How to Setup Event
Contents
1. Manual TABLE OF CONTENTS Managing Vente Ss sonas 4 Adding BVeENE A A 6 E A E A EE reer er sr eer 7 E ssauastacynassueaessvaaseenareatsneetsvassaoeereeuseiaess 9 A Mires mentee ne ie morn Rents tina re tinea Rae res nee es AE meas N me ee ae 11 AN 13 IS A SO 15 EERE EEE a DAPR A A 16 Davo dOr Da O ee POT Tan PTR EEO 16 EdTELOO EVEN naiiai E ee aa 17 Gene hae O Me A OE 18 LOCA TAS a oats aa a 20 PLL A ee ee ee eee eT RON ee SR eT ene eee 22 A SVs EE D A eR eee ee RE Re ORI E AAN ee E nr ear ee eA ee oer ear er 23 ey igh ae nh IR AA POE OPED PRCT O T OOOO OE RPC POP D COT 25 Wn USNS EVO Sd 25 Record PM a cani 26 RAI wit eee Re tere eet era DR TRON E E STOTT TPE OTT eT PORT OTe ots Pree enone on ToT mere 27 Master Attendance Me BO ROO A tees 27 DELS TES RS Str E D E EE Te noe ene E EN 29 NS A A E TEA 29 Marat ACEO od 30 E A A A A S 30 CA am EX ake wigs E recor ere ees AAA T 30 MAS OU Sl OG og eens eee cer A N I ne sn eee eS ee N eee eee se 31 Delete Registra LLO nia 32 ae ON GHGS e O O Reem me tT Ene eam 33 WAG Ma gi o A Ti 33 Wie tee Renova lina 34 Preformatted Reports ii A O Net tees Dae E RC eee RP 35 Pl solace 35 Rese a CONTIENE TOM 35 CEDEN E O as 35 VN OSU eG FeAl Ol smh et OMA DG 37 PCS SIN AIS chara seddscacsdia bd 37 o A cat cactieaas cans cancun A 37 Dave Re Ver va oe OO lina iD 38 O eae 38 E ELE As E E tyes EEEN E NEE E I A E E IAE TTA 38 COMES is O10 1a a dl 39 Conta Dc2. Add Session C Add Session Click on Session to edit or delete Session Information Use this section to maintain your event sessions This section contains a button for adding new sessions and a list of all sessions already defined for this event Click on the Add button to add a new session This opens the Add session form The session options are 23 as follows Optional All Session Title Room Maximum Occupancy Event Date Start Time End Time Grade Limit if student registration was selected on General information form and Description Event Sessions f Optional Session 7 All attendees get this Session Title PO Room FP Max Occupancy Po Event Date Select Event Date Start Time 01 00 am 7 End Time o1 00 am Grade Limit ist and 12th Description Fill in the session information and click the Save button to save the new session Your newly added session will appear in the session list This section has six required pieces of information Optional All Title Room Maximum Occupancy Event Date Start Time End Time Once all of your session information is entered press the Next gt button to Continue Any errors or conflicts will display at the top of the form If there are no errors or conflicts the Edit Event Wizard advances to the next form To create a session that all attendees get welcome meeting closing meeting etc click the circle to t
3. 16 EDITING YOUR EVENT When an event must be changed to meet new requirements you may need to redefine general event information registration information event location the costs of attending the event or the number of sessions the event has All of this event information can be modified in the Edit Event Wizard The Edit Event Wizard takes you sequentially through a series of forms for redefining your existing event These forms are General Information Location s Billing Session Confirmation These forms are displayed in the wizard based upon answers to specific event requirements For example checking the Recurring Event checkbox on the General Information form makes the Recurring form available Leaving the Recurring Event checkbox unchecked hides the Recurring Event form Navigate through the forms using the lt Previous and Next gt buttons found at the bottom of each screen Once the desired information is saved press the Finish button to save the changes and return to the administrative calendar 17 Edit Event Wizard General Information This form tracks the following information e Event Definition e Registration Requirements e Comments and Descriptions Event Definition This section defines the following general information Event Title Recurring Event unlocks Recurring form in wizard if checked Starting and Ending Dates and Times Contact Additional Category and a URL link to a site on the world wide web
4. Location form The location options are as follows Primary Location For ITV events only Location Maximum Occupancy Event Date Start Time and End Time If the event is multi session you can have only one location Event Locations Region Limit Location By Region Region Map Location Select a Location Max Occupancy Event Date 3 26 2008 Start Time os oo AM F End Time Jos foo 7 AM The Region dropdown list is a tool you can use to limit the locations to those in the selected region If you have questions about which region your location is in click on the Region Map link found to the right of the Region dropdown list This displays a map of the regions like the image found to the right This section has five required pieces of information e Location Maximum Occupancy Event Date Start Time End Time Once all of the information is entered press the Save button Any errors or conflicts will display at the top of the form If there are no errors or conflicts the location is saved and you are returned to the Event Locations list Your newly added event location will appear in the event locations list When adding a location to the event if your event location is not in the location dropdown list it can be added by clicking the blue New button found beneath the location dropdown list This opens the New Location Form Fill in all information about the new location and press the
5. a list of reports that break down attendance and contact information displays email addresses of contacts and attendees and provides labels for managing your event Reports are broken out into two sections The Master Attendance Reports and Preformatted Reports MASTER ATTENDANCE REPORT This section is composed of two reports that are used for maintaining registration data e Attendance Report e Waitlist Report Maintenance of most registration information is handled through the Attendance and Waitlist reports Vertical Report The Vertical report is launched from the report menu From the menu form you have the option to define what contact information to display in the report Name District School Job Title Address Billing Address Telephone Email Fax Payment Method Master Attendance Report Select the fields you want in the Attendee Waitlist Report IY Name nm Billing Address al District Agency e Telephone M School M E mail 4 Job Title IY Fax IY Address ra Payment Method Cas 21 Pressing the button titled View found beneath the display options opens the vertical report in a new window The vertical report has three sections e Event Information e Location Information e Contact Information Event Information This section displays the title of the event the total number of attendees and the fee to attend the event Event Information mt i vent Eve Total Registrants 1 ec 0 00
