T 8 9 Library Information Event Text 333333 System Templates Color Pick 10 11 EER Event Title FFFFFF 17 18 jonal Set s eg ng Background Pick za 125 Color Email Server Settings Event Title 333333 31 Saa Border Pick Cator Entry Form Title Snn S Entry Form Label Entry Form Data BACK List Display Properties Calendar Display Properties List Item Light Background Load Room Reserve Load Factory Defaults Select font options using the drop down menu not shown
191. rsion 6 MANO0100 06 05 September 5 2008 Evanced Events 6 0 K TABLE OF CONTENTS Page ae r a sey 1 section 1 Welcome to EVents ce cesieririraci irii aneii AE ENEE EEEN a 1 section 2 What s New in events ecreeneiik irene irnn E EAE EEEE ATSE TANE ANETE NEA ETET 1 Section 3 Beyond Events Room Reserve and Summer Reade ccceeecceceeeeeeeeeeeneeeeeeeneeeeeenaeeeseeneeeeeeaas 4 Chapter I Installation and Configuration ccccseeccseseeceseeeeeeenseeeeeenseeeeeeeseeeeesnsesneesaeaeseeesnseeneesuesneesesesneeenseeneeens 5 Chapter ll Logging Into the System ccccccsseeeseseeeeeseseenenseeneeenseeneeseeeseeeseeueeeeeseseseeeseseseeesnsesneeseesneeseseeneesnseenaeens 6 Chapter Ill Event System Maintenance Home Page cseseescsseseeeceseseeeseseeeeeeseseeeeesesesneesnseeneesesesneesesesneesnseeneeens 7 Chapter IV Event Maintenance seisine testes clvsastientesactecebesiis clunancndhseetvchsessctnclverssslunanencuiecseentuasesne 10 Section 1 Page View and Navigation c cece ee eeteee erent etree eerie ee er ee ee eet aeee eee eeeeeenaeeeeniaeeeeeeneeeeeeaas 11 A The Search Filter cece rene teenie eee enter enna ae ee enna ae ee eeeaae ee eeeaaeeeeeeaaeeeseeaaeeeeeeaaaeeeenieeeseeneeeeseaas 12 B The Event Information Table ccc teeter eee cne ee erties ee teee ee eeee ee saeeeeesaeeeeeeeaeeeseeaeeeseneeeeeeaas 12 Section 2 The Event Template i cccicstdencseseatautccrsadancnsydenccevsandoacea paudac
192. s Event Notification H Select Daily to run the script once a day I Click Next J Select the start time Every Day and start date K Click NEXT The system displays the current user logged into the system i To keep the current user do nothing and proceed to the next step or ii Enter the user log in and password for an alternate user W Important Note This must be a valid user account with Administrator privileges If the user account is disabled or deleted the scheduled task will not run until file is updated This has only been tested with user accounts that have full administrative privileges on the server L Click NEXT The system displays the following message if setup is successful You have successfully scheduled the following task M Click FINISH 3 Configuring or changing task properties A Select CONTROL PANEL gt SCHEDULED TASKS B Double click on notification item The system displays the task s update window From here you may update the task s properties and schedule C Update task properties and schedule as desired D Click APPLY E Click oK The system closes the task update window E Troubleshooting Problem Causes and Solutions When try to send an email and or try to register Your web server is unable to establish a connection for a program keep getting the error message to your e mail server because The transport failed to connect t
193. s fa System Settings System Configuration amp Settings Attendee Lookup Event Maintenance ico Location List Grade List Zip Code List gt Presenter List Event Type List Age Group List 2 Double click the list item to be modified The system loads a table containing the list item s configuration options i i Grade List Maintenance z Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level The first section allows you to ADD an item The second section allows you to REMOVE items by checking the item s and clicking on the DELETE ITEM S button You can MODIFY an item by double clicking on the row within the table ADD a new item to the list MAN0100 06 05 B 45 September 5 2008 Evanced x 3 Edit the item as desired Click save to save your modifications Optional Multi Branch System Applying this option will overwrite any existing list Events 6 0 Grade List Maintenance Text Size T Home Event Maintenance Registration amp Attendance Reports Settings About Logoff Admin Level Modify the item and re submit The item will be updated with the new change MODIFY item overwrite the existing list Click OK to proceed or CANCEL to abort the process How To Do It Deleting a List Item Click copy to all branches to apply the updated list to all branch
