hhh Grenadine Event Planner User's Guide

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Daniella Cain
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1 hhh Grenadine Event Planner User's Guide

3 Contents 1 Introduction...5 About the Grenadine Event Planner Administrative Setup Tasks...7 Adding and Modifying Software Users...7 To Add a Software User... 8 To Modify a Software User's Profile...8 To Delete a Software User... 8 Setting Up the Venue and Rooms...9 To Create Room Setup Names...9 To Set Up a Venue... 9 To Create Rooms... 9 Creating and Modifying Invitation Categories...10 To Create an Invitation Category...10 To Edit or Delete an Invitation Category Creating a Survey...11 To Create a Participant Survey Working With Participants...13 Adding a New Participant To Add a New Participant Importing an Existing Participant List...14 To Import an Existing Participant [legacy]...14 About Invitations and Acceptances...14 To Assign an Invitation Category to a Participant...15 To Set the Invitation Status of a Participant

4 To Set the Acceptance Status of a Participant Working With Items...17 Preliminary Setup To Add Equipment Definitions...17 To Add or Modify Item Formats...18 Creating and Modifying Program Items...18 To Create an Item To Add Participants to or Delete Participants From an Item...19 To Modify an Item To Renumber All Items Refning the Program Generating Reports At-Conference Support Information...27

5 1 C H A P T E R 1 1 Introduction About the Grenadine Event Planner This software enables you to easily plan the program for a large or small conference. You can use it for the following actions: Create a questionnaire for participants Customizable item categories Add people to the database Track invitations Create items Schedule items Track equipment assignments Generate schedules Identify conflicts Create reports: Schedule by item, by room, by date and time Room signs Back-of-badge participant labels Table name cards Change reports This document provides the information you need to get up and running with the software. 5

6 About the Grenadine Event Planner 6

7 2 C H A P T E R 2 2 Administrative Setup Tasks This chapter describes how to set up some of the structure for your event. It is intended for those users with administrative privileges. The chapter describes the following tasks: Adding software users and assigning administrator roles Setting up the venue and rooms Defining equipment types Setting invitation categories Setting survey tag contexts Defining data sources for importing Adding and Modifying Software Users If you have administrative privileges, you can add software users and assign roles to them. The following roles are available: Planner Admin TagAdmin Viewer Can see data but cannot modify it ItemEditor SuperPlanner 7

8 Adding and Modifying Software Users To Add a Software User 1 Choose Admin in the main menu bar. The Admin screen is displayed. 2 Select the Users tab. 3 Click New. 4 In the Create User dialog box, provide the user login and password, and confirm the password. 5 Click Add to assign roles to the user. 6 Select a role or roles to add from the drop-down menu and click OK. You can assign more than one role to the user. 7 Click Save Changes. To Modify a Software User's Profile 1 Choose Admin in the main menu bar. 2 Select the Users tab. 3 If necessary, find the user in the Users list by typing the name or partial name. 8

9 Adding and Modifying Software Users 4 Select a user and click Edit. 5 Modify the record and click Save Changes. To modify the user's address or password, provide the new information in the fields. To delete a role assignment, click the X next to the role name. To add a role assignment, click Add. select a role or roles to add from the drop-down menu, and click OK. To Delete a Software User 1 Choose Admin in the main menu bar. 2 Select the Users tab. 3 If necessary, find the user in the Users list by typing the name or partial name. 4 Select a user and click Delete. Setting Up the Venue, Rooms, and Equipment Definitions Before you start to create items, you should establish your venues and the rooms it provides, and the equipment that can be assigned to items. To Create Room Setup Names 1 Choose Admin in the main menu bar. 2 Select the Configurations tab, and click Room Setups. 3 Click Add Room Setup. 4 Provide a name for the room setup and click Save Changes. To Set Up a Venue 1 Choose Venues in the main menu bar. 2 Click Add Venue. 3 Type the venue name and click Save Changes. Chapter 2 Administrative Setup Tasks 9

10 Setting Up the Venue, Rooms, and Equipment Defnitions The venue name is added to the Venues list. 4 Select the new venue name in the list. To Create Rooms for a Venue 1 Choose Admin in the main menu bar. 2 Select the venue. The Rooms pane is displayed. 3 In the Rooms pane that appears, click New. For each room in the venue, provide the name, purpose if applicable, and comments if desired. 4 If you know the default setup for the room, click Add Room Setup. You can also assign the room setup later. 5 Select the setup type from the drop-down menu and the capacity of the room. Select Default. 6 Click Save Changes. To Add Equipment Definitions To find out how to assign equipment to a program item, see To Assign or Modify Equipment for an Item. 1 Choose Admin in the main menu bar. 2 Select the Configuration tab and click Equipment. 10

