MASTERING EVENTS -FROM SETUP TO ONLINE REGISTRATION. imis20 RiSE Events Overview. imis20.2 Events & RiSE Registration features

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1 MASTERING EVENTS -FROM SETUP TO ONLINE REGISTRATION PRESENTED BY MELISSA MACK, INTUITIVE BUSINESS CONCEPTS AGENDA imis20 RiSE Events Overview imis20.2 Events & RiSE Registration features Advanced Accounting Console Set Up (a.k.a. Backoffice ) What needs to be set up in the backoffice Staff Site Set Up (a.k.a. RiSE) What needs to be set up on the Staff Site Quick Start Site Set Up A full Site in just a few hours! Other Admin Items Cancellations/Transfers, Reporting options & financial transactions Q&A 1

2 RISE EVENTS (STAFF SITE) 20.2 EVENTS DASHBOARD Dashboard enhancements IQAs can be resorted by column headers & exported Can edit & make your own 2

3 Off-the-shelf Data Integrity queries on the Events Dashboard! 3

4 Events reports button! Find events or use Calendar to locate the event 4

5 RISE EVENTS (STAFF SITE) COMPONENTS OF A SPECIFIC EVENT IN 20.2 SHOWCASE TAB Showcase tab The showcase allows staff users to edit an event, register people, and add program items for an event. Note: Off-the-Shelf, member registration pages display only the Showcase content page NEW FEATURE in i20.2 Q4 Ability to have separate Showcase Views for Staff vs. Public Site RISE EVENTS (STAFF SITE) COMPONENTS OF A SPECIFIC EVENT IN 20.2 DASHBOARD TAB Dashboard tab (This is the landing page for the Events tab. It provides a quick view of important, up-to-date registration figures for a specific event. The dashboard information is configurable.) 5

6 RISE EVENTS (STAFF SITE) DASHBOARD TAB (CONTINUED) RISE EVENTS (STAFF SITE) COMPONENTS OF A SPECIFIC EVENT IN 20.2 REGISTRANTS TAB Registrants tab (The Registrants tab presents a listing of all the registrants for a selected event.) 6

7 RISE EVENTS (STAFF SITE) COMPONENTS OF A SPECIFIC EVENT IN 20.2 QUESTIONS TAB Questions tab (The Questions tab displays answers to the questions that were posed to registrants when they registered for an event.) RISE EVENTS TAKEAWAY! REPORTING ON THE EVENT QUESTIONS & ANSWERS NEW in imis20.2 Q4 Staff users can create an IQA report based on responses to event questions by using these business objects: FormDefinitionData FormResponseData 7

8 RISE EVENTS TAKEAWAY! REPORTING ON THE EVENT QUESTIONS & ANSWERS (CONTINUED) Before imis20.2 Q4 id=696&brandid=364&uid= &mi= &ps=11522 Tables: FormDefinitionField, FormResponse, FormResponseField The link above provides a link to a downloadable zip file that contains a custom view, custom business object, and custom query RISE EVENTS COMPONENTS & FEATURES IN 20.2 (CONTINUED) Planning & Management Easily associate specific program items with particular registration options. Questions at registration option level or program item level. Conflict Codes Set Maximum registration counts per program item Ability to set register others & guests by event Content management 8

9 RISE EVENTS COMPONENTS & FEATURES IN 20.2 (CONTINUED) Member Self-Service: Access event details including locations, agendas, speakers, registration lists, and more Register themselves and/or someone else Select existing contact and/or ADD a new contact to register Edit program items (after check out) Edit Badge information RISE QUICK START SITE ANNUAL CONFERENCE RiSE >> Site Builder >> Manage Websites Expand the Quick Start Sites folder 9

10 TURNING ON & ACCESSING YOUR QUICK START ANNUAL CONFERENCE SITE Access the Site from this URL Expand the top section QUICK START SITE PREVIEW ANNUAL CONFERENCE 10

11 RESPONSIVE SITE!!!!!!! Anytime, Anywhere, Any Device! Controls change for the device Links/buttons fall into a single column for device use THE CONFERENCE QUICK START SITE NAVIGATION & SAMPLE CONTENT HOME PAGE QUICK LINKS! Edit what you need to: Navigation Content Links Picture Logo Sponsor content/graphics *To be reviewed at end of session 11

12 REGISTRATION PROCESSING Select to [Register Myself] Or [Regiser Someone Else] *Configurable Message regarding if registration is open is also configurable REGISTRATION PROCESSING (CONTINUED) REGISTER YOURSELF OR REGISTER SOMEONE ELSE Ability to ADD a new record on the fly Or Select from a list (IQA driven, by default linked to logged in member by CO_ID) Once selected, ability to edit badge info & add a new address or edit selected address *not configurable offthe-shelf 12