6. first name last name title district school and email address of each attendee Additional attendees can be added to the group by clicking on the Add New Attendee This creates an empty attendee record To remove attendees from the group click the Delete button found to the left of the attendee name Once all attendee information is correct click the lt Back button to return to the Waitlist report Te 1 a eee a ad oe ore tle OILSErIcCL Scho First Name Last Name it dl noo Grade Delete Other Mankato Area Catho NONE y Email P Parent if other title please specify Po 7 Fo Select a Titte E Mankato Area Catho NONE Email Fo if other title please specify Po FP Selecta Title Mankato Area Catho NONE Email PO OO O i eee ee Waitlist Removal If a registration s status is set to waitlist and enough seats for each attendee in the registration become available a Give Seat button displays next to the contact s status Clicking the Give Seat button removes the attendees from the waitlist and decreases the number of available seats 34 PREFORMATTED REPORTS This section is composed of four sections e General Reports e Attendance Reports e Contact Reports e Labels General Reports The General section consists of four reports e Email List e Resend Confirmation e CEU Generator Email Report During the registration period your event information may need to be changed These changes
7. on the world wide web with more information about your event Event Information Event Title Le curring Event Start Date 9 2006 El event staref08 00 AM End Date syajzoos El event end 10 00 AM Contact Select Contact Addt Category NONE tef Link URL htp hiipii my site com tef Link Tert Link to MySite The Category selected on the calendar defines the primary category for your new event The Additional Category displayed in the Event Definition section gives you the option to have the event display under a second category as well This section has four required pieces of information e Event Title e Start Date e End Date e Contact Registration Requirements This section defines whether the general public can register for your new event This section is opened when Allow Registration is checked The registration options are as follows Registration Type Limit Group Size Group Size Options Allow Waitlist Registration deadline Onsite Registration Time Multi Session Event unlocks Session form in wizard if checked For Students unlocks grade limits Region and Attendee Option Event Registration Ao ny Registration Ed Reg Type Individual Only e Group Only O User s Choice Team Limit Group Size C Group Size Maximum Po Allow Waitlist Reg Deadline 11 6 2007 E Check in Time 01 30 ET Multi Session W For Student
8. opens the Add Event Wizard See Adding Your Event page 6 Event List This section displays all events that match the search criteria The events are broken down by month and year then by date of event within the month and year Each event displays the date s of the event and the event title Each event has the following commands Edit Opens the Edit Event Wizard See Editing Your Event page 17 Copy Opens the Add Event Wizard with all information pre filled to match the current event Cancel Prompts for cancellation confirmation then removes the event from event list Report Opens the Report Launcher form See Report Launcher page 27 Only displays if registration is enabled for the event Payment Opens the Record Payment form See Record Payment page 26 Only displays if event has fee s associated with it Register Opens the Registration Wizard See Registration Wizard page 42 Only displays if registration is enabled for the event and event registration has not expired Event Detail This section displays detailed information for each event Next to each event listed in the event list is a small icon Clicking the icon opens the event detail section and changes the icon to This section displays the following event information Event Status Registration Time Start Time End Time Price Registration Deadline Location s with link to yahoo map Contact Information Description
9. send the payment by check the mailing address will be given to you on the confirmation form Bill Me If you opt to receive an invoice for the costs of the event the bill will be sent to the address in the billing information section Credit Card EFT E Check If you opt to make an electronic payment you will be sent to a pay site on the confirmation form This option only appears 1f the hosting location allows electronic payment 45 Attendee This form only appears when registering a group Use this form to enter all attendee information This information is used for name badges roster sheets and for sending event notifications to attendees Each attendee has a field for first name last name title district school and email Ez Other Mankato Area Catho NONE Parent if other title please specify i j Poo poo Select a Tite Mankato Area Catho NONE if other title please specify a pO pO selecta Title sf Mankato Area Catho NONE y if other title please specify Fill in all attendee information and click the Next gt button to continue 46 Session This form only appears when the event has multiple sessions This section is composed of two parts e Selected Sessions e Available Sessions Selected Sessions This section lists the sessions that have been selected Each selected session displays a button to remove the session from the list the session time and title Clicking
10. with more information about your event Event Information Event Title Le curring Event Start Date 9 2006 El event staref08 00 AM End Date sqyzoue El event end 10 00 AM Contact Select Contact Addt Category NONE tef Link URL htp hiipii mysite com tef Link Text Link to MySite The Category selected on the calendar defines the primary category for your event The Additional Category displayed in the Event Definition section gives you the option to have the event display under a second category as well This section has four required pieces of information e Event Title e Start Date e End Date e Contact This section defines whether the general public can register for your event This section is opened when Allow Registration is checked The registration options are as follows Registration Type Limit Group Size Group Size Options Allow Waitlist Registration deadline Onsite Registration Time Multi Session Event unlocks Session form in wizard if checked For Students unlocks grade limits Region and Attendee Options 18 Event Registration m Registration Reg Type Individual Only C Group Only C User s Choice Team Limit Group Size C Group Size Maximum Allow Waitlist D Reg Deadline 11 6 2007 ES Check in Time 01 30 ET 4 Multi Session For Students ma Grade Limit 1 st and 12th Region North Eas
11. Comments URL Link Clicking the icon closes the event detail section and changes the icon to ADDING YOUR EVENT When setting up a new event you want to define general event information event starting and ending dates times if the event supports registration where the event is located the costs of attending the event the number of sessions the event has and the frequency of the event All of this event information is entered in the Add Event Wizard The Add Event Wizard takes you sequentially through a series of forms for defining your new event These forms are General Information Location s Billing Session Recurring Confirmation These forms are displayed in the wizard based upon answers to specific event requirements For example checking the Recurring Event checkbox on the General Information form makes the Recurring form available Leaving the Recurring Event checkbox unchecked hides the Recurring Event form Navigate thru the forms using the lt Previous and Next gt buttons found at the bottom of each screen Add Event Wizard General Information This form tracks the following information e Event Definition e Registration Requirements e Comments and Descriptions Event Definition This section defines the following general information Event Title Recurring Event unlocks Recurring form in wizard if checked Starting and Ending Dates and Times Contact Additional Category and a URL link to a site