11 Setting Up the Venue, Rooms, and Equipment Defnitions 3 Click Add Equipment Type. 4 Type a name for the equipment type and click Save Changes. Creating and Modifying Invitation Categories Invitation categories help track types of invited participants such as Standard, Academic, and so on. This section describes how to create and modify invitation categories. To find out how to assign an invitation category to a participant, see To Assign an Invitation Category to a Participant. To Create an Invitation Category 1 Choose Admin from the main menu bar. 2 Select the Configuration tab and click Invitation Categories 3 Click Add Invitation Category. 4 Provide the name for the category and the order in the menu in which the category should appear. 5 Click Save Changes. The new category appears in the list of invitation categories. To Modify or Delete an Invitation Category 1 Choose Admin from the main menu bar. 2 Select the Configuration tab and click Invitation Categories. 3 Chapter 2 Administrative Setup Tasks 11

12 Creating and Modifying Invitation Categories Modify or delete the existing invitation category. To modify the category, click the Edit ( ) button, modify the name or position, and click Save Changes. To delete an existing category, click the Delete ( ) button. Note You cannot delete an invitation category that is in use. Setting Up Item Formats Before creating items, configure the item formats you are likely to want to use. To find out how to assign an item format to an item, see How to Set Up Item Formats 1 Choose Admin in the main menu bar. 2 Select the Configuration tab and click Item Formats. 3 Click Add Item Format. 4 Provide a name for the format and the desired position in the item formats list, then click Save Changes. 12

13 3 C H A P T E R 3 3 Creating a Survey To gather information about your potential program participants, you create and distribute a survey. To Create a Participant Survey 4 Choose Surveys in the main menu bar. 5 Select the Manage Surveys tab. 6 Click the Add Survey button. The New Survey dialog box is displayed. 13

14 Creating a Survey 7 Provide the initial information for the survey creation. Name of the survey to appear as the survey title Alias for the survey for your own reference Header graphic image for the survey, if any Save button name The default is Save Welcome text to appear before the initial survey questions Thank You text to appear once the survey is submitted 14

15 4 C H A P T E R 4 4 Working With Participants You can create new participants or import participant information from a previous conference. You can also track the invitation status of a participant, generate individual schedules, and review questionnaire response information interactively. This chapter describes the following information: Adding new participants Importing existing participants Invitation statuses Reviewing survey information Generating individual schedules Adding a New Participant To Add a New Participant 1 Choose Participants in the main menu bar. 2 Click the New button beneath the list of existing participants. 3 Fill in the personal information for the participant. 4 Add comments if desired. 5 If known, set the invitation status and the acceptance status. 15

16 Adding a New Participant For more information about invitation statuses, see About Invitations and Acceptances. 6 If known, set the invitation category. For more information about how to define invitation categories, see Creating and Modifying Invitation Categories. 7 Click Save Changes. Importing an Existing Participant List You can important existing participant lists, for example, from a previous year's convention or from a different convention that has agreed to share its participant list with you. To Import an Existing Participant [legacy] 1 Choose Participants Import. 2 Select a CSV file by clicking the Browse button and navigating to the file. 3 Choose how to handle address changes from the available options. Put address changes in pending for review Automatically add address changes as alternate addresses Automatically update the primary address 4 Choose how to handle name changes from the available options. Put name changes in pending for review Automatically update the primary name 5 Click Submit. The participant information is imported. About Invitations and Acceptances Invitation categories help track types of invited participants such as Standard, Academic, and so on. You can also indicate in the participant's record the invitation status and whether they have accepted an invitation. 16

17 About Invitations and Acceptances To Assign an Invitation Category to a Participant Although this step is usually done when creating or editing a participant record, you can change or add the assignment at any time. To find out how to create invitation categories, see Creating and Modifying Invitation Categories. 1 Choose Participants in the menu bar. 2 If necessary, find the participant in the Participants list by typing the name or partial name and selecting other criteria if desired to filter the name list further. 3 Select the participant entry and click Edit. 4 Select the desired invitation category from the list and click Save Changes. To Set the Invitation Status of a Participant Although this step is usually done when creating or editing a participant record, you can change or add the assignment at any time. 1 Choose Participants in the menu bar. 2 If necessary, find the participant in the Participants list by typing the name or partial name and selecting other criteria if desired to filter the name list further. 3 Select the participant entry and click Edit. 4 Select the desired invitation status from the list. Available invitation statuses are: Not set Do not invite Potential invite Invite pending Invited Volunteered 5 Click Save Changes. To Set the Acceptance Status of a Participant Although this step is usually done when creating or editing a participant record, you can change or add the assignment at any time. Chapter 4 Working With Participants 17

