03_Events Trainingv3 1

03_Events Trainingv3 1

Publish Event You can publish some information about your content before you have set up all the details. In this way, people can learn about the event on your website prior to registrations opening. This gives you time to complete all setup information, while at the same time advertising a coming event. Registration Period Once the event is open for registrations, you may need to offer assistance by registering some people in the back end. Pre-Event Admin Create and print the Seating Plan, Attendance Sheet, and Name Tags just before the event date. Post-Event Admin Once the event is over, you ll need to update the attendance data to indicate who was present. This is particularly important if your event is linked to personal development (PD) goals or activities. 2

Event Category List Events>Event Management>Events The default view in the Events section is the Event Category List. To add a category: Click on the New Category icon. Complete the New Category Form that opens To add a subcategory: Click on the Parent Category Click on the New Category icon in the new column that opens Complete the New Category Form that opens 3

Event Category List The default view in the Events section is the Event Category List. Category Form fields include: Field Parent Category Title Public Title for URL Short Description Long Description Groups Link Options Checkbox Options; display Menu Description Populates with parent category if relevant Name your category Keep this checked or you will not be able to view the category Prepopulates Displays in Category List View Displays in Record List View Select which groups have access to this category. If no groups are selected, it will default to public access. You can enter a redirect link Keep this box checked in order to view the category on the front end as a menu item. 4

Event List Events are colour coded to indicate: Black: Waiting not yet published on the front end Blue: Active published on the front end Red: Expired Event date has passed Actions include: Edit Icon Copy Icon Delete Checkbox Click on this, (or the event name) to edit the Event Click on this to duplicate / copy the Event Select the checkbox and click on the rubbish bin icon to delete the Event. New Event Icon Click on this to create a new Event. Before adding a new Event, consider the overall process. 5

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Event List Add an Event part 1 Click on the New Event Icon to add a new event. Complete the New Event form that opens and save, (more options will become available after you have saved your Event). The Event Form opens up with the Details>Event tab displayed. Most of the work in setting up your Event information is done here. Event Field Title Title for URL Location Event Date Start time Name Tag Start Publish & Close Publish Dates Registration Open & Registration Close Field Description Name your event here This automatically populates for new Events, but not for copied Events Select your venue; these need to be set up in the Events Module first If the Event date is not yet known, check the Upcoming box Event start time Select your name tag design; these need to be set up in the Events Module first The dates that event information is published (displayed), on the front end. You can publish prior to opening the event for registrations Dates when the Register button is enabled and disabled. Remember to save periodically, as this data is not automatically saved. 7

Event List Add an Event part 2 Event Field Individual Places Enable Individual Enable Group Registration CT Category Additional Info Form Short Description Description Field Description Set the number of places; a warning message appears if the number here exceeds the location capacity. Allow individuals to register for the event Allow groups to register for the event. Select from the drop down box to link to Compliance Tracker if you have it. You can gather additional information such as parking, disability access and special needs, etc. Forms must be set up first in the Events Module this will be covered later. A brief description that appears in category list view with a link to the event for further information. This is the page that will tell your audience what the event is all about, and entice them to register. Document a full description of the event here Remember to save periodically, as this data is not automatically saved. 8

Event List Add an Event part 3 Event Field Resource Files Event Program, Event Format, Event Course Interest Tags Event Speaker Field Description Resource Files: Allows you to upload a resource. Examples could include parking information, roadmap instructions, etc. These fields can be used any way your business requires. Check the relevant interest tag boxes. Upload speaker details Remember to save periodically, as this data is not automatically saved. Now that you have completed this information, you can setup some additional information 9

Once you ve completed the information on the Details tab, there are a number of things you need to set up. Location Add the venue details Seating If there is a particular seating setup, this needs to be added Name Tags Design the name tags Additional Information Forms If you need to ask about special needs such as dietary requirements you need to create these questions on an Additional Info Form. The above fields are drop down selection lists however you need to set up the options that link into the fields. We do those things in Events>Event Management>Setup Also, you need to complete information on some of the other tabs, including: Prices Input prices and general ledger information Images Upload images 10

Create an Additional Info Form: Name Form 1. To view or work with Additional Info Forms go to: Events>Setup>Additional Info Forms. Additional Info Forms allow you to collect additional information that may be relevant to the event. For example, Dietary requirements. You can create these from scratch, or copy and edit an existing form. 2. Create an Additional Info Form a. To create an additional info form, click on New Form b. In the Form that opens, (not shown here), name your new additional info form c. Save. 11

Create an Additional Info Form Once you have named your new form, it is time to add fields. These forms are created in a similar way to the forms we looked at in our Content Training. The fields are similar, although some are named slightly differently. 1. Colour Coded Fields The fields are colour coded: Pink Fields: Company Field Green Fields: Contact Field Blue Fields: Additional Info Form only Field 2. Add an Existing Field a. Use this dropdown option to select an existing field b. Use the button to add the field to your form 3. Add a New Field You can also add a new field by clicking on the New Field button. Save the form. You are now able to select this Additional Info Form and add it to your Event tab. 12