13 REGISTRATION PROCESSING (CONTINUED) Registrants area: Displays Your Registration & others from your company that are in progress or completed. Highlights person you are currently registering Does Not display when Registering yourself Additional sections to complete selection of: - Registration Options - Program Items REGISTRATION PROCESSING (CONTINUED) Price editable for staff not for members Questions display conditionally based on Registration Option Program items display conditional based on Registration Option 13

14 REGISTRATION PROCESSING (CONTINUED) HOW REGISTRATION OPTION LINKING AFFECTS QUESTIONS & PROGRAM ITEMS Questions no longer appear & Program items filter based on Day 1 Only Registration Option selection REGISTRATION PROCESSING (CONTINUED) FURTHER EXAMPLE OF REGISTRATION OPTIONS/PROGRAM ITEM LINKS When selecting Registration Option for Golf Tournament Different questions Different program items 14

15 REGISTRATION PROCESSING (CONTINUED) CONFLICT CODES! Conflicts will prevent check-out for members; however, staff can continue despite conflict code warnings! In order to check out a member must resolve the conflict by removing one of the program items REGISTRATION PROCESSING (CONTINUED) CART & CHECKOUT OPTIONS STAFF ONLY Override transaction date (Pay by Check ONLY) to control Batch Date for bank reconciliation STAFF & MEMBERS: - Promotion codes *scroll down For payment options 15

16 Configuration option to include pay with paypal ipart Payment Method Sets are configured PER site REGISTRATION CONFIRMATION Order Confirmation automatically sent Can send to another address 16

17 NOW WHAT? The Good News: Your database will have the same Annual Quick Start site! BUT how do you clone past meetings and set up the Quick Start site for YOUR meetings and conferences? Decide: Do you want a full site or just the event registration within your members site? STREAMLINING EVENT SET UP (GENERAL GUIDELINES) Advanced Accounting Console (Back Office) tasks first!* Staff site (Edit Set Up) Copy Quick Start Site (if applicable) *After Cloning, adding functions may be problematic if you are using the feature on the staff site that will link registration options & program items together. More info on this in a later slide. *Note Streamlining setup *will* VARY based on YOUR organizations event set up needs AND imis version expect this to change in future imis versions as setup options become more robust in the staff site! 17

18 STREAMLINING EVENT SET UP (PART 1 ADVANCED ACCOUNTING CONSOLE TASKS CLONE AN EVENT) Start in the Advanced Accounting Console (back office) first! 1. CLONE the event & Edit 2. Review/Update the settings in More >> Web Options (to have option for web at function level) 3. Review/Update each Function Setup ADVANCED ACCOUNTING CONSOLE EVENT SET UP CLONING! Everything in AAC copies as it was (same dates, codes, descriptions, conflict codes, pricing, gl accounts) MUST edit all functions for proper dates etc. No web setup options clone (like linking and questions) Included in Interim Update (April 2016) Staff Site set up Templates and Copy Event features coming soon! SEE Sprint from 23-Feb tal/releases/imis_releases/features_- _Coming_Soon/SupportPortal/iMIS_Fea tures_- _Coming_Soon.aspx?hkey=29c a73b-2a9b166b

19 STREAMLINING EVENT SET UP (PART 1 ADVANCED ACCOUNTING CONSOLE TASKS, CONTINUED: WEB OPTIONS Note If Show this event on the web? is not enabled, functions will not have the tick box to allow the function to be seen on the web. Pricing method options: Member type -- Bases pricing on the registrant s member type code matching a registrant class code in the Function fees table. Member/Non-Member -- Bases pricing on the registrant s member status (member_record =1) Stored Procedure -- Bases pricing on the registrant class returned by a stored procedure. Such stored procedures let you implement complex pricing promotions, such as 50% off additional registrants from a given company. STREAMLINING EVENT SET UP (PART 1 ADVANCED ACCOUNTING CONSOLE TASKS, CONTINUED: FUNCTION SETUP) *Pre version Interim Update (April 2016), only place to maintain Conflict Code was still AAC 19

20 STREAMLINING EVENT SET UP (PART 1 ADVANCED ACCOUNTING CONSOLE TASKS, FUNCTION EDIT NOTES CONTINUED) Review all fields related to each function but specifically you must review/update the following: If applicable, Conflict Codes* Is an Event option (Distinguishes Registration Options from Program items!) Create Detail Activity Show this function on the web Guest Function is not applicable in the current version of i /i If applicable: Update fees by reg class and confirm/update all GL accounts. Reg class pricing set up is not available on the web Staff Site. (Note: Staff Site pricing options are member/nonmember only linked to the M and NM reg class codes) STREAMLINING EVENT SET UP (PART 1 ADVANCED ACCOUNTING CONSOLE TASKS, CONTINUED: FUNCTION PRICING) 20