194. s standard email procedures How To Do It Emailing All Patrons 1 Access the desired Event Attendance Sheet see How To Do It Accessing the Event Attendance Sheet at the beginning of this section for more information Click on the desired attendance list Main List Waiting List Payment Waiting List or Cancelled List Click EMAIL located at the end of the Email column The system loads a blank email message with all email addresses listed in the BCC address field 4 Compose and send the email using your library s standard email procedures How To Do It Transferring a Selected Patron to Another Event 1 Access the desired Event Attendance Sheet see How To Do It Accessing the Event Attendance Sheet at the beginning of this section for more information Click on the desired attendance list Main List or Waiting List Click the TRANSFER link associated with the desired patron The Patron Transfer window appears as illustrated below TRANSFER Patron Name FROM TO Event Title System Autofill Field Branch Selector Date System Autofill Field Event Title System Autofill Field Date System Autofill Field Time System Autofill Field Submit Change 4 Review information in the From fields to ensure event information is correct 5 In the To fields select the alternate event to which the patron will be transferred A Use t
195. s such as 2C and 2C to represent special and characters such as spaces or commas 2C MANO100 06 05 F 1 September 5 2008 Evanced Events 6 0 K How To Do It Creating Filtered Calendar Views 1 Beginning at the home page click CALENDAR SEARCH PAGE The system displays the Schedule of Events Search page 2 Complete the Search filter Click FIND located at the bottom of the page The system displays the filtered calendar 4 Click sHow URL located above the calendar The system displays a Permalink window with the URL for the filtered calendar Highlight and copy the URL Paste the URL into the HTML code of your webpage How To Do It Calendar Notes 1 Current Date Default To set the Event Calendar s default date to the current date delete any date specific parameters i e amp mo 4 1 2006 or amp sd 4 27 2006 Default date is the date the calendar first opens to 2 Link to a Specific Day or Month If you want to provide a link to a specific day or month retain date specific parameters i e amp mo 4 1 2006 or amp sd 4 27 2006 How To Do It Finding a Branch s Libnum To find the libnum for a specific branch 1 Beginning at the home page click SYSTEM CONFIGURATION amp SETTINGS Settings menu The system displays the Style Configuration Maintenance Page 2 Click LIBRARY INFORMATION on the menu located on the left
196. s users to set the frequency of an event Select for single date events This is the default setting Select when an event occurs daily or every X number of days Select when an event occurs weekly 15 Events 6 0 How To Do It Select a branch from the drop down list e Unchecked Go to the EVENT DATE field e Checked Activates the DATE RANGE field Go to DATE RANGE field Enter a date by typing a date in the text entry field or pick a date by clicking the calendar button Enter a date by typing a date in the text entry field or pick a date by clicking on calendar button This is the default setting Select an alternate recurring option to deselect 1 Click on the desired option 2 If Every X days enter the frequency of the occurrence Click On WEEKLY 2 Type in the frequency i e 1 every week 2 every other week etc 3 Click on the day the event occurs September 5 2008 Evanced Field O Monthly O Additional Dates Recurrence Ends MANO0100 06 05 Options Day 5 of every 1 month s Default O The firs 1 day t 1 month s Date Month Day Year Ends After HH Text Entry Field occurrences End By Text Entry Field Pick of every Description Select when an event occurs monthly Option 1 allows you to select t
197. side of the page The system displays the Library Information Maintenance page 3 The Library Number appears above the Name field How To Do It Displaying Select Branches By default libnum 0 To display select branch es 1 Locate the branch number for the desired branch see Note 2 above 2 Add each branch number to the URL separated by 2C 2C Using the original example at the beginning of this section http calendar hclibrary org evanced lib eventcalendar asp df calendar amp EventT ype Adult 2C All Ages 2C Children amp Lib 0 2C 15 2C 1 The URL above displays an Event Calendar that includes events for branch numbers 0 15 and 1 How To Do It Branch Color Configuration Each branch may have its own color configuration Style Configuration To set a style configuration associated with a single branch as the default configuration enter libnum branch number branch number a single branch number Enter amp libnum 999 to use the style configuration from the All Branches mode MANO100 06 05 F 2 September 5 2008