12. Location Information This section only displays for events that do not have multiple sessions defined For each event location the location name seats filled seats available seats and number of attendees on the waitlist for the location are displayed Location Information Location Seats Filled Available Waitlist Camp Snoopy Ballroom Contact Information This section consists of a list of registration contact information All contacts by default display the registration status OK or Waitlist the event location and the registration date and time All other information is displayed based upon the fields selected from the report menu Contact Information DistrictfAgency Agency School Address PO Box 9384 Mankato MN 56001 Telephone 507 8598 5039 Fan Email joe smith agency com Pymt Method Event Location Lake Crystal Wellcome Memorial Status OK Reg Date 3 17 2006 2 29 49 PM 28 Registrations can be maintained from this section The following options are available from the contact information section Delete Registration Edit Contact Maintain Attendees Edit Sessions only is multi session is enabled Waitlist Removal Delete Registration Next to each registration contact is a Delete button Clicking the Delete button opens the deletion confirmation form shown below Confirming the delete removes the contact information and all attendees added under this registration This makes the seats tak
13. Save button This saves the new location to the system and automatically sets the event location to your newly added location Building Room Address City State KA Zip IT Enabled Region Select a Region Region Map Billing This form tracks the following information e Event Fee e Optional fees 10 Event Fee This section defines the following billing information Billing Location Event Price Charge options and Bill Me Option The Hosting Organizations defines the following e Where payments should be sent if there is a fee to attend your event e Policy information displayed during registration Weather Cancellation ADA e CEU Organization Name Signature and Background The Charge options define whether the event price will be per attendee or per group team registration Payment Options Bill Me Ootion Enabled Disabled EventiWorks offers two payment options Bill Me and Send l eae os a Check If the Bill Me option is disabled the only payment method available will be Send Check Send Check Comments The Send Check Comments appears next to the payment must he paid within 5 working daws prio option Send Check Use this field to give payment H eee deadlines or other payment information for those paying by check The Bill Me option defines whether or not a person registering for the event can request a bill If the Bill Me option is disabled the attendee must send in a che
14. Unpublished Events When users begin creating events using the Add Event Wizard but cannot complete the wizard they have the ability to save the event for later When users choose to save for later completion the events appear in the Unpublished Events form Each saved event is displayed on this form Each event displays its category title and date time saved To begin working on the event again click the Select button next to the event This re opens the Add Event Wizard with all of your previous information pre loaded To cancel the event and remove it from the system click the Cancel button i gt ACADEMIC DECATHLON Select 7 Event Tithe October Forum Saved 9 76 7006 3 53 12 PM 25 RECORD PAYMENT If your event has fees associated with it the payment by the attendees should be recorded here The payments form displays all contact names organizations amounts charged amounts paid and check numbers When a payment is received for your event open this form find the contact who sent payment record the payment amount and check number 1f they paid by check then click the Save button to record the payment Payment Amount Check Number Smith Joe Agency Price Oty Total 5 95 1 5 95 Total 55 95 26 REPORTS During the registration period it may become necessary to make changes to group or individual registrations The reports section not only gives you the opportunity to make these changes but also provides
15. as five different attendee reports They are as follows Attendance By Export Name District District and School Location Grade Attendance by Name This report displays all event attendees not on the waiting list Each attendee s name title district agency and email address is listed Next to each column title are two arrows Use the arrows found next to the column titles to change the order of the attendees listed Adams John Parent Mankato Area Catholic Schools janetr norsoft net Attendance by District This report displays all event attendees not on the waiting list grouped by their district Each attendee s name title and email address is listed Next to each column title are two arrows Use the arrows found next to the column titles to change the order of the attendees listed 2134 Burkhow Sadie Student Christensen Courtney Student Eilertson Ryan Student 37 Attendance by District and School This report displays all event attendees not on the waiting list grouped by their district and school Each attendee s name title grade and email address is listed Next to each column title are two arrows Use the arrows found next to the column titles to change the order of the attendees listed Mankato Area Catholic Schools All Saints School 3 Belevedere Phillip Parent Haskel Eddie Librarian Wickham George Parent Attendance by Location This report displays all event attendees not on the
16. ck for their total event fee The Send Check Comments is used to give payment deadlines or other payment information for those paying by check Are there optional fees Use this section to add optional fees to the event An example of an optional fee is offering lunch for a fee There is a selection list titled Optional Fees on the form This section contains a button for adding new optional fees and a list of all optional fees already defined for this event Click on the Add button to add an optional fee This opens the Add fee form The fee options are as follows Fee Description and Fee Amount 11 Event Optional Fees Add New Optional Fee Optional Fees Click on Optional Fee to edit or delete Enter the optional fee information and click the Save button to save the new fee Your newly added fee will appear in the Optional Fees list Event Optional Fees Fee Description Fee Once all of your event fee information is entered press the Next gt button to Continue Any errors or conflicts will display at the top of the form If there are no errors or conflicts the Add Event Wizard advances to the next form 12 Session This form only displays if the Multi Session feature 1s enabled on the General Information form This form tracks the following information e Session Registration Requirements e Session Information Session Registration Requirements Use this section to define the number of sessions each i
17. could have an effect on those attending your event During the registration process the contact and attendee email addresses are requested The email report generates a list of these email addresses This address list can be used to mass email the attendees of your event Resend Confirmation Resend confirmation gives you the ability to resend a confirmation email to the attendants CEU Generator When your event applies to continued educational credits you can generate certifications for each attendee with a name These certificates can be handed out to attendees upon completion of your event The CEU generator has one setup field The Credit Hours value prints on the CEU certificate Credit Hours a Date 11 6 2007 E Clicking the Generate CEU button opens a new window that waits until the certificate generation is complete Once complete the certificate opens The certificates are in PDF format You will need Adobe Acrobat Reader to view the certificates 35 _ GENERATE CEU This may take a few minutes KILET The certificate is composed of the attendee name event title organization and CEU credits The CEU appearance and organization is defined by the events billing location Coruihc Le Award Smith Joe Event 1 Event South Cantral Servica Coop Organization a CEU Credits 36 Attendance Reports Each event with registration h
