CREATING A REGISTRATION FORM - GETTING STARTED

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1 If you are adding an event that requires registration, you will first need to create a registration form. If your registration form has already been created please skip down to page 7 and begin from ADDING AN EVENT WITH REGISTRATION - GETTING STARTED. CREATING A REGISTRATION FORM - GETTING STARTED 1. Click on the Registration tab 2. Select FORMS: View 3. Indentify the appropriate template you would like to use: a. *Copy ONLY_Master Template - No Payment Required: This form is intended to be used as a template for events where no payment is required. Please do not apply this registration form to any event(s). A copy of this form may be modified by your individual department, however please do not remove any of the existing registration fields on this form. All other edits, additions and/or modifications may be made accordingly. b. *Copy ONLY_Master Template - Payment Required: This form is intended to be used as a template for events where payment is required. Please do not apply this registration form to any event(s). A copy of this form may be modified by your individual department, however please do not remove any of the existing registration fields on this form. All other edits, additions and/or modifications may be made accordingly. 4. Select: Modify Step 1: General Details 1. Select the Copy - This is the single most important step skipping this step will result in system wide problems. 1

2 2. Rename your form accordingly 3. Select which users have permissions to use the form and determines how much access each of those users have. 4. Click NEXT a. Users/Groups to Assign Form to Events: User(s) selected for this option will be the only ones who will see the form in their form library drop-down menu when adding events and selecting to enable registration. b. Users/Groups to Receive Registration s: User(s) selected for this option will be the only ones who will receive s that a new registration has completed the form and requires processing. c. Users/Groups to Process Form Registrants: User(s) selected for this option will be the only ones who will be able to login to this form to process (approve/deny/download) registrants. d. Users/Groups who can Modify/Delete Registration Form: User(s) and selected for this option will be the only ones who will be able to login to the Calendar administration area and modify or delete this registration form. Step 2: Registration (Text Configurations) Send Reminder: This allows the form created to set an automated reminder schedule for the form that will kick-off an at the desired interval prior to the events that the form is applied to. For example: If the form is applied to an event that has a start date and time of 07/21/2008 at 1:00 PM, and the reminder set is for 10 minutes prior to the event, then a reminder would automatically be sent to all approved registrants of that event at 12:50 PM on 07/21/

3 Description: This open text field allows for up to 1,000 alpha-numeric characters. This field is used to describe the intended use of the specific registration form you are creating. Form Text: The following text fields are displayed for configuring various areas of text displayed throughout the registration process. Each field name describes the area of the form and/or process that is being configured within that text field. Default text is supplied for each configurable text area and if maintained, does not require users to make any modifications to these fields. However, if you do desire to configure any of these text areas, each field allows for up to 1,000 alpha-numeric characters. Text to appear at top of form Text to appear at bottom of form, above buttons Text to appear on preview screen Text to appear on final confirmation page Text There are various s that are sent by the Calendar application at various stages of the registration workflow. Each is included in the drop-down for selection. If selected, the default text is provided in the appropriate fields. There are event 3

4 details that cannot be edited within each and they will not display for configuration. The opening and closing text, however, will display and can be modified for each if desired. There are also checkboxes displayed for some s that note the option to remove the "Withdraw" feature and other configurable text. If these checkboxes are maintained as selected, then the default settings will be applied. If you would like to remove one of these options, simply deselect the checkbox. s included for configuration include: Registration Confirmation Registration Approved Registration Denied Registration Cancelled Registration Deleted Registration Reminder Send s From: All the that are sent utilizing the form will have the From set from this field. If nothing is entered in this field, then all s sent from this registration form will be automatically From the event owner. To continue click NEXT Step 3: Registration Fields - Please do not remove any of the existing registration fields on this form. All other edits, additions and/or modifications may be made accordingly. From this screen you can add the fields that you would like to include on your form. There are standard field choices and customizable field choices. Standard Contact Fields: The first two checkboxes on this screen allow you to select to include either ALL Standard Domestic or International Contact Fields. If either of these global selections are chosen, then you do not have the ability to configure anything about the contact fields, as they will be added to your form in their standard format. If you would like to choose from the list of standard domestic and international contact fields on an individual field basis, then skip the top two checkboxes and choose the checkbox beside each individual field that you would like included starting with "Company". For each field that you choose to enable in this manner, you will also be able to select if you would like to make the field "Required". If you select the checkbox for "Required" then this will be a mandatory field for completion by any individual completing this registration form once linked from an event. For the "Address" field you will be able to also choose to use the standard Domestic or International field options. 4