198. strator sets the stipulations and response method check box yes no drop down list in Settings gt Systems Configuration amp Settings gt System Settings gt Event Entry Settings 30 Events 6 0 How To Do It Click the check box to activate payment functions Click the appropriate checkbox to activate the library card number field on the Registration page as 1 O a required field or 2 CARD NUMBER NOT REQUIRED an optional Select stipulations to include on the Registration page by clicking the associated checkbox September 5 2008 Evanced x Field Options Administrative Information Name Initials Text entry field Status Publish Do Not Publish Closing Out MANO0100 06 05 Description An auditing feature that indicates who created or revised an event This required field provides staff with a contact for questions or issues with the event Users must enter their name or initials the first time they create or revise an event form in a session which begins when a user logs onto the system The system automatically enters the user s name or initials in all subsequent forms created or revised during the session which ends when a user logs off the system and closes their browser The Administrator configures this field in Settings gt Systems Configuration amp Settings gt System Settings gt Event Entry Settings gt Enable Auditing De
199. t Maintenance e Add Edit Archive e View Archive Event Maintenance allows users with the appropriate security level access to manage the Event Calendar including adding editing copying publishing archiving and deleting events Event Maintenance also provides access to Event Registration Forms and Event Attendance Sheets see also Chapter V Registration amp Attendance page 44 e Section 1 Page View and Navigation page 11 provides information about accessing and navigating through the event database e Section 2 The Event Template page 14 contains a table with detailed information about the Event Template along with a description of the available fields and how to use them e Section 3 The Add Edit Archive Function page 32 provides information about working in the database of active events which contains all the events that appear in the staff and patron calendar views e Section 4 The View Archive Function page39 provides information about working in the database of inactive events which contains all the events that have been removed from the staff and patron calendar views Archived events still provide statistical information to the Reporting function MANO100 06 05 10 September 5 2008 Evanced Events 6 0 SECTION 1 PAGE VIEW AND NAVIGATION This section describes the organization of information in Event Maintenance The illustration below shows the layout of the Event Maintenance Add Edit Archive
200. t Report Registration and Attendance Events and PR Report Subscriber Lookup Subscriber Details Event Attendance Calendar Registration Attendee Lookup Attendee Lookup System Settings System Configuration amp Event Maint Settings dalada Branch Specific Lists Location List Grade List Zip Code List Presenter List System Wide Lists Event Type List Age Group List The Branch Selector menu only appears if there is more than one library branch configured on the system The Go to Room Maintenance hyperlink only appears if Room Reserve is installed and configured to work with Events These options appear at all Security levels These options appear at the Administrative level only These options appear at the individual branch level only and only to those with an Administrative level password The table below describes the functions available on the Event System Maintenance home page and provides reference links to more comprehensive information found in this manual The chapters that follow describe each function in more detail Function Description Event Maintenance Add Edit Archive The Add Edit Archive function allows staff to search a list of current events view event information add edit and archive events determine an event s publication status i e whether the event appears on the patron s calendar view and publish events
201. te is the primary form for entering and maintaining information about events The table on the following pages provides detailed information about the template and how to use it MANO100 06 05 14 September 5 2008 Evanced x Field Date Time Information Branch Ongoing Event Date Range Event Date Recurring Options One Time O Daily O Weekly MANO0100 06 05 Options Branch List 1 Text Entry Field Text Entry Field Text Entry Field See below O O Every _1_ day s Default Every weekday Every _1 weekson O O O Sun Wed Sat Mon Tues Thurs Fri Description This field appears only in a Multi Branch System when adding an event from All Branches mode The drop down list contains the names of all branches in the library system as configured by the Administrator as well as a System Wide Event option The System Wide Event option is used to add Holiday and Other Closings to the Event Calendar Recognition of a holiday display etc during a specific time period The Ongoing Event is for information purposes only and requires no registration i e Black History Month This field appears only if ONGOING EVENT is checked and refers to the date range for an Ongoing Event Appears only if Ongoing Event is unchecked and refers to the start date for an event This field allow