18. en by this registration available to new registrations or those on the waitlist for the location Are you sure you want to delete this contact First Name Joe Last Name Smith DistrictsAgency Agency School building Technology 507 888 8039 joe smithBageney com PO Box 4334 Mankato Edit Contact Next to each registration contact is an Edit button Clicking the Edit button opens the edit contact form shown below From this form you can modify the contact first name last name district or agency school or building job title telephone number fax number email address city state and zip The region field defines what districts are in the district list The district list defines A what schools are in FirstName Maimuna the school building Abdirahman list Changing either E Sher mamae the region or district AS 77 will change the lists rcrade ra under them School building Other If Other pease specify Ken nady Job Title Stu dent Once your changes IS If Other pleage specify have been made s0737 clicking the Save button saves the ail i changes and returns 160 Homestead Dr 4106 ity Mank back to the vertical me report ls nooo Guo Ea 29 Maintaining Attendees If group registration is enabled for your event either a Make Group or Attendee button is displayed next to each contact If the registration has only one attendee a Make Grou
19. for this location Directions Locabon Map Blue Earth Area High School Blue Earth MA 56013 Room Auditorium Lake Crystal Wellcome Memorial Directions Location Map Lake Crystal MN 56055 Room To be determined GO us 43 Contact and Billing Information This form tracks the following information Contact Information Event Fees Billing Information Contact Information This section defines the following general information Registration Type First Name Last Name District Agency School Building Job Title Telephone Fax Email Address City State and Zip Code Contact Information required field our name will appear just as it is entered on name badges and certificates Registration Type Individual Grou P Num of Attendees Include contact person below in number if applicable You must reserve a space for each person in your group First Name Last Name A Region State Wide District Agency Select a District Agency If Other please s pecifys School Building select a School Building If Other please spec ify Job Title Select a Title If Other please s pecify Telephone Fax Email Confirm Email Address City State Zip The registration type is only available for events defined for group registration or user s choice If registering a group enter the total number of attendees in the group Make sure to include the contact in the grou
20. hat set of organizations districts are initially displayed when users register for events Comments and Descriptions This section allows you to enter detailed information about your event 19 Once all of your event information 1s entered press the Next gt button to Continue Any errors or conflicts will display at the top of the form If there are no errors or conflicts the Edit Event Wizard advances to the next form Location This form tracks the following information e What type of event e Where is the event What type of event At the top of the Location form is an ITV Location checkbox If your event is for ITV then checking this box will limit the locations you can choose from to ITV enabled locations only Leaving this option unchecked gives you access to all locations in the system ITV events require one location to be defined as the Primary Location ITV events require a Maximum Attendee limit This limits registration to the number specified for the ITV event IT Event E Event Locations Add Event Location Add Event Locations Click on Location to edit or delete Gigi Ghee Where is the event Once you have defined the location type you will want to add your location s There is a selection list titled Event Locations on the form This list contains all locations already defined for the event Click on the Add button to add a new location This opens the Add Location form The location options are as f
21. he left of the text All attendees get this session 24 Confirmation This form displays a saved message 1f there were no errors or conflicts If an error or conflict is found the error is displayed on the form with a link to the form in the wizard to correct the error or conflict Event Location Conflicts Blue Farth Area High Schooa ts listed as a location for the event on 3 16 2006 but the event goes from 3 17 2006 to 3 17 2006 Please go to General Information to extend the event or go to Location Information and modify the location date Event Session Conflicts ession 1 is listed as a session for the event on 3 16 2006 but the event goes from 3 17 2006 to 3 17 2006 Please go to General Information to extend the event or go to Session Information and modify the session date ession 2 is listed as a session for the event on 3 16 2006 but the event goes from 3 17 2006 to 3 17 2006 Please go to General Information to extend the event or go to Session Information and modify the session date ession 3 is listed as a session for the event on 3 16 2006 but the event goes from 3 17 2006 to 317 2006 Please go to General Information to extend the event or go to session Information and modify the session date ession is listed as a session for the event on 3 16 2006 but the event goes from 3 17 2006 to 317 2006 Please go to General Information to extend the event or go to Session Information and modify the session date
22. inue to a pay site 49
23. ion available to new registrations or those on the waitlist for the location Are you sure you want to delete this contact Delete First Name Joe Last Name Smith District Agency Agency School building Job Title Technology Telephone i507 888 68039 joe smith agency com PO Box 9384 Mankato ei 56001 32 Edit Contact Next to each registration contact is an Edit button Clicking the Edit button opens the edit contact form shown below From this form you can modify the contact first name last name district or agency school or building job title telephone number fax number email address city state and zip Once your changes have been made clicking the Save button saves the changes and returns back to the Waitlist report Contact Information required field First Name Joe Last Name Smith District A gencyfAgency ssts S School fbuilding A 0b Thie Technology If Other please specify fcesmith agencycomn POBox9384 oS Manksto MN feor Maintaining Attendees If group registration is enabled for your event either a Make Group or Attendee button 1s displayed next to each contact If the registration has only one attendee a Make Group button is displayed If there are multiple attendees in the registration an Attendee button is displayed Clicking either of these buttons opens the attendee maintenance form shown below 33 The attendee maintenance form displays the