5 Additional Fields: The following field types are available for selection in order to add more fields to your form. Checkbox: Ability for registrants to select more than one option from a list of checkbox selections Comma Separated Text Field: Ability for registrants to enter in a string of comma separated text values within a single text field (the text area can scroll right to left within the field) Dropdown: Ability for registrants to select one option from a dropdown menu Radio Button: Ability for registrants to select one option from a list of radio button choices Text Area: Ability for registrants to enter in multiple lines of text (the text area can scroll up and down) Text Field: Ability for registrants to enter in one line of text (the text area can scroll right to left within the field) Date Selector: Ability for registrants to add a date field 5

6 To continue click NEXT Preview & Finalize From this screen you can preview your final form, along with configurable text, buttons and fields (including external and internal only fields). Options available from this screen for further customizing your form: Delete: If the delete option is selected from beside any form field, then the field is permanently removed from the form. Modify: If the modify option is selected from beside any form field, then the field setup criteria is opened on the top of the screen and the user may make modifications to the field and then click to ADD it back to the form. Position Up Arrow: If the up arrow is displayed beside of a custom field, then that means that the field may be moved up one position on the form. Position Down Arrow: If the down arrow is displayed beside of a custom field, then that means that the field may be moved down one position on the form. To complete and save form click FINISH Once a form has been applied to at least one event and there is at least one approved registrant, then the form can no longer be modified in any way including s, text, fields or workflow. 6

7 ADDING AN EVENT WITH REGISTRATION - GETTING STARTED From the Admin Screen, click on the Events tab. QUICK START GUIDE FOR END-USER TRAINING: Adding Events with Registration Select Events: Add You can now begin to enter information about your event. There are four buttons on the bottom of the page to be used to post an event Main Information, Scheduling & Facilities, Images & Attachments, and Details & Registration. 7

8 1. Main Information Required information- Event Name, Department, Category/Subcategory & Event Description. Event Name: This will show on the main calendar page. Enter event name: The text entered here is the title that will be displayed to the public Babson Calendar. This is a free text, alpha-numeric field that allows for up to 100 characters maximum. Department: Select a Department from the drop-down list. If your user account only has permission to your department, then your department name will display as the default and will not require you to make a selection. Please note: Only one Department may be selected in this field. If an event is being hosted by multiple Departments please utilize the Sponsor field found in Details & Registration. Place Event on Selected Marketing Calendar(s): This will automatically default to public as Babson s license does not currently include the private calendar module. Category(s)/Subcategory(s): To select one Category or Subcategory: Select from the drop-down list. To add your event to all Category(s)/Subcategory(s): Choose Select All from the drop-down list. To select specific Category(s)/Subcategory(s): Choose Select Multiple from the drop-down list. A new function window will now appear on the right hand side of the screen. This is where all available Category(s) and Subcategory(s) are listed. Use the checkboxes in order to select the Category(s) and Subcategory(s) you wish to display your event within. Once the selections have been made from the Select Multiple Category/Subcategory function window, you may select buttons within that function window: Cancel: Does NOT save current selections, closes the function window and brings you back to the Add Event screen. Deselect All: Resets all of the checkboxes back to unselected. 8