18 About Invitations and Acceptances 1 Choose Participants in the menu bar. 2 Find the participant in the Participants list by typing the name or partial name and selecting other criteria if desired to filter the name list further. 3 Select the participant entry and click Edit. 4 Select the desired acceptance status from the list. Available invitation statuses are: Unknown Probable Accepted Declined 5 Click Save Changes. Reviewing and Modifying Participant Details When you are first putting the program together, you might need to consult the details that participants provided in their surveys. This section describes how to view participant details and how to add or modify the various types of participant information. To View Participant Details 1 Choose Participants from the menu bar. 2 Find the participant in the Participants list by typing the name or partial name and selecting other criteria if desired to filter the name list further. 3 Select the desired participant. The participant record appears in a panel below the main Participants list. 4 Click the tab corresponding to the information about the participant that you want to display. Reg Details The registration number, registration type, and registration status Contact Info The postal address, address, and phone number if provided Invite Details The participant's name, invite status, acceptance status, invitation category, and survey key. Bio The bio information provided by the participant Tags The tags selected or provided by the participant Availability The times at which the participant is not available for programming either due to preferred times or items against which the participant prefers not to be scheduled 18

19 Reviewing and Modifying Participant Details Items The items to which the participant is currently assigned. To Modify a Participant's Contact Information 1 Choose Participants from the menu bar. 2 Find the participant in the Participants list by typing the name or partial name and selecting other criteria if desired to filter the name list further. 3 Select the desired participant. The participant record appears in a panel below the main Participants list. 4 Click the Contact Info tab. 5 Add or modify the information. To add new information, click the appropriate Add button to the right, provide the information, and click Save Changes. To modify existing information, click the pencil icon next to the information you want to change, make the changes, and click Save Changes. To delete a set of information, click the Trash icon. To Add or Modify Participant Biographical Information 1 Choose Participants from the menu bar. 2 Find the participant in the Participants list by typing the name or partial name and selecting other criteria if desired to filter the name list further. 3 Select the desired participant. The participant record appears in a panel below the main Participants list. 4 Click the Bio tab. 5 Click the Edit button. 6 Provide or modify the information. 7 Click Save Changes. Chapter 4 Working With Participants 19

20 5 C H A P T E R 5 5 Working With Items This chapter describes how to create and modify program items. It covers the following topics: Creating an item Modifying an item Creating and Modifying Program Items You can create a program item, add or change information about the item, and add participants to or delete participants from an item. To Create an Item You do not have to provide all of the information about an item when you create it. You can add further information at a later time. See To Modify a Program Item on page. 1 Choose Program Items in the menu bar. 2 Click New. 2 Provide a title for the item, and a shorter title if necessary for the program grid. 3 Provide a description for the item. The description will appear in the pocket program and in the schedule mailing to program participants. 4 Indicate the following information about the item. You can type over the supplied defaults. 21

21 Creating and Modifying Program Items Duration in minutes Minimum number of participants Maximum number of participants Estimated audience size 5 Select the program format from the drop-down menu. For information about how to create program formats, see Setting Up Item Formats. 6 Select the room setup and the room. For information about how to create room setups and define rooms, see Setting Up the Venue, Rooms, and Equipment Definitions. 7 Set a start time. 8 Select Print to include the item in printed formats. For example, you might want to deselect Print for a private meeting such as a SFWA meeting or a convention staff meeting that would need to appear in a participant's schedule but not in the program grid or pocket program. 9 Add any relevant notes about the item. For example, if the item is developed for a particular person, should only be scheduled at a particular time, and so on. 10 Add any notes for the participant. For example, if you want to provide additional information about the item or about the other participants. 11 Click Save Changes. To Add Participants to or Delete Participants From an Item 1 Choose Program Items from the menu bar. 2 Select the Assign Participants tab. 3 Select the item in the Program Items list on the right. Information about the item appears in the center of the screen. 4 Add or delete the participant. To add a participant: a. In the Participants (Confirmed) panel, browse through the pages of participants or start typing the desired participants name in the Name field. 22