24. mith Agency School building Job Title Technology S07 1355 4569 joe smith agency com PO Box 93746 Mankato MN 56321 Event Information This section lists the event title registration time start time end time event contact information location information description cancellation policy ADA policy and weather policy Event Information Event 1 Registration Time 5 00 AM Start Time 6 00 AM 10 00 4M Matt Mikkalson Telephone 507 389 4748 Fax 507 388 4049 Blue Earth Area High School Location Map Blue Earth MN 56013 Description Cancellation Policy Cancelations will be sent via email to the registration contact ADA Policy No taking picture of kids Weather Policy Listen to radio channel 103 5 for cancelations due to weather 48 Session Information This section lists all selected session titles dates times and descriptions Event Sessions tle Session 1 Date 3212006 me 01 00 PM to 01 50 PM Pite Session 4 Date 3 21 2006 ime 02 00 PM to 03 00 PM Billing Information This section lists the attendance fee and optional fees and a mailing address for sending payment Billing Information Price Qty Total Send Check to DOSC Some Street Attendance Fee 5 00 1 5 00 lunch 3 00 3 9 00 M Mankato MN 56003 Total 14 00 Click the Complete Registration button to complete the event registration Click on payment button 1f you chose to pay electronically to cont
25. n Information and modify the location date Event Session Conflicts ession 7 is listed as a session for the event on 3 16 2006 but the event goes from 3 17 2006 to 3 17 2006 Please go to General Information to extend the event or go to Session Information and modify the session date ession 2 is listed as a session for the event on 3 16 2006 but the event goes from 3 17 2006 to 3 17 2006 Please go to General Information to extend the event or go to Session Information and modify the session date ession 3 is listed as a session for the event on 3 16 2006 but the event goes from 3 17 2006 to 3 17 2006 Please go to General Information to extend the event or go to Session Information and modify the session date ession q is listed as a session for the event on 3 16 2006 but the event goes from 3 17 2006 to 317 2006 Please go to General Information to extend the event or go to Session Information and modify the session date Save For Later It is not always possible to finish creating an event in one sitting There may be information on the event that needs confirmation before publishing your event to the world To confront this need a button titled Save for Later is displayed at the bottom of each event form Clicking this button saves the event to the system but does not publish the event it will not be visible to the world To publish the event go to the Unpublished event form found in the navigation on the left side of the screen
26. n Wizard The Event Registration Wizard takes you sequentially through a series of forms for recording your registration information These forms are Location Contact and Billing Attendee Session Confirmation These forms are displayed in the wizard based upon answers to specific event requirements For example 1f there are multiple event locations the Location form 1s available If the event supports multiple sessions the Session form is available If registering a group then the attendee form is available Navigate through the forms using the lt Previous and Next gt buttons found at the bottom of each screen 42 Event Registration Wizard Select Location This form only appears if the event supports multiple locations Each event location is listed in alphabetical order on the form The location name address room and a link to a yahoo map is available for each location Select the desired location and click the Next gt button to continue to the next form REGISTRATION SELECT LOCATION Blue Earth Area High School Directions Location Map Blue Earth MN 56013 Room Auditorium Lake Crystal Wellcome Memorial Directions Location Map Lake Crystal MN 56055 Room To be determined E Gz If a location is full and the event waitlist is turned on a message is displayed with the full location If the waitlist is turned off the full location does not get displayed for new registering attendees Put me on waitlist
27. ndividual must signup for and for entering your session information There are two fields for specifying the minimum and maximum signup requirements Attendee must signup for at least 3 Sessions Attendee can sign up for no more than f sessions Add Session o Aad Session Click on Session to edit or delete Session Information Use this section to maintain your event sessions This section contains a button for adding new sessions and a list of all sessions already defined for this event Click on the Add button to add a new session This opens the Add session form The session options are as follows Optional All Session Title Room Maximum Occupancy Event Date Start Time End Time Grade Limit if student registration was selected on General information form and Description Event Sessions f Optional Session All attendees get this Session Title Room Max Occupancy Event Date Select Event Date Start Time o1 00 AM End Time o1 00 am Grade Limit Mist dd 12th Description 13 Fill in the session information and click the Save button to save the new session Your newly added session will appear in the session list This section has six required pieces of information Optional All Title Room Maximum Occupancy Event Date Start Time End Time Once all of your session information is entered press the Next gt button to Continue Any errors
28. next to the column titles to change the order of the attendees listed District Agency Phone Adams John Parent Mankato Area Catholic SchoolsLoyola High School 333 333 3333 Barbour Barry Parent Mankato Area Catholic SchoolsLoyola High School 333 333 3333 Selevedere Phillip Parent Mankato Area Catholic SchoolsAll Saints School 507 555 8834 Contact Export This feature builds a comma delimited file with the all the event contacts not on the waiting list Each contact s first name last name title address city state zip phone fax District School Payment Method Billing Address Billing City Billing State Billing Zip Payment Date Check Number Amount Paid and Email Address are listed in the file The first row has column headings that define the order of the contact information in the file Contact Attendees This report displays all event contacts not on the waiting list Each contact s name title district school phone number fax number and email address 1s listed The Rows under are the members in the group Next to each column title are two arrows Use the arrows found next to the column titles to change the order of the attendees listed Metrict Mankato Area Catholic 333 333 Adams John 3 Parent Loyola High School 3333 janetr norsoft net Schools Mankato Area Catholic Schools Mankato Area Catholic Schools Adams John Parent Bailey Beetle Parent 39 Contact Payment This repo
29. ng date No event 1s added after the ending date Event Intervals Occurs Weekly Monthly yearly Day 16 of every i month s O the First Day of every E month s Ending Date EZ 7 2006 CO az GD 15 Y early Frequency The Yearly option has two options Option 1 defines the Month and the day of month the event falls on Option 2 defines the occurrence with the day or day of week the event falls on with the month Each option also has an ending date Select your yearly options then enter the ending date No event 1s added after the ending date Event Intervals Occurs C Weekly Monthly Yearly Every January 1 The First Day of January Ending Date 112006 Ej Finish Once all of your recurring information is entered press the Finish button to continue Any errors or conflicts will display at the top of the form If there are no errors or conflicts the Add Event Wizard advances to the next form Confirmation This form displays a saved message 1f there were no errors or conflicts If an error or conflict is found the error is displayed on the form with a link to the form in the wizard to correct the error or conflict Event Location Conflicts Blue Estrih Area High Sohooa ts listed as a location for the event on 3 16 2006 but the event goes from 3 17 2006 to 3 17 2006 Please go to General Information to extend the event or go to Locatio
