Conferences & Events WPM Education 4.1.7

Conferences & Events WPM Education 4.1.7 Version: 1.5 Date: 16/04/2015

Contents Conferences & Events Administration Area... 1 Creating a New Event... 2 Copying Events... 2 Step by Step Guide... 3 Create a new Event... 3 Additional Info tab... 7 Assign the Event to a Category... 7 Enabling the Waiting List functionality... 8 Set up Programme Items at Event Level... 9 Setting up Sections / Groups... 9 Editing Sections / Groups... 12 Adding new Programme Items... 12 Set up Attendee Categories... 13 What is an Attendee Category?... 13 Creating new Attendee Categories... 13 Set up Programme Items at Attendee Category Level... 15 Assigning Programme Items to Attendee Categories... 16 Copying Programme Items... 19 Preview Your Event... 21 I can t find my Event... 22

Conferences & Events Administration Area In the back-office system, browse to: Conference & Events > Events Here you will be shown a list of existing events: The structure of this page is identical to all Online Store modules main menu areas - with differing filters and columns: 1. The top area provides search filters so that you can search the existing events: The filters available for this module are: Event, Department, Location, Cancelled status and Active status. 1

2. Underneath is a list of events that fit the search criteria. 3. Under that are some action buttons which include a 'Set Inactive' button. This will, if clicked, set any past event to In-active to make the default list of courses visible on this page more manageable Creating a New Event Events take a little longer to set-up than products. This is because payments can be collected for multiple attendee categories for an event as well as with any additional items/services linked to the event. Copying Events If you already have a similar event to the one that you would like to add, you are able to make a copy of it by selecting the event in the events administration area list and clicking on the Copy button in the action buttons area: This will produce an in-active copy of the original event. To find this in-active event, enter the event name into the Event field, un-tick the Active check-box filter, then click the Search button. Please Note: Only the event will be copied; the attendee categories will still need to be re-created. 2

Step by Step Guide This guide will take you through the process of creating a simple event within the Online Store. It assumes that you have already had a suitable category set up for you to use by the online store team. There is a particular order in which you must set-up the various aspects of your event. These steps are as follows: Create a new Event 1. Browse to the Events administration area. 2. Scroll down to the bottom of the page and click the Add button. 3. This will open the Event Details form. 3

Enter the basic details about your event, as demonstrated in the example below: 4. Once you have entered all of the relevant details, click the Save button at the bottom of the page 4

More information about the Event Details fields: * Mandatory fields are indicated with an asterisk. Field Name Active checkbox Event Name * Show in RSS Feed checkbox Description * Image File Image Description Department Location * External URL Event Dates * Display Between * Capacity * Number of Delegates per booking Places Booked Comments Leave this box un-ticked until you are happy for your Event to appear on the front end of the Online Store. This is the name that is attributed to the event on both the front-end Online Store and the administration area. Leave this box unchecked! This should be a detailed description of the conference or event - providing the customer with all relevant information so that they can make a purchasing decision. There is no short description field that displays in category listings as there is with products and courses, there is only this detailed description field that displays on the event page. Once you have saved the basic information for the course, you will be able to upload an image in the standard way. Click Browse to locate and select the file on your computer then click Upload to upload it to the system. Although this isn t marked as a mandatory field within WPM, University Online Store Policy requires that an image is associated with each product within the store. Any products found to be uploaded without an image will be flagged and you will be contacted to rectify this. Enter a description for your image into this field. This will be used by screen readers for accessibility reasons. Select the Department in which your new event will sit. This will affect the categories that you can place your event into later. If you are unsure of which Department to select, please contact the CSD Service Desk. Select the location of your event from the drop-down menu. If the relevant location isn t available within the dropdown list, you can contact the CSD Service Desk to have it added. In the meantime it is suggested you select To Be Confirmed or the generic University of Liverpool location, so that you can continue creating your event. This allows you to include an external URL link for the event on both the category listings page and on the event page itself. Use the calendar pop-out tool to select the start and end date for your event. These are the dates between which the event is visible and bookable on the front-end Online Store. This auto-management function reduces the need to come back to the event details page and make it active/in-active at a later date. If the display from date is set to the future, you will not be able to see the event on the front-end Store to check it until that date. This is the over-all capacity for your event. This allows you to limit the number of delegate spaces available to each customer per booking. This is the current number of delegates booked onto the event. 5