9 Select All: Automatically expands all Categories that have Subcategory selections and shows all Category/Subcategory selections as checked. Submit: Submits the form contents and saves the selections. Event Description: Enter the description of your event here. This text will be displayed in the quick view of the public Babson Calendar. The field allows for up to 1,000 alpha-numeric characters to be entered. It also allows for HTML tags and hyperlinks to be entered. Select "Preview" to view how the description would display if submitted as it is currently entered. 9

10 Event Date & Time: Enter the date and time of your event. You will also be able to enter this in the Scheduling & Facilities button. To continue to the next step of the add event process, click the Scheduling & Facilities button below. If there required fields have been completed incorrectly you will receive an error message indicating the fields that must be changed before completing the process. Please make the corrections and click Scheduling & Facilities. Please note: The CANCEL button will return you to the main menu of Calendar and no event data will be saved. 2. Scheduling & Facilities Required information- Start Date, End Date Most events will have the same start and end date. Rarely will you want to change the end date of the event to be a different date than the start date since within Calendar this essentially creates a multi-day, continuous duration event. A true multiday event is something that begins at a select time on one date and continues through to the end date selected and end time selected without any break. An example of a multi-day event would include course registration if registration can be conducted at any time throughout the dates selected. Otherwise, you will want to use the recur pattern or custom schedule options to select additional dates for your event in order to build a series, where each date selected has a distinct start and end time on each of the dates chosen. Selecting Event Date(s) For single day events Example event: Clean Up the Charles Volunteer Day. Occurs one time on April 16, Start Date: You may either enter in a valid date within the text field provided (mm/dd/yyyy) or you may use the Calendar Date selector to display an interactive Calendar interface to select your start date. End Date: The end date field is automatically updated to reflect the same date entered/selected for the event start date. 10

11 For reoccurring single day events Example event: SFS Office Hours in Olin Hall. Occurs every Tuesday from 11:00 am to 12:00 pm. Select event start and end date then continue by clicking Recur Pattern. Recur Pattern options for single day event series include:. Daily Every (#) Days Every (#) Weeks: Checkboxes for Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, and Saturday. On the (x) day that corresponds to the Start Date selected for every (#) Month(s). - (i.e. on the fourth Wednesday) of every (#) Month(s) On day (x) of every month Yearly on this date Options on how to end a repeating schedule End after (#) of Occurrences End On: You may either enter in a valid date within the text field provided (mm/dd/yyyy) or you may use the Calendar Date selector to display an interactive Calendar interface to select your date. 11

12 For consecutive day events (which run continuously) Example event: Undergraduate & Graduate Reading Days. Occurs from April 30, 2011 to May 2, 2011 Start Date: You may either enter in a valid date within the text field provided (mm/dd/yyyy) or you may use the Calendar Date selector to display an interactive Calendar interface to select your start date. End Date: The end date field is automatically updated to reflect the same date entered/selected for the event start date. 12

13 Custom Event Series Example event: Faculty Speaker Series. Occurs once a month for the academic year. Custom Event Series are for events that start and end on the same day for each occurrence in the series. The difference between a custom event series and a recurring single day event series, are that custom event series do not follow a specific pattern and dates for the series can be selected randomly from a number of month grids. If you choose this option, then you will be required to select the dates of each occurrence within your Custom Event Series from Calendar Grid interfaces that are presented on the screen. You can change the Start Month; Start Year; and Number of Months which will change the number of calendar grids available for selection of your series dates. Simply click on each of the individual dates of 13

14 your event series to create your custom schedule. NOTE: The Start Date and End Date fields are disabled when this option is chosen and you will be required to physically select the first date in your series from the Grids provided. Event Time Options If All Day is selected, this checkbox disables the fields for Start Time and End Time. If the checkbox for All Day Event is left unselected, then you can choose to select/enter from the Start Time and End Time fields. It is optional if you want to enter a Start Time or End Time for the Event. If you would like to add an event notice to display without a Start Time/End Time or without the designation of All Day Event, then do not check the box for All Day Event and do not select a Start Time or End Time. Time selections made from this main screen will be applied to all occurrences of your series as the default starting and ending times. If certain occurrences require a different starting and/or ending time, you will be able to customize the times at an occurrence level once you generate your starting schedule. You may enter the time in the text field provided (00:00 AM) or you may click inside the text field to use the drop-down selector. The End Time field will automatically show the duration between the start time already selected and the end time options in the dropdown. Generate Schedule: Click this button in order to save your schedule. Once you have generated your schedule, the screen will refresh with your saved schedule and you will be able to further customize your schedule if you have the need to add more 14