202. tem Autofill Field Date System Autofill Field Time System Autofill Field Submit Change Review information in the From fields to ensure event information is correct In the To fields select the alternate event to which the patron will be transferred A Use the Branch Selector to select the branch whose calendar you wish to view B Click SELECT EVENT to display the selected branch s Event Calendar C Locate the desired event D Click on the title for the alternate event The system returns the alternate event details to the To fields of the Copy List window E Review information in the To fields to ensure the correct event has been selected 6 Click SUBMIT CHANGE The system completes the copy without secondary confirmation Or 7 Click CANCEL to cancel the transfer close the Copy List window and return to the Event Attendance Sheet MANO100 06 05 57 September 5 2008 Evanced Events 6 0 K How To Do It Editing the Notes Field W Note You may edit multiple notes before selecting UPDATE NOTES at the end of the Notes column 1 2 3 4 5 Access the desired Event Attendance Sheet see How To Do It Accessing the Event Attendance Sheet at the beginning of this section for more information Click on the desired attendance list Main List Waiting List Payment Waiting List or Cancelled List Click in the Notes field associated with the desired patron Ente
203. tenance page Page Cancel Appears beneath the Cancel field it moves selected y y y participant s from the Main List or Waiting List to the Cancelled List and generates a status change e mail to the patron if the patron s file includes an e mail address Copy All Appears beneath the Transfer Copy field it copies all y y listed patrons from one event to another Edit Event Opens the event in Edit mode allowing staff to make V V V V changes to the event Email Appears beneath the E mail field and sends an e mail to V V V V all listed patrons Patron e mail addresses appear in the blind copy BCC field Export to Excel Allows users to save the Event Attendance Sheet in y y y y Excel Move A radio button in the Move field it moves selected patrons V y between the Waiting List and the Main List Pay Appears beneath the Payment field it moves selected V patrons from the Payment Waiting List to the Main List or the Waiting List depending upon the status of the Attendance Sheet Register Displays an Event Registration Form for the selected V V y V event MAN0100 06 05 52 September 5 2008 Evanced Events 6 0 K List Appearance Description Main Wait Pay Cancel Remove Deletes selected patrons from the Cancelled List y Uncancel It moves selected patrons from the Cancelled List to the y Main List or Waiting List as appropriate Update Appears beneath the No Show field it updates the No y Show cou
204. termines whether an event is published to the public calendar when saved The system automatically publishes events to the public calendar unless DO NOT PUBLISH is checked The security level of the user s password determines the ability to publish an event The Administrator sets security levels at the individual branch level through Settings gt System Configuration amp Settings gt Security Saves and publishes the event based upon the authority of the creator as set by the library Returns to the Event Maintenance home page without saving data entered 31 Events 6 0 How To Do It Enter your name or initials in the text entry field Click the DO NOT PUBLISH checkbox to withhold the event from the public calendar Otherwise the system automatically publishes the event to the public calendar Click SAVE to save the event Click BACK to return to the home page without saving data September 5 2008 Evanced Events 6 0 K SECTION 3 THE ADD EDIT ARCHIVE FUNCTION Add Edit Archive is the primary means of accessing and managing the events database This section provides information and instructions related to Adding events Paragraph A Add an Event page 32 Adding holidays and other closings Paragraph B Holidays and Closings page 32 Editing events Paragraph C Edit an Existing Event page 34 Copying events Paragraph D Copying an Event page 34 Deleting events and how that affe