21 STREAMLINING EVENT SET UP (PART 1 ADVANCED ACCOUNTING CONSOLE TASKS, CONTINUED: FUNCTION PRICING) Event Set up via the Staff Site allows pricing by member/ nonmember only and/or you may be able to create different registration options to accommodate registration class pricing* This may be something you want to explore. INTERIM RELEASE ENHANCEMENTS! (AVAILABLE IN APRIL 2016) Interim Update (April 2016) When defining an event, Staff users can select from three different options: Create a new event Choose a template Copy existing event Event Categories field the Meeting/Event Type field Ability to configure the Event Display ipart to show an Add to Calendar link Add the event to Yahoo!, Google, and icalendar calendars. icalendar is compatible with ical (.ics) files, such as ios mail, Gmail, and Outlook. 21

22 INTERIM RELEASE ENHANCEMENTS! (AVAILABLE IN JULY 2016) Interim Update (July 2016) NEW conflict code functionality available to automatically create time conflicts and still have the ability for user defined conflict codes as well with this ability available to configure from the Staff Site Event Set up STREAMLINING EVENT SET UP (PART 2 STAFF SITE TASKS) Events >> Find Events 22

23 STREAMLINING EVENT SET UP (PART 2 STAFF SITE TASKS, CONTINUED) Navigate to the Showcase tab, click Edit STREAMLINING EVENT SET UP (PART 2 STAFF SITE TASKS, CONTINUED) Not in Advanced Accounting Console 23

24 STREAMLINING EVENT SET UP (PART 2 STAFF SITE TASKS, CONTINUED) Data points not in Advanced Accounting Console STREAMLINING EVENT SET UP (PART 2 STAFF SITE TASKS, CONTINUED) Early/Regular dates from AAC setup Registration Options are Functions with Is an Event Option checked All other AAC functions will not be displayed here, they will be under program items and available to edit in that section of the Showcase content page. 24

25 STREAMLINING EVENT SET UP (PART 2 STAFF SITE TASKS, CONTINUED) Click to select the Registration Item Opens to the Info tab Most General Information can be setup in AAC Ability to add an Image & Additional information (in HTML) STREAMLINING EVENT SET UP (PART 2 STAFF SITE: REGISTRATION OPTION, PRICING) Member/NonMember pricing only (on staff site setup) Additional pricing by registrant class (assigned by a stored procedure) can be achieved using AAC set up Note Default = NonMember (NM reg class) Members = Member (M reg class) 25

26 STREAMLINING EVENT SET UP (PART 2 STAFF SITE: REGISTRATION OPTION, PRICING) NEW! In i20.2 Q4 Available to guests This Event Registration Option will only be available when registering a Guest *If there is only one Registration Option that is marked as Available to guests, the Guest registrant will automatically be registered for it. Also available to primary registrants This event Registration Option is available to both guests and regular registrants. Note Linking Program Items to the guest registration option limits the program items a guest registrant will be able to select. STREAMLINING EVENT SET UP (PART 2 STAFF SITE: REGISTRATION OPTION, ACCOUNTING) Available on AAC & Staff Site (but not at reg class level on Staff site) 26

27 STREAMLINING EVENT SET UP (PART 2 STAFF SITE: REGISTRATION OPTION, QUESTIONS) Questions TAB Questions do not Clone (from AAC*) Event Level (available for all registrants) Conditional based on registration option (or program item selected) STREAMLINING EVENT SET UP (PART 2 STAFF SITE: REGISTRATION OPTION, QUESTIONS) Required questions will prompt for answers in cart before checkout Hidden (use in lieu of delete ) Types: Yes/No, Numeric Integer, Numeric decimal, Single Line Text, Multi-Line Text, Drop Down List Drop Down List flexibility: Explicit value or query 27

28 STREAMLINING EVENT SET UP (PART 2 STAFF SITE: REGISTRATION OPTION, PROGRAM OPTIONS) Ability to link program items to each registration option allowing for conditional display of items Default Registration Display & add/remove ability Do NOT display Display & do not allow edit (with default registration makes this program item required ) STREAMLINING EVENT SET UP (PART 2 STAFF SITE: REGISTRATION OPTION, PROGRAM OPTIONS) 28

