Sign-up Tool User Manual

Transcription

1 Sign-up Tool User Manual Getting started from the meeting organiser s perspective The Sign-up Tool allows those with appropriate permissions (Subject Coordinators and Project Owners) to create three different types of events or meetings. Each of these options is available from the following page, which is displayed after clicking on Add from the Interact site s Sign-up tool home page. Open meeting: There is a single time slot for an event/meeting and sign-up is not required for participants. Single Slot: There is a single time slot for an event/meeting; the number of participants can be limited or unlimited and the participant is required to sign up. Multiple Slots: The meeting is segmented into multiple time slots. The participant is required to sign up. The default option is Multiple Slots as shown below. Note that by default the meeting is advertised in the current Interact site, but may be made available to other sites you have ownership rights to by clicking on Other Sites.

2 Select the meeting type and enter the appropriate data. Fields denoted * are mandatory. The information required for each meeting type is identical except for information under the Meeting type heading: A single slot meeting requires the number of participants to be included: A Multiple slots meeting requires the number of meeting slots available and the number of participants per slot. The time slot duration is calculated automatically from the length of the meeting and the number of slots available: Clicking Next opens the meeting summary page, which gives the meeting organiser the option to: receive notification when a participant signs up or cancels an appointment, notify all site members of the meeting availability (ticked by default), make meeting participants names visible to others if required.

3 Click the Publish button to publish the meeting and return to the main page, or click Cancel to remove all records for this meeting. Clicking Assign participants and publish allows the meeting organiser to add participants manually before publishing if required..

4 How to view, organise, and edit a meeting Click the Title of an event/meeting to access the Meeting Details page: In the table above, there are four columns: Time Slot: the time frame for each segment in the event/meeting Max # of Participants: the maximum number of participants for the time slot; the organiser can manually assign participants in excess of this number Participants: the names of participants who have signed up for this slot Wait List: the names of participants who have added themselves to the wait list for this slot To add a participant to a time slot Click the Add button on the Participants column Select the desired participant from the dropdown list of site members Click the OK button to add or the Cancel button to reset.

5 To delete a participant from a time slot Simply click the Delete icon adjacent to the participant's name. o Important: when you delete a participant, the participant at the top of the wait list will be promoted to this time slot. To edit a participant in a time slot Click the Edit icon adjacent to the participant's name Select a desired action by clicking the appropriate radio button: Move Select a desired time slot which is available for this participant. Replace Select a desired participant who is available for the event/meeting. Click OK to replace the old participant with the new one. The old participant no longer holds a sign-up slot. o Important: when you move a participant out of a time slot, the participant at the top of the wait list will be promoted to this time slot. Swap Select a participant from the dropdown. Click OK to swap the participants. Their initial time slots are now switched. Manage the participants in a wait list Add a participant to a wait list Click Add Participant in the Wait List column Decide whether the participant should be on the top or at the bottom of the list Select the desired participant from the list Click OK to add or Cancel to reset. Note that this option is only active if a time slot contains the maximum number of participants. Delete a participant from a wait list Click the Delete icon adjacent to the participant's name in the Wait List column.

6 Lock or cancel a time slot Lock or unlock a time slot Click the desired time slot in the Time Slot column to see the following view: Click the lock/unlock icon to lock or unlock this time slot. If the time slot is locked, a locked icon appears next to the time slot. Once the time slot is locked, participants can no longer sign up; however they can cancel their appointment. Unlock reopens the time slot. Cancel or restore a time slot Click the desired time slot in the Time Slot column. To cancel, click the Cancel icon. If the timeslot has been cancelled, click Restore if you wish to restore it. Once the time slot is cancelled, all participants associated with that time slot will be removed (including those on the wait list), and participants can no longer sign up or add themselves to the wait list. Restore will reopen this time slot but it will not restore the former participants. Copy an event/meeting You can create a new event/meeting based on an existing one. You can optionally assign the participants to the same time slots in the new event/meeting. Click the desired event/meeting title on the Sign-up Tool main page and advance to the Meeting Details page Click the Copy link on the top menu bar to continue to the next page, Copy this Meeting Modify any desired fields for the new event/meeting and publish it.