22 Creating and Modifying Program Items b. Click the checkbox next to the person's name and click Add. To delete a participant, click the X next to the person's name in the Participants list within the item information. 12 Click Save. To Modify an Item Use this procedure to add or change basic information about a program item. To find out how to assign equipment to the item or modify an equipment assignment, see To Assign or Modify Equipment for an Item. 1 Choose Program Items in the menu bar. 2 Click the Items tab. 3 Select the item you want to modify. You can either browse the items by page or start typing a title in the Title field. The item information appears in a panel below the list of items. 4 Click Edit. 5 Modify the information in the Edit Program Item window. 6 Click Save Changes. To Delete an Item 1 Choose Program Items in the menu bar. 2 Click the Items tab. 3 Select the item you want to modify. You can either browse the items by page or start typing a title in the Title field. The item information appears in a panel below the list of items. 4 Click Delete. To Assign or Modify Equipment for an Item To find out how to create equipment categories, see To Add Equipment Definitions. To find out how to make other modifications to an item, see To Modify an Item. Chapter 5 Working With Items 23

23 Creating and Modifying Program Items 1 Choose Program Item from the menu bar. 2 Click the Items tab. 3 Select the item you want to modify. You can either browse the items by page or start typing a title in the Title field. The item information appears in a panel below the list of items. 13 In the panel, click Equipment. 14 Add or modify an equipment assignment for the item. To add an equipment assignment,. select the equipment type to assign and click Save Changes. To modify an existing equipment assignment, click the pencil icon next to the assignment, select the equipment type to assign, and click Save Changes. To delete an existing equipment assignment, click the Trash icon next to the assignment. 24

24 6 C H A P T E R 6 6 Refining the Program This chapter describes how to refine the program once you have a rough outline. It covers the following topics: Resolving conflicts Assigning moderators Tracking changes Resolving Conflicts Once you have a rough outline of your program, you can start checking for inadvertent conflicts. You can display the following types of conflicts: Participants double-booked Participants who are scheduled for items at the same time or overlapping times Room conflicts Rooms that are scheduled for items at the same time or overlapping times Item conflicts Time constraints conflicts Participants scheduled for times at which they indicated thaey would prefer not to be scheduled, such as against a given program item Availability conflicts Participants scheduled for times at which they indicated they would not be available for programming, such as arrival or departure times Back-to-back Participants scheduled for back-to-back items Note that you might choose to allow some back-to-back scheduling in order to avoid more difficult scheduling problems. 25

25 Resolving Conficts 26

26 7 C H A P T E R 7 7 Generating Reports Planning reports: Schedule Conflicts Schedules for mailing list 27

27 8 C H A P T E R 8 8 At-Conference Support Information Export for program guide Schedules by item, room, and time for operations Back-of-badge labels Table name cards Room signs Update reports Web/mobile apps updates 29

28 At-Conference Support Information Index acceptance status... setting for participants...17 adding... equipment defnition...10 equipment to item...21 participant...15 participants to item...20 room setups...9 rooms...9 venue...9 assigning... acceptance status to participant...17 invitation category to participants...17 invitation status of participants...17 creating... invitation category...10 item...19 item format...11 rooms...9 survey...13 deleting... invitation category...10 role assignment from user profle...8 users...8 equipment... adding defnition...10 adding to item...21 importing... participants...16 invitation category... assigning to participant...17 creating...10 deleting...10 modifying...10 invitation status... assigning to participants...17 item formats... adding...19 creating...11 items... adding participants to...20 modifying information of...21 removing participants from...20 moderator... assigning...20 participants... adding new...15 adding to item...20 assigning as moderator...20 assigning invitation category to...17 assigning invitation status to...17 importing from existing list...16 removing from item...20 role assignments... adding to user profle...8 deleting from user profle

29 At-Conference Support Information roles... for users... roles...7 room setups... creating...9 rooms... creating...9 survey... creating...13 users... adding...8 changing address or password...8 deleting...8 modifying profle of...8 venue... adding...9 creating...9 setting up...9 Chapter 8 At-Conference Support Information 31

Your organization must own the e-solutions (ShelbyWEBVIEW), Membership, and Servant applications to use e-survey.

Your organization must own the e-solutions (ShelbyWEBVIEW), Membership, and Servant applications to use e-survey. How to Use Updated: 06/21/2013 2013 Shelby Systems, Inc. All Rights Reserved Other brand and product names are trademarks or registered trademarks of the respective holders. Equip your staff with a tool