205. the library 5 minutes prior to the beginning of the program Do not use the browser Back button Use one of the following buttons for navigation Click CLOSE to close the Event Registration Complete confirmation and return to the Patron Record or Click SAME EVENT REGISTRATION to access a blank Event Registration Form for the same event The contact information in this second Event Registration Form is blank Complete the Event Registration Form as desired How To Do It Viewing an Attendance Sheet from the Patron Schedule W Note The Event Attendance Sheet accessed from the Patron Schedule the Secondary Event Attendance Sheet does not contain the full functionality of the Event Attendance Sheet accessed from Event Attendance the Primary Event Attendance Sheet The Secondary Event Attendance Sheet does not allow you to e Return to the Event System Maintenance Page e Register a patron or e Access another Event Attendance Sheet For full functionality access the Primary Event Attendance Sheet from Event Attendance 1 Access the desired Patron Record See How To Do It Accessing Patron Records at the beginning of this section for more information Locate the desired event on the patron s schedule Click ATTENDANCE associated with the desired event The system displays the Secondary Event Attendance Sheet for the selected event 4 Click CLOSE to close the Secondary Attendance Sheet The system closes the
206. the patron s schedule Click CANCEL associated with the desired event The system displays the following secondary confirmation Are you sure you want to cancel your registration for Seminar on Event Date Click Continue to continue or click Close Window to stop the process 4 Click CONTINUE to cancel the registration or 5 Click CLOSE WINDOW to cancel the cancellation How To Do It Registering a Patron 1 Access the desired Patron Record See How To Do It Accessing Patron Records at the beginning of this section for more information 2 Click REGISTRATION located between Contact Information and No Show Information The system loads the Event Calendar 3 Click on the desired event The system loads the desired Event Registration Form with the patron s contact information completed 4 Click COMPLETE REGISTRATION or ADD ME TO THE WAITING LIST depending on the status of the event s attendance sheet The system saves the registration and displays a confirmation message A contirmation email has been sent to the patron s email account MANO100 06 05 60 September 5 2008 Evanced Events 6 0 K 5 Click OK to close the confirmation message The system displays the following Event Registration Complete confirmation Patron Name is registered for Title Date s Time The confirmation number is In consideration of the presenters and other attendees please try to be at
207. tnnaannannaaeennaanannae 25 E E mail Templates Subscriber Messages ssrssseerrressrreseerresrerrssernnenrnnnadtenaastnnadatnaanenannaakannannan anaa 27 Fi security Access Passwords cece vsiscdehsiistcceverte cect vesed a aasar EEA anA AAA EAKA AANA SEEEN RESA NaS 30 G SYSIEM SUMS ernia OE en ee a A EEEO 32 MAN0100 06 05 ii September 5 2008 Evanced Events 6 0 H Category Lists and Filters 0 00 eer irr nn ee eee eee eee eee ee erties ee naaeeeeeteeeeenaeeeee 40 Appendix C Events and Room Reserve a Guide to Functions and Responsibilities ccceeeeeeeees 1 Appendix D HTML Reference Guide cc sceeeeeeceeeeeeeeeeeeeee ee eeneeneaeeeeeeeee eens eeaeeeseeee sg eeaeneneeseseeesseeneeseseeeseeeees 1 Section T ATML Formatting tac2 see vieecetie eet div etdaadiyeetatie eel nese ddl nea eased aoe eae aerate 1 Section 2 Inserting Hyperlinks ccccsrcrne naniii i A REEERE EEEE EEA 2 Section 3 Frequently Used Codes 0 0 cceceeccecnece cece ee eeeeeeaeeeeeee cece eaaanaeeeeeeeegsqaaeaeeeeeeeeggeeaaaeaeseeeeseeeenieeeeeeeseeed 2 Appendix E Using Events XME aS 0 ici saiscccecinsecnacccsdecxnsnesanthneiicedassascnnnacetaendtaussandacbasscxeadendnsaientectsadendedanedsecaxhianss 1 Section T USAGE scorre eight viele ene dads esas iia teed edi edie edad teed eed 1 Section 2 xml Display Mode DeSCription 0 0 00 eeenete ee eeee rece eee ee eeeaeeeeeeaaeeeeeeaeeeeeeeaeeeeeeaeeesiaeeeeseneeeseeas 2
208. to additional event detail MONTH 20_ Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 12 00 Brown Bag Lunch Seminar 7 8 9 10 11 12 13 14 15 16 17 18 19 20 6 00 PM Teen Book Club 21 22 23 24 25 26 27 7 00 AM Friday Networking Group 28 29 30 MONTH 20 _ Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 8 30 AM Staff Meeting 4 5 6 7 8 9 10 11 12 13 14 15 15 17 10 00 AM Family Carnival 18 19 20 21 22 23 24 6 00 PM Bedtime Stories 25 26 27 28 29 30 E How To Do It Working with the Events and PR Report 1 Running the Report A Beginning at the home page click EVENTS AND PR REPORT Report menu Event Information Filter see the illustration on page 74 B Select or enter the desired reporting options including Display Options C Select one of the following options i ii Click CLEAR to erase previously selected options or iii Click BACK to return to the home page without running the report MANO0100 06 05 76 The system displays an Click FIND to run the report The system generates the desired report Or September 5 2008 Evanced Events 6 0 K 2 Printing the report A Select FILE gt PRINT from the menu 3 Saving the report A Select FILE gt SAVE AS from the menu The system displays the Save As window B Enter the appropriate file parameters