15 occurrences, change dates or times for individual occurrences and other options identified below. Current Schedule The Current Schedule window allows for the following schedule customizations: New Schedule: Use this button to start over with a brand new schedule. This will completely remove all previously selected scheduling options. Add/Delete: Select "Add" beside of any occurrence in order to add another occurrence on the same date. You will be required to select a start and end time for the occurrence and "All Day" will not be an option as two occurrences on the same date cannot 15

16 overlap. Select "Delete" beside of any occurrence in order to delete that occurrence from your schedule. You cannot delete the last occurrence in an event. If you want to start over, please select the New Schedule button. Start Date/End Date/Start Time/End Time: The options for modifying/selecting start date, end date, start time or end time are the same as on the master schedule screen. The duration of each occurrence is also shown with this information and is updated based off any changes made to each occurrence. Selecting a location: Check the box of the location where the event is being held and click the Save button. 3. Images & Attachments Requirements- none Upload Image: This function provides the option to upload an image that will be displayed along with the other event details within the Calendar front-end interface. The image must be either a.gif or a.jpg and the maximum file size should not exceed 80K. The maximum pixel size of an uploaded image when displayed is 350 pixels wide. The aspect ratio of any image that you upload will remain constant. Image Alt Text: This text should be a brief description or title of the image that has been uploaded. If any image has been uploaded the image alt text is required. The maximum character limit is 75 characters.] You must click the ADD button in order to finalize adding your image to the event and then the image and alt text will display with the following capabilities: Click on the Image Name to open a preview of the image. Click the DELETE button beside the image in order to delete it from the event and add a new image. Change the Image Alt Text within the editable text field. Only one image may be uploaded per event. The upload field is disabled once you have already uploaded an image file and is not reenabled unless you select the DELETE button. Upload Attachments: This allows for you to browse and upload attachment files that will display as links within the event details screen on the Calendar front-end interface. The attachments can be any of the following document types:.doc,.docx,.xls,.xlsx,.ppt,.pptx,.vsdx,.wav,.wmf,.wma,.jpg,.gif,.pdf,.avi,.mp3,.ram,.qt,.swf. Attachment Link Text: This is a text field where you can enter in text that will serve as the link that is displayed on the Calendar frontend interface. The Attachment link text is not required. The character limit is 75 characters. 16

17 You must click the ADD button in order to finalize the addition of your attachment to the event and then the attachment filename and link text will display below the upload box and you will have the capability to: Click the DELETE button beside the attachment in order to delete it from the event and add a new attachment. Reorder the attachments for how they will display on the Event Details screen. By default, the first attachment assumes the first position and then each attachment thereafter takes the next available position. However, you can use the drop-down boxes to re-order the attachments. Change the Attachment Link Text. Click on the Attachment Name to open a copy of the attachment. The total number of attachments that can be uploaded and linked from any event is three (3), the upload field is disabled once you have uploaded the third attachment. It is not re-enabled until after you have selected to DELETE at least one of the three attachments. 17