30. ns in a new window GENERATE NAME BADGES This may take a few minutes BEEBE eRe e 40 Each name badge is composed of the attendee s name title agency district and event title Joe Smith Name Badges are 2 14 x 3 Yo Technology Agency Event 1 Conference Label This feature generates conference labels for all event attendees whose names were entered during registration The conference label processing form opens in a new window GENERATE CONFERENCE LABELS This may take a few minutes EEE SEE Te Smith Joe Each conference label is composed of the Agency attendee s name agency district event title Session 100 PM 1 50 PM event date event location and the following Session 1 session information Room 104 e Session time Session IM 305 PM 4 00 PH Session 2 e Session title Room 205 session NE TOO PM 1 30 PH Session 3 Room 100 Labels are 3 Ya x 4 e Session Room Event 1 UNF 72006 Blve Earth Area High School Itinerary Report This feature generates conference itinerary for all event attendees whose names were entered during registration 41 REGISTERING FOR YOUR EVENT When someone registers for your event you will want to acquire specific information from them The event needs to track who is attending where they are attending how many are attending and which sessions they are taking All of this registration information is entered in the Event Registratio
31. nt An example of an optional fee is offering lunch for a fee There is a selection list titled Optional Fees on the form This section contains a button for adding new optional fees and a list of all optional fees already defined for this event Click on the Add button to add an optional fee This opens the Add fee form The fee options are as follows Fee Description and Fee Amount 22 Add New Optional Fee Add Optional Fees Click on Optional Fee to edit or delete Enter the optional fee information and click the Save button to save the new fee Your newly added fee will appear in the Optional Fees list Event Optional Fees Fee Description Fee Once all of your event fee information is entered press the Next gt button to Continue Any errors or conflicts will display at the top of the form If there are no errors or conflicts the Add Event Wizard advances to the next form session This form only displays if the Multi Session feature is enabled on the General Information form This form tracks the following information e Session Registration Requirements e Session Information Session Registration Requirements Use this section to define the number of sessions each individual must signup for and for entering your session information There are two fields for specifying the minimum and maximum signup requirements Attendee must signup for at least E Sessions Attendee can sign up for no more than f sessions
32. ollows Primary Location For ITV events only Location Maximum Occupancy Event Date Start Time and End Time Event Locations Region Limit Location By Region Y Region Map E Location Select a Location Max Occupancy 7 F Event Date 3 26 2006 Start Time 00 Am F End Time os 7 oo AM 7 The Region dropdown list is a tool you can use to limit the locations to those in the selected region If you have questions about which region your location is in click on the Region Map link found to the right of the Region dropdown list This displays a map of the regions like the image found to the right 20 This section has five required pieces of information e Location Maximum Occupancy Event Date Start Time End Time Once all of the information is entered press the Save button Any errors or conflicts will display at the top of the form If there are no errors or conflicts the location is saved and you are returned to the Event Locations list Your newly added event location will appear in the event locations list When adding a location to the event if your event location is not in the location dropdown list 1t can be added by clicking the blue New button found beneath the location dropdown list This opens the New Location Form Fill in all information about the new location and press the Save button This saves the new location to the system and automatically sets the event location to your newl
33. or conflicts will display at the top of the form If there are no errors or conflicts the Add Event Wizard advances to the next form To create a session that all attendees get welcome meeting closing meeting etc click the circle to the left of the text All attendees get this session 14 Recurring This form only displays if the Recurring feature is enabled on the General Information form This form tracks the following options e Weekly Frequency e Monthly Frequency e Yearly Frequency Weekly Frequency The weekly option defines the weekly interval between events the days of the week the events fall on and an ending date If your event occurs weekly select the Weekly option at the top of the form This displays the weekly options Select your weekly interval and the day s of the week the event falls on and then enter the ending date No event 1s added after the ending date Event Intervals Occurs Weekly Monthly Yearly Recur every week s on a Sunday E Flonday a Tuesday Wednesday O Thursday L Friday C Saturday Ending Date 3717 2006 m Monthly Frequency The monthly option has two options Option 1 defines the day of month the event falls on and the monthly interval between events Option 2 defines the occurrence with the day or day of week the event falls on and the monthly interval between events Each option also has an ending date Select your monthly options then enter the endi
34. ota cora 39 Conta EXPO enna aaa ek 39 Contacte Attendees o 39 A O A e a 40 A A eee 40 A o A 40 NA vaca shee eects A AE ceases 40 AO 41 A ovessuetuasscetcsatscassevectesbuatssetseatsters ecto 41 Event R gis LAA 42 TOOTE L OTE E TAN 43 COME ACG amd Tl ATC a a a 44 ACCON O UE N ENO 46 EE SR O AE A E RO 47 MANAGING YOUR EVENTS The Administrative Calendar is the starting point to manage all of your events From this form you can define new events edit existing events cancel events copy events run reports generate CEU documents and register for your events The Administrative Calendar is composed of three sections e Event Search e Event List e Event Detail Select Category ACADEMIC DECATHLON Show Event From January 007 Through November 2008 Add New Event Only Show Canceled Events E 1 13 2007 MNAD Snowflake Scrimmage Event Search This section defines what events are displayed on the calendar Events can be found using the following options Category Starting Month Starting Year Ending Month and Ending Year The Category dropdown lists all categories you can access Use the Starting and ending Months and Years to display events that occur during that range for the selected category To update the search results press the Update button found next to the search fields To add a new event for a specific category select the desired category and press the Add New Event button This