209. to preview the image The preview also displays height and width of the image Click USE THIS IMAGE to attach the image and return to the Event Template The system automatically completes the Height and Width fields or Click CANCEL to return to the Event Template The system does_not complete the Height and Width fields Type the text to associate with the image in the Alternate Text field Height and Width contains information if an image has been attached Steps 1 3 above Enter text as desired September 5 2008 Evanced x Field Options Registration Information Registration O No Registration O Patron amp Staff Registration O Staff Only Registration Fill in any applicable stipulations Description Determines whether the event requires registration and who may submit a registration See the Stipulations section below for additional information concerning registration e No Registration Required indicates the event does not require registration to attend e Patrons amp Staff indicates the event requires registration and that both patrons and staff may submit registrations e Staff Only indicates the event requires registration and that patrons must see a staff member to register The Reports function includes registration statistics in its reports Selecting either Patron amp Staff Registration or Staff Only Registration enables a list of optional registration stipulations
210. try Field Email Text Entry Field Show All Names Back to Maintenance Page Item Remove Last Name First Name Email 1 Jones Adam ajones web com View Edit 2 Kendall Jane jkendall web com View Edit 3 Lane Claire clane web com View Edit 4 Martin William wmartin web com View Edit Back to Maintenance Page 3 Click SEARCH to find the requested name s or MANO100 06 05 77 September 5 2008 Evanced Events 6 0 4 K Click BACK TO MAINTENANCE PAGE to cancel the search and return to the home page W Note BACK TO MAINTENANCE PAGE does not clear the search filter The search filter does not clear until another search is performed or the user logs out of the system How To Do It Editing Subscriber Information 1 2 Find the desired subscriber see How To Do It Finding a Subscriber above Click the VIEW EDIT associated with the desired subscriber The system displays the Subscriber Information Report Edit the subscriber information as desired Click SAVE to save your changes or Click BACK to return to the Subscriber Information Report without saving How To Do It Deleting Removing Subscriber s with Inactive Subscriptions W Note Only patrons that have unsubscribed to all upcoming event notifications may be deleted or 1 2 3 4 removed from the subscriber list Patrons that have cancelled all notifications have
211. w To Do It Accessing the Event Attendance Sheet at the beginning of this section for more information 2 Make sure the Main List is active by clicking on the Main List tab Click the MOVE radio button associated with the desired participant The system displays the following message MANO100 06 05 54 September 5 2008 Evanced Events 6 0 K Move from the Main List to O Waiting List O Payment Waiting List O Cancel and Close Window 4 The system moves the selected participant to the selected list and displays the following message if there is an active waiting list The next person on the Waiting List is about to be moved to the Main List Click OK to proceed with moving the person or click Cancel to manually move people to the Main List Please note that the opening will remain vacant until a staff member manually moves someone to the Main List 5 Click Ok to move the first person on the Waiting List to the Main List or go to Step 6 to continue A The system displays the following message if participant s record contains an e mail address A status change email has been sent to the patron s email address B Click OK to close the message and return to the Event Attendance Sheet 6 Click CANCEL to cancel the move and return to the Event Attendance Sheet How To Do It Moving Participants From the Payment Waiting List Confirming Payment 1 Access the desired Event Attendance Sheet see How To Do
212. w and reset no show information Delete attendees from the database and Register attendees for events Cancel attendees from events Attendee Lookup streamlines event registration by automatically completing the contact information section of the Event Registration Form A detailed discussion of Attendee Lookup begins on page 64 Reports Event Statistics Report The Event Statistics Report summarizes statistics for all events and event types within a specified date range The report is exportable to Word or Excel A detailed discussion of the Event Statistics Report begins on page70 Detailed Event Report The Detailed Events Report allows to users generate a customized report based upon criteria selected from the Event Information Report Filter The available criteria include keyword date range age group branches libraries and event types Users can display reports in HTML format and export to Word or Excel A detailed discussion of Detailed Event Report begins on page 72 Events and PR Report The Events and PR Report provides users with a detailed report about events scheduled within a specified time frame including the schedule description and public relations needs of scheduled events The amount of detail in the report depends upon the report s format i e list table or calendar Users may export reports to Word or Excel A detailed discussion of Events and PR Report begins on page 74 Subscriber
