Agenda. Behind the Scene s Configuration Options Add an event in imis20 Staff view

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2 Agenda Behind the Scene s Configuration Options Add an event in imis20 Staff view

3 There is a lookup that can be created for the different event types (i.e. AGM, CONF, CE, etc) This is located in the Customers Module (Configure in imis20) > Set up tables > General lookup / validation tables. The lookup table is called MEETING_TYPE; if there is not one available, you can create it and add in the codes. Events 101

4 There is a new activity type called MEETFUNC. If used, an activity will be created for the function on the member s record when the event is closed. This is activated in the function setup in the event by checking on the option Create Detail Activity. Events 101

5 Event Module Setup Back in the Desktop, some items that can still be handled: Events>>Set up module>> Preferences Copy Membership Type to Registrant Class Use if mirroring your Member Types Wait Lists Activity Fields Lets you track additional information in the MEETING activities

6 Update MEETING Activity After adding additional tracking fields in Events add them to the MEETING activity Customers>>Set up module>>activity types>>meeting Add labels to UF fields UF_1-UF_3 = Characters UF_4-UF_5 = Numbers UF_6-UF_7 = DateTime

7 Registration Classes Events>>Set up tables Registrant Class Configuration Options Member Types: Create one for each member type if your pricing matches member types Member/Nonmember Specialty Classes: based on imis rules using stored procedure pricing. Examples: Committees New Members Never attended a prior event Previously attended a specific event

8 Registration Classes When setting up the Web Setup Wizard, there are multiple choices to set the event for registration types: Map Type: Bases pricing on the registrant class that corresponds to the registrant's imis customer type. If an administrator chooses the Map Type method, a registrant's imis customer type corresponds directly to the registrant class for that individual. An administrator must determine pricing for every registrant class for each function recorded for this method to assign pricing properly. If no registrant class is created for a specific customer type, the pricing for that customer type will be incorrect. Member/Non-Member: Bases pricing on one of two registrant classes: members and non-members. The imis customer type assigned to each registrant is either member or non-member, regardless of the registrant class. Stored Procedure: Bases pricing on the registrant class that is returned by your stored procedure, which takes the registrant s ID as its input parameter. Such stored procedures let you implement complex pricing promotions, such as 50% off additional registrants from a given company. If imis cannot find the stored procedure specified or if it fails, default pricing applies. Parameters - Your procedure must take one parameter, the registrant s ID. Your stored procedure must contain all logic needed (including the Use Parent Company Pricing rules) to return a registrant class.

9 Registration Classes Here is a sample stored procedure found on ASI s site: CREATE PROCEDURE varchar(10), AS BEGIN SELECT RegistrantId when '146' then 'SPKR' else 'STD' END END

10 Event Description 10 text boxes available to track additional information at the Event level. Examples: Decorator Photographer Caterer

11 Registration Fields 5 Checkboxes 5 Character Fields (imis 10.6 & later) Global setting (all events) Data is stored in Order_Meet table (UF_1 UF_10) Character fields are 100 characters

12 Displays in the Other tab in Register a Customer window Registration Display

13 More Options Description Address Coordinators Notes Reminder these can print on the confirmations.

14 Group Registration You can still register a group at once in imis: Good option for registering a whole committee Set functions as automatic options imis checks to make sure people aren t already registered

15 Keyboard Shortcuts If you are a keyboard person CTRL+F = Find an existing registration CRTL+L = Lookup ID, Event Code, etc. CTRL+E = Edit a registration CTRL+I = Insert a new registration CTRL+C = Copy text CTRL+V = Paste text CTRL+X = Cut text

16 Closing Events All Order data is purged MEETING activities are created Can map up to 7 additional fields 3 Character, 2 Number, 2 Date MEETFUNC activities are created For functions check the Create Detail Activity box to create MEETFUNC activities CEU and/or SPEAKER activities created (if applicable) Reports created using Activity table

17 Main Event Tables Orders Registrant Name Information Order_Meet Meeting Code, Registrant User-Defined Fields, Hotel Information Order_Lines Registrant Function Data Meet_Master Event Setup Product Function Setup

18 Event Schema

19 Event Flow and Tables Affected

20 Create an Event Creating an event from the desktop is the same. Today we ll look at how this works from the Staff site.

21 Create Event from Staff Site

22 To get to this screen you can click from the Home screen:

23 Create Event To create event: Click Add Event Enter in the event code and all other information Enter in the function codes for the event Add in the Pricing for each function, if any. The Discount price will be given to the registrants that have the IsMember status. In Accounting add in the GL Account information.

24 Online Resources (C) Systems Recorded Webinars: Documentation: docs.imis.com Developers Community: Tech Support Community: Search: search.advsol.com

25 Questions My Contact Information: Nadine Wychreschuk Senior Application Consultant For More Information Contact: Tricia Fastje Director of Business Solutions

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