35. p button is displayed If there are multiple attendees in the registration an Attendee button is displayed Clicking either of these buttons opens the attendee maintenance form shown below The attendee maintenance form displays the first name last name title district school and email address of each attendee Additional attendees can be added to the group by clicking on the Add New Attendee This creates an empty attendee record To remove attendees from the group click the Delete button found to the left of the attendee name Once all attendee information is correct click the lt Back button to return to the vertical report Er ie First Name last Name istrict School Grade Other Mankato Area Catho NONE Farent if other title please specify Select a Tite Mankato Area Catho NONE if other title please specify EEG Select a Title y Mankato Area Catho NONE Email if other title please specify Edit Session This form is used for maintaining attendee s session selections At the top of the form is a list of all selected sessions Under the selected sessions is a list of available sessions Clicking on Remove button takes the attendee out of a session Clicking on the Select button add the attendee to the session 10 50 AM to 11 50 4M The Decorated Letter 12 40 PM to 01 40 PM Coloring the World MESES Title Come Owling With Us Room Luther Hall 206 Ses
36. p if they are also planning on attending the event This section has 11 required pieces of information Registration Type if event is setup for user s choice First Name Last Name District Agency Job Title Telephone Email Address City State Zip 44 Event Fees This section displays 1f the event has an attendance fee or optional fees At the top of this section 1s the event fee Below the event fee is a list of optional fees Each optional fee has a field for entering a quantity The fee amount and description are also listed with each fee Enter the quantity requested for each optional fee before continuing Event Fee 5 00 Optional Fee s Qty Desc fo 3 00 lunch Billing Information This section displays 1f the event has an attendance fee or optional fees At the top of this section 1s a checkbox titled Same as Above Checking this box populates the address fields with the contacts address from the contact information section Below this checkbox are fields for billing address city state zip code and payment method Billing Information Same as above Address City MN Zip Po 7 Payment Method 1 will send a check must be paid within 5 working days prior to event Bill me includes a 35 billing charge for billing handling O Credit Card EFT E Check PaySchool There are three payment methods e Send Check e Bill Me e Credit card EFT E Check Send Check If you opt to
37. rt is only available if your event has a fee associated with it Each contact s name number of attendees title organization school payment method amount due amount paid and check number is listed Checking the Show Detail will give more information on the payment C Show Detail District Agency School Adams John 1 Parent Mankato Area Catholic Schools Loyola High Schoo CREDIT CARD 10 00 10 00 PaySchool Bailey Beetle 1 Parent Mankato Area Catholic Schools Loyola High School SEND CHECK 10 00 0 00 Barbour Barry 1 Parent Mankato Area Catholic Schools Loyola High Schoo CREDIT CARD 10 00 10 00 PaySchoal Label Reports Each event with registration has five different label reports All labels are in PDF format You will need the Adobe Acrobat Reader to view the labels They are as follows e Mailing Label e Name Badge e Name Badge Adhesive e Conference Label e Itinerary Mailing Label This feature generates mailing labels for all contacts in your event The Mailing Label processing form opens in a new window GENERATE MAILING LABELS This may take a few minutes eee ee eT TE Each mailing label is composed of the contact s name Joe Smith agency district address city state and zip code Agency PO Box 9938 The labels are 1 x 4 Mankato MN 56001 Name Badge This feature generates name badges for all event attendees whose names were entered during registration The name badge processing form ope
38. s m Grade Limit 1st and 12th Region North East Attendee G Display a link on email confirmation that allows your registration contacts Options to update their group attendee information up to the registration deadline They cannot add or remove attendees without calling you the registrar Once registration is complete registration contacts must call you the registrar to update attendee information There are four types of registration e Individual Only Registration is limited to one person If a group of people would like to register for this event they must do so individually This is the only option if Multi Session is enabled e Group Only Registration is limited to groups A group is composed of one contact and all the attendees in the group The contact is not counted as an attendee e User s Choice Registration is available for both individual registration and group registration e Team Registration is limited to groups A team is composed of a team contact and team members The team contact is not counted as a team member The limit Group Size feature can be used to set maximum group size or it can be used to define the group team size The waitlist feature defines whether registration is still allowed when an event location is full This option is not available with Multi Session events This section has two required pieces of information if Allow Registration is checked e Regi
39. sion Date 3 7 2006 Session Time 09 40 AM te 10 40 AM Grade Between 3rd and Sth Description Waitlist Removal If a registration s status is set to waitlist and enough seats for each attendee in the registration become available a Give Seat button displays next to the contact s status Clicking the Give Seat button removes the attendees from the waitlist and decreases the number of available seats 66 30 Waitlist Report The Waitlist report is launched from the report menu From the menu form you have the option to define what contact information to display in the report Name District School Job Title Address Billing Address Telephone Email Fax Payment Method Master Attendance Report Select the fields you want in the Attendee Waitlist Report IY Name n Billing Address ra District Agency ra Telephone M School M E mail M Job Title M Fax W Address r Payment Method G Cars Pressing the button titled Wait List found beneath the display options opens the Waitlist report in a new window The Waitlist report has four sections Event Information Session Information Location Information Contact Information Event Information This section displays the title of the event the total number of attendees and the fee to attend the event Event Information went Event 1 otal Registrants 1 EE 0 00 Location Information This section only displays for events that do not have mul
40. stration Deadline e Onsite Registration The Region defines what set of organizations districts are initially displayed when users register for events Comments and Descriptions This section allows you to enter detailed information about your event Once all of your event information is entered press the Next gt button to continue Any errors or conflicts will display at the top of the form If there are no errors or conflicts the Add Event Wizard advances to the next form Location This form tracks the following information e What type of event e Where is the event What type of event At the top of the Location form is an ITV Location checkbox If your event is for ITV then checking this box will limit the locations you can choose to ITV enabled locations only Leaving this option unchecked gives you access to all locations in the system ITV events require one location to be defined as the Primary Location ITV events require a Maximum Attendee limit This limits registration to the number specified for the ITV event Event Locations Add Event Location ox Event Locations Click on Location to edit or delete GO GD Ge Where is the event Once you have defined the location type you will want to add your location s There is a selection list titled Event Locations on the form This list contains all locations already defined for the event Click on the Add button to add a new location This opens the Add
