Managing Event Registrations

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1 Managing Event Registrations User Guide Version 1.6 October 6, 2017 Strong Bonds

2 Table of Contents Overview... 3 Benefits of Using Strong Bonds to Manage Event Registrations... 3 Who Should Use This Guide... 4 How This Guide Can Help?... 4 Registering A Sponsor (Soldier)... 5 Registration Reference Numbers Managing Registrations Searching for Registrants Quick Status Filtering Validating Registrants Managing Registration for an Individual Registrant Managing Registration for Multiple Registrants Tile View Generating the Registration Report Next Steps Contact Us Index October 6, 2017 Managing Event Registrations User Guide ii

3 Overview This guide provides detailed instructions on managing registrations using the Strong Bonds portal how to register on behalf of other users, approve registrants, move registrants from one event to another, and generating registration reports. Benefits of Using Strong Bonds to Manage Event Registrations Strong Bonds facilitates the following registration-related tasks: Registering on behalf: of registrants: Editing/Canceling existing registrations: Approving registrations: Register Sponsors (Soldiers) who are unable to register themselves. Look up existing registrations for the purpose of editing or canceling them. Approve registrants before sending out event particulars. Generating reports: Generating the registration report once the event is over. Managing Event Registrations User Guide 3

4 Who Should Use This Guide This guide is specifically designed to support those who coordinate the setup and management of Strong Bonds events for the Army National Guard, Active Army, and Army Reserve components. This includes all users with staff logins for Strong Bonds: Event Coordinator (UMT) BDE/State/Regional PM Component SBPM ACOM/ASCC/DRU SBPM DACH How This Guide Can Help? This guide provides step-by-step instructions on how to: Register on behalf of registrants Edit registrations Modify registrant status Generate a report Managing Event Registrations User Guide 4

5 Registering A Sponsor (Soldier) The Registrations page allows managing existing Sponsors (Soldiers)/Family Members in Strong Bonds. It also allows registering Sponsors (Soldiers) for an event on their behalf, and register any Family Member(s) who plan to attend the event along with the Sponsor (Soldier). Notes: Registering Sponsors (Soldier) and/or Family Members is only possible once the event is published. Once the After Action data is submitted for an event, no more registrants can be added for the event. If changes are required to registrations after the AAR submission, contact the Strong Bonds Helpdesk at sb-feedback@jointservicessupport.org. Managing registration can be delegated to Event Coordinator UMT as well as other staff members. To learn how to delegate staff, see the Event Delegation section in the Strong Bonds Managing Event Details User Guide. To register a Sponsor (Soldier) for an event: 1. Click Event Management in the Strong Bonds menu bar. The Event Management page displays a list of the events that have been created. Note: You can click How Events Work in the top-right corner of the Event Management page to view an infographic that details each step of the event publishing lifecycle. Managing Event Registrations User Guide 5

6 2. Locate a Published event using the following criteria in the left filter sidebar: Field Name Event ID Event Status Quarter Start Date Range Event Category Event Type Component Unit or Command Region Country Action/Input Enter the ID number of the event you wish to search for.. Select the appropriate checkbox(es) next to the status(es) you wish to search for. The statuses you can search for are Recalled, Pending Approval by SBPM, Pending Release by DACH/COMPO, Pending Quarterly Validation, Pending Resources, Resourced, Rejected, Published, Pending AAR, Completed, and Not Resourced. Select this radio button if you wish to search for events based on the annual quarters. You will then be prompted to complete the Fiscal Year and the Quarter fields. Select this radio button if you wish to search for events based on a date range. You will then be prompted to use the Calendar icons to select a From and To date. Select the appropriate event categories from the dropdown. Select the appropriate event types from the drop-down Select the appropriate component from the drop-down. Click the Select Unit/Command button to select a Unit or Command. Select a region from the drop-down if the country the event is taking place in is not the USA. Select a country from the drop-down. If you select USA, then the Region field will be replaced with a State field where you can select the state the event is taking place in. Managing Event Registrations User Guide 6

7 3. Click Apply Filters once you have selected your criteria. 4. In the list of events displayed in the main section of the Event Management page, click the Menu icon next to the event for which you want to add registrants, and click Event Details. Managing Event Registrations User Guide 7

8 The Event Details page appears for the selected event. 5. Review the details to confirm you have selected the correct event. 6. To register a Sponsor (Soldier), click Registrations in the left sidebar. Managing Event Registrations User Guide 8

9 The Registrations page appears. 7. Click the Add Registration button in the top-right corner of the Registrations page. The Add Registration page appears. Note that the default registration status is listed as Pending. 8. Complete the form as follows. Note that the fields marked with an asterisk are mandatory fields that must be completed to complete the registration: Managing Event Registrations User Guide 9