1 2 3 4 Copy and Edit an Additional Info Form It may be easier to copy an existing form and edit the fields. 1. Click on the copy icon & click OK this will create a copy of the existing form 2. Click into the copied form to edit the name, (rename and remove word copy ) 3. Edit the existing fields: Make the field a required field Move the location of the field in the form Edit the field Delete the field. 4. Add fields using the New Field button or the Add Existing Field dropdown & button. Save the form. You are now able to select this Additional Info Form and add it to your Event tab. 13

Add an Additional Info Form to your Event Click into the relevant event. Click on the Details Tab and the Event Tab. Using the Additional Info Form dropdown box, select the form you want to add. Save Your signup form will now include the questions on the additional info form. 14

Setting up Event Locations Go to: Events>Setup>Locations Click on the New Location button. 15

Add Location 1. Name the Location 2. Insert a location description 3. Save Location You may want to include information in the Location Name that helps to identify the venue. For example, Hilton Hotel Melbourne, Hilton Hotel Sydney, etc. 16

Add Seating Information The seating information will assist you to plan your event. For example, your event could be: Theatre style accommodating 100 people Add one seating group for this setup. 10 Tables of 10 people. Add 10 seating groups of 10 for this setup. Number each table to identify them, for example Table 1, Table 2, etc. Different events at the same venue may require different seating setups. For example, you may need to add the following: Hilton Hotel Melbourne theatre seating Hilton Hotel Melbourne 10 tables of 10 Process: 1. Click on Add Seating Group 2. Name the first seating group 3. Identify the number of available seats 4. Click the Add Seating Group button to add another seating group 5. Select Save Location and Return when complete. You are now able to select this Location and add it to your Event tab. 17

Name Tag Setup Events>Setup>Name Tags Click on New Name Tag You can setup name tag layout including colours, images and more in this section. 18

Creating your Name Tag Design Name your Name Tag and add a description To add an element to your name tag click on the Add / Duplicate button. Select a placeholder from the right hand side Resize the text box You can now change the font size, alignment, text colour, and background colour. Click on the Deselect button You can now add the next piece of information. In addition to using placeholders, you can also add text in the Content field. Be sure to remove the word text from the Content field. Save your work. You are now able to select this Name Tag and add it to your Event tab. Name Tag Images If you want to add an image to the name tag, this can be uploaded as a Background Image. For example, take a logo, create it in a white rectangle the size of the name tag, then upload it on the Details<Images tab. 19

Setup Pricing Information In the Event, click on the Details>Price tabs The default price This is the price the public pay to attend the event. GST in Price Indicate whether the default price is inclusive of GST The ledger code This is the default price ledger code for your accounting software Contacts Prices A E 5 discounted prices including ledger code information. You are able to set up 5 discount rates for special groups. The contact database record needs to identify the contact as belonging to the group for them to get the discounted rate. The contact needs to be logged on when registering for the event to get the special rate. Members Prices You are able to set a different price for each membership type. The member needs to be logged on when registering for the event to get the applicable rate. Early Bird Members Prices You are able to set a different early bird price for each membership type. Early Bird Default Price You are able to set an early bird price for the public. Early Bird Contacts Prices You are able to set a different early bird price for each contact type. 20

Complete a Front End Registration Once you ve completed your event details, test it by registering yourself for the event on the front end. This helps you in two ways: 1. You can check that everything is as it should be and identify anything that needs editing. 2. It will familiarise yourself with the process that your users experience, which will help you to assist them if they are having difficulty. An invoice is sent via email to the registrant. 21

Complete a Back End Registration In addition to registering yourself for the event on the front end, complete a registration on the back end. There are a few key things to remember. To avoid duplicating contact details, check whether the person is an existing contact by selecting the Existing User radio button. If they are not in the system select the New User radio button and continue. This is a two step process 1. Enter the registration details 2. Complete the process by processing payment details An invoice is sent via email to the registrant. 22

Seating Allocation There are two ways to do this 1. Click the icon to drag individuals or groups into specific spots. 2. Use the auto-allocate function 23

Print Seating Plan In the Event, click on the Registrations Tab In the All Registrations section, click on the Print Seating button. A PDF form will open allowing you to preview the document and select printing options. NB: The printing buttons appear at the top and bottom of the list, so that you can always see them, (no matter how long your list of attendees gets). 24

Print Attendance Sheet In the Event, click on the Attendance Tab Click on the Print Blank Attendance Sheet icon 25

Post-Event Admin: Confirm Attendees Once the event date has passed, go into the Attendance Tab to confirm who attended on the day. When event is past you ll see a list of all registrants here manually check whether they attended; they ll get any relevant points in the PD Tracker or Compliance Tracker as there is a link between Events & PD. It is important t hat you complete this process prior to sending any post training feedback emails. 26

Send Feedback Emails To send feedback emails : The event date must have passed. You must first confirm who attended the event, as described on the previous page. To send the emails: 1. Click into your event. 2. Click on the Emails Tab 3. In the Event Feedback Emails section, click on the relevant button, either: Send User Attended Event Feedback Emails, or Send User Did Not Attend Event Feedback Emails. A pop-up message will ask you to confirm the action. 27

Check and Enable Emails See the Email Quick Reference Guide. 28

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