Hide Places check-box Booking Prefix * Delegate Booking Message Validation Questionnaire Validation Fail Message Use capacities from event programme items check-box Cancelled check-box Cancelled Date This field is automatically updated by the system and cannot be edited manually. When this box is checked, the number of places still available on the Event will not display to the customer on the front-end of the Online Store. You may want to keep this ticked until you have a certain percentage of places booked. You can then return to the form at a later date and un-tick this box to make this visible to customers. This is an ID code used before unique booking reference numbers for all bookings for this event. This is helpful when searching the bookings administration area for bookings related to a particular event. This message displays above the area where customers select a package option (aka attendee category) when making their booking. It can be used to detail any useful information that could assist the customer with their booking process. This is useful if the event is only for a certain set of people (for example a Departmental Christmas dinner). It allows you to force customers to enter a password for validation against a user list field as the first step in the booking process - the password must match before the customer is able to continue with their booking. This message appears to a customer if they enter an incorrect password at the validation questionnaire stage. You may want to provide further instructions on how they can obtain the password if they believe that they are eligible. Ticking this checkbox enables shared capacity for program items across multiple attendee categories At a later date, if the event is cancelled, you are able to tick this check-box to mark it as cancelled in the back-office system. This does not notify attendees and is for reporting purposes only. If you have to cancel this event at a later date, enter the date of cancellation into this field. Again, this is for reporting purposes only. 6

Additional Info tab This tab allows you to optionally enter additional text about your event and is split into the following 2 fields: Contact Details and Further Information. If text is entered into any of these fields, they will appear as separate additional tabs on the front-end. If no text is entered into these fields, these additional tabs will not be created. Enter text into these fields as required then click the Save button at the bottom of the page. Whilst neither of these fields are marked as mandatory you should include relevant contact details alongside your event. Assign the Event to a Category When the course details have been entered and saved (as instructed above) 4 new tabs appear in addition to the existing Details and Additional Info tabs: Category Programme Waiting List Delegates Preview Browse straight to the third tab along - Category. This tab is most important because it sets where the event will sit on the front-end Online Store. Select the category that you would like your course to sit in using the radio button to the right of the category name, then click the Save button at the bottom of the page. 7

Click the Save button directly beneath the list of categories AND the second save button at the bottom of the page. You may find that you need to scroll down the page before the second save button becomes visible. Please Note: Events must be assigned at the lowest navigation level. This means that if a category has a subcategory, the event will need to be assigned to the sub-category level. If you log out the system or close the page before assigning your course to a category and saving the changes, the course will become invisible to you. If this happens, you should contact the CSD Service Desk so that a member of the team can assign your course to a relevant category. Enabling the Waiting List functionality 1. To enable the waiting list functionality, tick the Allow Users on Waiting List check-box. 2. To trigger an email every time a customer signs up to the waiting list, tick the Send Waiting List Email checkbox and enter an email address into the To address field. Optionally, you are also able to add an additional email address into the Email CC field. If you do not tick the Send waiting list email check-box, then any addresses entered into the To or CC fields will not take effect. NB - An email is only sent to these addresses when a customer signs up from the front-end of the Online Store. If a customer is manually added by an administrator in the back-office system, an email notification is not sent. 3. Click the Save button. Manually Adding a New Customer to the Waiting List To add a new customer to your waiting list manually: 1. Click the Add button. A new window will pop-up with a single Email Address field: 8