41. t Attendee Display a link on email confirmation that allows your registration contacts Options to update their group attendee information up to the registration deadline They cannot add or remove attendees without calling you the registrar Once registration is complete registration contacts must call you the registrar to update attendee information There are four types of registration e Individual Only Registration is limited to one person If a group of people would like to register for this event they must do so individually This is the only option if Multi Session is enabled e Group Only Registration is limited to groups A group is composed of one contact and all the attendees in the group The contact is not counted as an attendee e User s Choice Registration is available for both individual registration and group registration e Team Registration is limited to groups A team is composed of a team contact and team members The team contact is not counted as a team member The limit Group Size feature can be used to set maximum group size or it can be used to define the group team size The waitlist feature defines whether registration is still allowed when an event location is full This option is not available with Multi Session events This section has two required pieces of information if Allow Registration is checked e Registration Deadline e Onsite Registration The Region defines w
42. the Remove button removes the session from the Selected Sessions list and returns it to the Available Sessions list 01 00 PM to 01 50 PM Session 1 03 05 PM to 04 00 PM Session 2 Available Sessions This section lists the sessions that are available they still have room available and are not in your selected list Each session displays the title room date time and description Next to each session is either a Select button for selecting the session or a Time Conflict notification Available Sessions Session 3 100 Session Date 3 21 2006 Session Time 01 00 PM to 01 50 PM Description M Select 7 Title Session 4 Fido rie B92 Session Date 3 21 2006 Session Time 02 00 PM to 03 00 PM Description If an available session s time conflicts with a selected session a Time Conflict notification is displayed and the session is marked as unavailable for selection Fill in all attendee information and click the Next gt button to continue 47 Confirmation This form displays all registration information for the contact to verify before completing the registration This section is composed of four parts Contact Information Event Information Session Information Billing Information Contact Information This section lists the contact s first name last name number of attendees district agency school building job title telephone fax email address city state and zip code Contact Information Joe S
43. tiple sessions defined For each event location the location name seats filled seats available seats and number of attendees on the waitlist for the location are displayed 31 Location Information Location Seats Filled Available Waitlist Camp Snoopy Ballroom 60 Gustavus Adolphus College 200 Contact Information This section consists of a list of registration contact information on the waiting list All contacts by default display the registration status Waitlist only the event location and the registration date and time All other information is displayed based upon the fields selected from the report menu Contact Information Contact Andrews Joseph Business Affairs 2 District Agency 77 School Address PO Box 9387 Eagle City FL 93836 Telephone 507 554 5323 Fax Email jja B4 cam Pymt Method Event Location Lake Crystal Wellcome Memorial Status On Waitlist EE Reg Date 3 17 2006 3 21 06 PM Registrations can be maintained from this section The following options are available from the contact information section Delete Registration Edit Contact Maintain Attendees Waitlist Removal Delete Registration Next to each registration contact is a Delete button Clicking the Delete button opens the deletion confirmation form shown below Confirming the delete removes the contact information and all attendees added under this registration This makes the seats taken by this registrat
44. waiting list grouped by location region Each attendee s name title district agency and email address is listed Next to each column title are two arrows Use the arrows found next to the column titles to change the order of the attendees listed South Central Best Western North Mankato Adams John Parent Mankato Area Catholic Schools Bailey Beetle Parent Mankato Area Catholic Schools Barbour Barry Parent Mankato Area Catholic Schools Attendance by Grade This report displays all event attendees not on the waiting list grouped by their grade Each attendee s name title district agency and school are listed Next to each column title are two arrows Use the arrows found next to the column titles to change the order of the attendees listed District Agency Adams John Parent Mankato Area Catholic Schools Loyola High School Bailey Beetle Parent Mankato Area Catholic Schools Loyola High School Barbour Barry Parent Mankato Area Catholic Schools Loyola High School 38 Contact Reports Each event with registration has six different contact reports They are as follows e Contact List Contact Export Contact Attendees Contact Payment Contact Fees Contact Locations Contact List This report displays all event contacts not on the waiting list Each contact s name title district school phone number fax number and email address is listed Next to each column title are two arrows Use the arrows found
45. y added location Building Room Address City State KA Zip IT Enabled Region Select a Region Region Map 21 Billing This form tracks the following information e vent Fee e Optional fees Event Fee This section defines the following billing information Billing Location Event Price Charge options and Bill Me Option The Billing location defines the following e Where payments should be sent to if there is a fee to attend your event e Policy information displayed during registration Weather Cancellation ADA e CEU Organization Name Signature and Background The Charge options define whether the event price will be per attendee or per group team registration Payment Options Bill Me Option Enabled Disabled EventiwWorks offers two payment options Bill Me and Send da aia aia Check If the Bill Me option is disabled the only payment method available will be Send Check Send Check Comments The Send Check Comments appears next to the payment must he paid within 5 working daws orio option Send Check Use this field to give payment H aon deadlines or other payment information for those paying by check The Bill Me option defines whether or not a person registering for the event can request a bill If the Bill Me option is disabled then the attendee must send in a check for their total event fee Are there optional fees Use this section to add optional fees to the eve
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