213. ware Any virus scanning program setup to run on the host computer should automatically scan all outgoing email from this code as well There should be no need to modify the configuration How To Do It Editing the notify bat File 1 Locate and edit the notify bat file YV Important Note Use only a basic text editor such as Notepad to edit these files DO NOT use WordPad or Word which adds formatting that corrupts the file s A Edit batch file URL Contents of notify bat HttpRequester vbs http localhost notify eventnotify asp 0pmode ALL Replace http localhost notify with the URL that points to your Events installation For example if your URL location is http mycalendar mylibrary org evanced lib eventcalendar asp Replace http localhost notify with http mycalendar mylibrary org evanced lib Your notify bat would contain the following HttpRequester vbs http mycalendar mylibrary org evanced lib eventnotify asp 0pmode ALL 2 Schedule this script A Select CONTROL PANEL gt SCHEDULED TASKS B Click ADD SCHEDULED TASK The Scheduled Task Wizard opens MANO100 06 05 B 8 September 5 2008 Evanced Events 6 0 K C Click NEXT The system will ask you to Click the program you want Windows to run To see more programs click Browse D Click BROWSE The system displays the Select Program to Schedule window E Locate and click on the notify bat file F Click OPEN G Enter a meaningful file name such a
214. workmanship under normal use and service The obligation of Evanced under this warranty shall be limited to the repair or exchange of any part or parts which may prove defective under normal use and service within two 2 years from the date of manufacture or eighteen 18 months from the date of installation by the original purchaser whichever occurs first such defect to be disclosed to the satisfaction of Evanced after examination by Evanced of the allegedly defective part or part s THIS WARRANTY IS EXPRESSLY IN LIEU OF ALL OTHER WARRANTIES EXPRESSED OR IMPLIED INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR USE AND OF ALL OTHER OBLIGATIONS OR LIABILITIES AND E VANCED SOLUTIONS NEITHER ASSUMES NOR AUTHORIZES ANY OTHER PERSON TO ASSUME FOR EVANCED ANY OTHER LIABILITY IN CONNECTION WITH THE SALE OF THE EVENTS SOFTWARE SYSTEM THIS WARRANTY SHALL NOT APPLY TO THIS EVENTS SOFTWARE SYSTEM OR ANY PART THEREOF WHICH HAS BEEN SUBJECT TO ACCIDENCE NEGLIGENCE ALTERATION ABUSE OR MISUSE EVANCED MAKES NO WARRANTY WHATSOEVER IN RESPECT TO ACCESSORIES OR PARTS NOT SUPPLIED BY EVANCED THE TERM ORIGINAL PURCHASER AS USED IN THIS WARRANTY SHALL BE DEEMED TO MEAN THAT PERSON FOR WHOM THE EVENTS SOFTWARE SYSTEM IS ORIGINALLY INSTALLED THIS WARRANTY SHALL APPLY ONLY WITHIN THE BOUNDARIES OF THE CONTINENTAL UNITED STATES In no event whether as a result of breach of contract warranty tort including negligence or otherwise shall Evance
215. ws users to search all events in the database The Add View Archive and View Archive functions have their own separate Search Filters which search their assigned database The Search Filter retains search criteria until a new search is entered How To Do It 1 Beginning at the home page click on the desired function on the Event Maintenance menu The system displays the selected maintenance page 2 Enter the desired search parameters into the Search Filter on the left side of the page A B C G Select an Event Type from the drop down field optional Select the desired date range optional Published or Unpublished Events optional i Click Published Events to search events published to the calendar ii Click Unpublished Events to search events that are not viewable on the public calendar Staff have the ability to view unpublished from the staff calendar iii Deselect both Published and Unpublished options to search all events Click Show ongoing events to include Ongoing Events in the list Click Combine recurring events to consolidate a recurring event into one event listing Deselecting Combine recurring events displays recurring events as multiple single date events i e four listings showing one date each vs one listing showing four dates Type a keyword into the Key Word field to narrow the search Keyword searches event titles and descriptions only Results per page Click on the number of event reco

Events User Manual - FRED Collaborative Work Areas

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