2. Enter the customers' email address. 3. Click the Save button. Allocating Extra Spaces for Customers on the Waiting List To allow only those customers on the waiting list to book extra spaces you must: 1. Click the Waiting List Bookings Only check-box. 2. Increase the event capacity to the desired level. Now only customers already on the waiting list can book those extra spaces. Other Actions - Waiting List; Tab Edit button - Selecting an entry from the list then clicking this button will re-open the Email Address field popup window and allow you to edit the customers email address. Delete button - Selecting an entry from the list then clicking this button will delete the selected customer email from the waiting list. Export List button - Clicking this button will export your waiting list to your computer as a CSV file. Set up Programme Items at Event Level Next you need to set up any Programme Items at Event Level. These are items or services that should be sold alongside the event or options that the delegates need to select as part of the booking process (e.g. workshops to attend). Later in this setup process, these items will need assigning to the relevant attendee category/ies - where a price can be attributed to each item as necessary. If you do not need to add Programme Items to your event, please continue to Set up Attendee Categories on page 13 Setting up Sections / Groups All programme items need to be set up under a Section and Group header. If you are adding programme items for different things (for example accommodation and dining options) it is useful to create separate Sections (or Groups) to segregate these items for customers on the front-end. Sections and Groups are setup per event and are not shared across events. To set-up your Sections / Groups: 9

1. Browse to the Programme tab within your Event. You will see a page with no programme items and no section or group headers: Please Note - If you tried to click the Add Item button at this stage, a page would open with the new item form - but the item could not be saved because no sections or groups would appear for selection in the Section or Group drop-downs. 2. Click the Add Section button at the bottom of the page. The Section Detail form will now open in a new pop-up window. Enter the name of your section in the Section Name field and click the Save button. (In this example we have called the section "Accommodation".) Please Note - The Display Order field sets the order that the section will appear in relation to other sections on the front-end. Do not edit the value in this field until after the section has been saved - and then, only if you need to change the order. 3. A new Groups tab should now appear in the pop-up window. Click on the Groups tab. A message will display saying No item groups found. Click the Add Group button at the bottom of this page. 10

4. Group Details will appear. This allows the section to be divided further into groups and ordered within the Programme Items tab. Enter the name for your group in the Group Name field and click the Save button. (In this example we have called the group "Hotels".) You will be diverted back to the Groups tab after saving your group. Your new group should now appear in the list. You are able to click the Add Group button to add another group if required and repeat the process. Groups appear in the list in the order that they were added but can be re-ordered using the Display order field for each group after they have initially been saved. 5. When you are happy with the groups listed and the order in which they appear, click the Save button. 11

Editing Sections / Groups Double-clicking into a section in the main Programme tab allows you to edit the section and any groups within it. Clicking the no-entry sign ( removal in a pop-up message. ) icon to the right of a section or group will delete it after you confirm its Adding new Programme Items Once the sections and groups have been set up, items can be added under the Programme tab at event level. 1. If you haven t still got your event open, browse to: Conferences & Events > Events > click into the event > Programme tab. You will see a page with the sections and groups that you have set up. Click the Add Item button at the bottom of the page. This will open the Programme Details pop-up window. Complete this form then click the Save button at the bottom. 12

Set up Attendee Categories Next, you will need to setup your Attendee Categories. What is an Attendee Category? Every event requires at least one category of attendees to be setup for it in order to appear and function correctly on the front end of the Online Store. In the simplest scenario where an event costs the same for all attendees and the same Programme Items are offered (if any) to all attendees - then only one Attendee Category needs to be created. The ability to set up multiple attendee categories for an event allows for different pricing to be applied for different delegate types (E.g. cheaper event tickets for students, more expensive event tickets for the public). The use of these categories also allows for a different combination of items to be offered to each category. Attendee Categories are unique to events and cannot be shared across multiple events. Creating new Attendee Categories To create new Attendee Categories for an event: 1. Browse to: Conferences & Events > Attendee categories 2. First, check that there are no Attendee Categories already set up for your event: Select the event in question from the Event drop-down list, and then click the Search button. If no attendee categories have been added yet, the screen will not update: 13

3. To add a new category, click the Add button at the bottom of the screen. This will open the Attendee Category Details. Complete the details and click the Save button at the bottom. 14