18 4. Details and Registration Requirements- Registration Form Template, Registration Rules, Maximum Registrants, Babson GL Number Contact Information Name: This field is auto-populated with the department contact name that was entered for the Department that the event is being added within. However, this field can also be modified. If a contact name was not entered for the Department during the Add/Modify Department process, then this field will be empty as the default. However, you can enter up to 100 alpha-numeric characters. Phone: This field is auto-populated with the phone number entered for the Department that the event is added within. However, this field can also be modified. If a phone number was not entered for the Department during the Add/Modify Department process, then this field will be empty as the default, however, you can enter up to 20 numeric characters. This field is auto-populated with the address entered for the Department that the event is added within. However, this field can also be modified. If an was not entered for the Department during the Add/Modify Department process, then this field will be empty as the default, however, you can enter up to 255 alpha-numeric characters. Other Event Information (optional) Event Sponsor: This is where you may include any additional clubs, organizations or departments that may be co-sponsoring the event. URL: You have the opportunity to include a URL to any site with further information regarding your event or organization. Additional Information: This free text field is allows you to provide any addition event details or information that you wish to provide. 18

19 Enable Registration Check this box if you would like to add a registration form to collect RSVPs for the event. Registration Form Template: Select a registration template. All templates available to you will show in the drop-down. Registration Rules: This field determines how the registrant can register for multiple occurrences of the event. See the Selections Table for detailed information on selections. Maximum Registrants: Enter the maximum number of registrants you are allowing for this event. Leave blank if there is no cap. Registration Deadline: Registration will be turned off on the date entered into this field. The field can be left blank. Cancellation Deadline: If Date is checked, registrants will not be able to cancel their registrations on or after the date entered in this field. If left blank, registrants will be able to cancel up to the start of the event Display registration spaces still available: If Yes is checked, calendar users will be able to see the number of spaces still available for registration. Display text when no spaces are remaining: The text entered in this field will display on the calendar once the maximum number of registrants have been reached. Registration Payment Information - This field will only appear if the registration form selected supports payment. Event Cost: Enter the price for your event. Additional Registrant Information Registrant Type: Select the additional registrant type (e.g., Guest, Spouse, Additional Registrant, etc.). Registrant Display Name: Shows as the field name on the registration form next to the field where the user enters the number of additional registrants. Maximum Registrant Type Limit: Allows the user to set a cap on the number of additional registrants the registrant is allowed to add. If there is no limit, click the UNLIMITED checkbox. Include in Spaces Remaining Count: If the remaining space count is visible for the event, this determines whether to count additional registrants against the spaces remaining count. Current Status: Determines whether the registrant type is active or inactive for the event. Registrant Type Cost: This field will only appear if the registration form selected supports payment. The cost per each additional registrant. Apply Discounts to Registrant Type: This field will only appear if the registration form selected supports payment. Determines whether the discount codes apply to the registrant cost. Require Additional Information: Determines whether the following fields are required to be filled in for each additional registrant; First Name, Last Name, Age, Gender, etc. Include information on Name Tags: Determines whether Additional Registrant names will be included on the Nametags download accessed via the Reports tab. Internal Information (not viewable on user display) Babson GL Number: This is a required field. If there is no fee affiliated with the event please enter n/a. Internal Notes: This field allows you to enter in notes/text about an event that can be viewed only internally. 19

20 Click PREVIEW to save & continue. 20

21 Preview and Finalize Event This screen allows you to preview your new event before completing it. Options from the Preview/Finalize Event Screen: Save Event: If selected and you click the FINISH button, the event will be stored in the database in a "Saved" status. This means that for Calendar Administrators the event is not released live to the Calendar and for User Level Accounts it is not submitted to the Department Administrator(s) or Category Owner(s) for approval. If an event is "Saved", you will need to go to Modify/Cancel/Delete Events in order to find the event in order to change the status to "Release". Release Event: If selected and you click the FINISH button, for Calendar Administrators the event is released live to the Calendar and for User Level Accounts it is submitted to the Department Administrator(s) or Category Owner(s) for approval. If the user 21

22 releasing the event has an administrator role for the Department to which the event was added, but they also selected to classify the event in at least one locked category, then the event will only be released live for the unlocked categories. The Category Owner(s) for the locked category(s) will still need to process the event before it goes live within the locked category(s). Once you choose to save or release the event, click FINISH at the bottom of the page. 22