10 To change the registration status, click the Pending drop-down and select the appropriate attendance status for the registrant i.e. Pending, Approved, Canceled or Declined. Toggle the switch to Yes if the Sponsor s (Soldier) information has been validated. By default, the toggle switch is set to No. Enter the First Name and Last Name in the respective fields. Select the appropriate Gender radio button. Use the + and icons to insert the registrant s age. You can also type in the age. Click the Marital Status drop-down to choose the appropriate status. Note that selecting Married in the drop-down creates an additional Years Married mandatory field. Use the + and icons to select a number. You can also type in the number. Toggle the switch to either Yes or No to indicate if the registrant is of Hispanic, Latino or Spanish origin. Select the appropriate checkbox(es) for the registrant s ethnicity. In the Military field, enter your military . Note that all address must be a mail.mil . Managing Event Registrations User Guide 10

11 In the Additional field, you can enter your personal to receive duplicate s on this account to allow easier access to Strong Bond s. List your phone number in the Phone Number field. List any special needs by clicking the Add Special Needs link and filling the Special Needs field. 9. Fill out the Additional Info section of the registration form as follows: Use the + and icon to select the number of years the registrant was affiliated with the military. You can also type in the number. Toggle the switch to either Yes or No to indicate if the registrant has been deployed within the last 12 months. Select the appropriate radio button for the registrant s component. Select the registrant s rank from the Rank drop-down. 10. To register family members or individuals who plan to attend the event with the Sponsor (Soldier), click the Add Family Member link. 11. Complete the information requested in the fields now displayed under Family Member 1. To change the status, click the Pending drop-down and select the appropriate attendance status for the registrant i.e. Pending, Approved, Canceled or Declined. Toggle the switch to either Yes or No to indicate if the Family Member s information has been validated. Select an appropriate radio button in the Register As field. Note that if you select the Spouse radio button, the Is the Family Member is a Service Member toggle switch will appear. Select an appropriate option from the Rank/Salutation drop-down. Enter the First Name and Last Name in the respective fields. Select the appropriate Gender radio button. Use the + and icons to select the registrant s age in the Age at Time of Event field. You can also type in the age. Toggle the switch to either Yes or No to indicate if the registrant is of Hispanic, Latino or Spanish origin. Note that if the Family Member is being registered as a Child, then this field will be removed. Managing Event Registrations User Guide 11

12 Select the appropriate checkbox(es) for the registrant s ethnicity. Note that if the Family Member is being registered as a Child, then this field will be removed. In the Additional field, you can enter your personal to receive duplicate s on this account to allow easier access to Strong Bond s. Note that if the Family Member is being registered as a Child, then this field will be removed. List your phone number in the Phone Number field. Note that if the Family Member is being registered as a Child, then this field will be removed. Click the Add Special Needs link and fill the Special Needs field. Notes: For Service Member registrations, the system populates the Enlisted, Officer or Warrant status based on the rank selected. When registering other family members, the first and last name must be unique within the group. For example, you cannot register two John Smiths. If the Family Member is a child under 1-year-old, then his or her age can be listed in months. To add more family members, click Add Family Member again and repeat step Click the Save link in the top-right corner to complete the registration process. The Registrations page appears. Note that the numbers have been updated. Managing Event Registrations User Guide 12

13 13. To add additional Sponsors (Soldiers) & Family Members repeat steps Notes: Navigating away from this page without saving will result in all information being lost. The BDE/State/Regional PM will be notified via when a new Sponsor (Soldier) is registered. Sponsors (Soldiers) receive an notification once registration is complete, along with a reference number. Any further changes made to their registration will generate more automatic notifications updating them of these changes. Registration Reference Numbers The Sponsor (Soldier) will receive an confirming registration for the event, along with registration details, and the Registration Reference Number for each registrant. Registration Reference Numbers are unique to each registrant. The Registration Reference Number appears in the Reg Ref # column. The Registration Reference Number is required to look up a registration for modifying or canceling it. For more information, see the Managing Registrations section on page 14. Managing Event Registrations User Guide 13

14 Managing Registrations Searching for Registrants Strong Bonds allows approved users to easily locate registrant(s) to validate, modify or cancel their registration. To look up a registrant: 1. On the Registrations page, click the Search icon at the bottom right of the page. A filter sidebar appears on the left side of the screen. Managing Event Registrations User Guide 14