Once you have saved the details page of your Attendee Category, 3 new tabs will appear: Programme, Delegates and Finance Codes. 4. Jump straight to the final Finance Codes tab to set the finance codes for this attendee category. Enter the codes into the fields provided then click the Save button. Set up Programme Items at Attendee Category Level 15

Next, if you have Programme Items set-up at event level, you will need to add these to the Attendee Categories that are able to book them and set prices on these items (for each category) where relevant. This is the final step in event setup before you switch the event to be 'live' on the front-end of your Online Store. If you do not need to add Programme Items to your event, please continue to Preview Your Event on page 21 Assigning Programme Items to Attendee Categories 1. Browse to: Conferences & Events > Attendee Categories 2. Select the event in question from the Event drop-down list, and then click the Search button. Any Attendee Categories for that event will display in a table of results below the search filters. 3. Highlight the first Attendee Category that you would like to link a Programme Item to. Click the Edit button. This will take you to the Attendee Category Details page. 16

4. Click on the Programme tab. All available programme items linked at event level will appear in the Available Items list at the top of the page. Put a tick in the box(es) next to the items that you would like to make available to this Attendee Category, then click the Add Items button. (If you would like to offer all available Programme Items to the delegate type, then click the check-box in the header of the table to select all items). The Programme Items will now appear in the Linked Items list at the bottom of the page. 17

5. As you can see in the example above, all Programme Items are automatically linked at zero cost. To add financial information for each item and set a Grouper for an item, double click on the Programme Item in the Linked list at the bottom of the page. This will open the Programme Item Details form. 18

Copying Programme Items It is possible to save some time when linking programme items, by copying all programme items (with groupers, display order and prices) from one Attendee Category to another. This is therefore very useful if one attendee category uses the same (or very similar) programme items as another. Please Note - It is only possible to copy all programme items from one attendee category to another in full. It is not possible to only select particular items to copy. To copy and paste a programme from one attendee category to another: 1. Browse to the Programme tab on the attendee category in question. 2. Click on the Copy Programme button at the very bottom of the page: You should see a message saying that the programme has been successfully copied to the clipboard: 19

3. Now browse to the Programme tab for the attendee category in which you would like to offer the same (or similar) Programme Items and click the Paste Programme button at the bottom of the page. You will be shown a message asking you to confirm the pasting of this program and informing you that any existing items linked to this attendee category will be overwritten with the new items from the copied programme. Click OK on this message if you are happy with this outcome. You will then be shown a message confirming that the programme has been pasted to this attendee category successfully: 20

Preview Your Event Once you have completed all of the above steps, you will be able to preview your event in the back-office system. This allows you to browse through the tabs of your event as they would display to the customer on the front-end of the Online Store. To do this go to Conferences and Events > Events from the main menu, and then double-click on your event. You will have to un-tick the Active search filter to see your event if your event is still marked as an In-active status. [By default the Active checkbox is ticked to restrict the list to only active events] Once in the event, go to the Preview tab and you will be able to browse each tab as it will appear to customers: When you are happy with the appearance of your event, browse to the Details tab of the event and set the status to Active. We recommend that you check the front-end of the Online Store to make sure that everything is definitely appearing correctly by going to http://payments.liv.ac.uk and browsing to the Conferences & Events section. It may also be worth going through the booking process at least once, so that you can check any questionnaires, attendee categories, programme items etc. 21

Please note: the front end of the Online Store is refreshed every 30 minutes. If you have made a course active just after the store was last refreshed it may then take up to 30 minutes for your course to become visible. If your course still isn t visible after this time, please refer to the guide below. I can t find my Event If you have created an Event, but can't find it in the front end of the store then please check the following: 1) Is it active? 2) Are the dates valid? 3) Has the Event been assigned to a category? 4) Have you linked at least one Attendee Category to the Event? 5) Is the category set to display? 6) Is the department set to display? If you have checked all of the above and the Event still doesn't appear, then make sure you've cleared your browser cache and refreshed your browser. If the Event is still unavailable please contact the CSD Service Desk 22