15 2. Enter the filter parameters, then click Apply Filters once you have selected your criteria. 3. The registrant(s) matching the search criteria appear. 4. Click the registrant s name to navigate to his or her registration details page. 5. Update the registration fields displayed as required, then click the Update link. Note: Navigating away from this page without clicking the Update link will result in any updated information being lost. Managing Event Registrations User Guide 15

16 Quick Status Filtering The Registrations page displays the total registrants along with a breakdown of the number of Sponsors (Soldiers) and Family Members. There is also a breakdown of each status i.e. Approved, Pending, Declined, Canceled and Validated. To filter registrants by category: 1. On the Registrations page, click a number in the header to filter the list of registrants accordingly. A list of registrants matching your category selection will appear. Note that the category you select will appear as a bubble in the bottom right corner of the header section. 2. To clear the filter, click the X in the bubble(s). Managing Event Registrations User Guide 16

17 Validating Registrants To validate a registrant: 1. On the Registrations page, click the name of the registrant you wish to validate. The registration page appears. 2. Toggle the switch to Yes to validate the Sponsor s (Soldier) information. 3. To validate a Family Member, scroll down to the Family Member section and toggle the switch to Yes. 4. Click the Save link in the top-right corner. Managing Event Registrations User Guide 17

18 Managing Registration for an Individual Registrant Approved users can approve, decline or cancel a pending registrant. Registrants will receive a notification explaining any change in their registration status. To modify an event registration: 1. On the Registrations page, locate the appropriate registrant. 2. In the Reg. Status column, click the Status drop-down. 3. To update the registration status, select one of the following statuses in the Reg. Status column drop-down: Note: To approve a registrant, select Approved. To cancel a registrant, select Canceled. To decline a registrant, select Declined. To change a registrant s status back to pending, select Pending. A registrant s status can also be modified through the Sponsor s (Soldier) details page by clicking on the Status drop-down. Managing Event Registrations User Guide 18

19 Managing Registration for Multiple Registrants The Registrations page allows you to change the registration status for multiple registrants. To approve multiple registrants: 1. Navigate to the Registrations page. 2. Toggle the Edit Multiple switch button to green (i.e. yes). This is going to allow you to select multiple users. Note that the Registration Status drop-down will now appear next to the Edit toggle switch. 3. Select the appropriate registrant(s) by selecting the checkboxes next to the registrant s Registration Reference Number. Note how the number of selected registrants will be listed next to the Edit toggle switch. Managing Event Registrations User Guide 19

20 4. Click the Registration Status drop-down next to the Edit toggle switch and select the appropriate status. 5. In the confirmation pop-up that appears, confirm the status update by clicking Approve All. Otherwise, click Cancel. The Sponsor (Soldier) & Family Member registration status will be updated accordingly. 6. Toggle the Edit Multiple switch to gray (i.e. no) once you are finished. You will now no longer be able to select multiple registrants. Managing Event Registrations User Guide 20

21 Tile View By default, the Attendance page appears in List view. You can also view the page in the Tile view. In this view, the registrants basic information appears in information cards listing only their name, registration type, component, military status and their attendance status. favorite To view the registration page in tile view: 1. On the Registrations page, click the Tile icon at the right side of the page. The Registrations page will now appear in Tile view. In Tile view, the Sponsor s (Soldier) information tile will appear on the left while all Family Members tiles will appear to its right. Managing Event Registrations User Guide 21

22 2. To return to List view, click the List icon. Generating the Registration Report To generate a registration report: 1. From the Registrations page, click the Menu icon in the top-right corner. 2. Click Generate Excel Report. 3. Click Save in the pop-up notification to download the registration report. 4. Click Open to view the report once it is saved. Notes: If the Family Member is a Child under 1-year old, the Age column will show the age in months i.e. 0 Years 8 Months. You can make changes to the report by enabling the edit option in MS Excel. Managing Event Registrations User Guide 22

23 Next Steps Congratulations! You have completed the Strong Bonds Managing Event Registrations User Guide. For more information on Strong Bonds, please visit the Strong Bonds Learning Center. Contact Us Your feedback is important to us. If you have any questions or comments related to this guide, please contact the Strong Bonds Helpdesk available at Managing Event Registrations User Guide 23

24 Index C canceling contact E event details... 8 F family member... 5 filter... 6 I information tile M modifying P pending resources... 6 R registration canceling... 13, 14 reference number report S sponsor... 5, 14, 16 status approved canceled declined pending validated status Pending Approval by SBPM... 6 Pending Quarterly Validation... 6 Pending Release by DACH/COMPO... 6 recalled... 6 rejected... 6 resourced... 6 Managing Event Registrations User Guide 24

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