29 REGISTRATION OPTIONS & PROGRAM ITEMS DISPLAY OPTIONS KNOWN ISSUE If you create a function in the desktop, and then try to link it through the Staff site to a registration option, it does not save Once you add a program item through desktop, editing it to change the setting for a registration option from the default 'Display and allow user to add/remove' will not save the new setting unless the registration option was added to the event via Staff Site after adding the program item in desktop EventRelatedFunction table does not update when adding a registration option or program item in desktop. If no registrations, you can CLONE the event and that will resolve the issue, but you have to go redo your Staff Site set up after cloning You can use this script to set Do Not Display and could edit if needed after: You will need to use the function codes for your event, but for example, running this will set the reg option for CARHIRE to have program T301 not display. insert into EventRelatedFunction (EventRelatedFunctionKey, EventFunctionKey, EventRegistrationOptionKey, DisplayOption, IsAutoEnroll) values (NEWID(), 'ANL2015/T301', 'ANL2015/CARHIRE', 0, 0) THANKS to CATHY SLOT with Customs Brokers and Forwarders Council of Australia Inc for sharing on the NiUG List Serve! STREAMLINING EVENT SET UP (PART 2 STAFF SITE: PROGRAM ITEMS) After saving all edits at the Registration Options level, and returning to the showcase tab, scrolling down into the program items allow you to ADD or EDIT To Edit, click on the title link for each program item Click EDIT link after displaying details for that program item Same tabs to review/edit as Registration Options (Info, Pricing, Accounting, Questions, Registration Options) 29

30 STREAMLINING EVENT SET UP (PART 2 STAFF SITE: PROGRAM ITEMS) PROMOTION CODES SETUP Commerce >> Promotions 30

31 PROMOTION CODES SETUP CONTINUED Options: % off entire order % or Flat Amount off a specific event function % or Flat Amount off *any* event Date Driven (can expire) *any* event means *all* events during the date range of the promotion code (not event code specific) PROMOTION CODES EXAMPLE % OFF ENTIRE ORDER Provide Promotion code to your customers/members for entry during check-out! No to date means this promotion does not expire (at this time) Percent equals 10% off (do not enter as.10) 31

32 PROMOTION CODES BY ITEM CATEGORY PROMOTION CODES BY ITEM (FUNCTION LEVEL) 32

33 MEMBERS APPLYING PROMOTION CODE AT CHECKOUT YOUR EVENT IS SET UP! Once your event was cloned & edited, the event will be in the search and available for registration on both your STAFF and Members sites based on the dates you entered Test your event registration before advertising availability to your members BUT WAIT what if you want or need an entire site dedicated to your event!?!? There s more work to do! 33

34 CREATING A SEPARATE EVENT SITE Overview Using RiSE we will create a copy of the Annual Quick Start Site and point it to our new Annual event code and review how to hide some navigation and edit content CREATING A SEPARATE EVENT SITE RiSE >> Site Builder >> Manage Websites Under Quick Start Sites, Highlight the Annual Site Go to [Organize] and select Copy 34

35 CREATING A SEPARATE EVENT SITE Highlight the folder where you would like your site created and click [Organize], Paste Type in a Name for your site Click [OK] CREATING A SEPARATE EVENT SITE PUBLISH YOUR NEW SITE 35

36 PUBLISH THE CONTENT FOLDER (CREATED FOR YOUR NEW SITE) RiSE >> Page Builder >> Manage Content Highlight your folder, Annual YYYY and click [Publish] EDIT THE REGISTRATION CONTENT PAGE Highlight Registration & click [Edit] 36

37 EDITING THE REGISTRATION CONTENT PAGE (CONTINUED) Click to configure the Event Display ipart (a.k.a. Content Item ) EDITING THE REGISTRATION CONTENT PAGE (CONTINUED) Edit the Event key (enter your event code here) Click [OK] When returned to the content page, scroll down to get to the Event Program Display ipart 37

38 EDITING THE REGISTRATION CONTENT PAGE (CONTINUED) Click to configure the Event Program Display ipart EDITING THE REGISTRATION CONTENT PAGE (CONTINUED) Edit the Event key (enter your event code here) Click [OK] When returned to the content page, scroll down and click [Save & Publish] 38

39 POINT YOUR NEW SITE REGISTRATION TO YOUR NEW MEETING RiSE >> Site Builder >> Manage SiteMaps Highlight Registration navigation link In URL Parameters, change the eventkey to equal your event code (ANNCONF15) LET S CHECK IT OUT To get to your new site, you can go to RiSE >> Manage Websites Highlight your site, and expand the top section Click on the URL 39

40 CHECK EVERY NAV LINK Home Page Buttons/Links! Turn On Easy Edit! And Edit the Pages EDITING THE CONTENT HTML IPART Highlight the link in the HTML and click the icon to insert content links: Current link goes to the isamples Registration content page! Edit to point to our NEW registration page in our copied site! 40

41 MORE RISE WORK! Headers/Pictures etc can be changed in the RiSE site Navigation items not relevant to this event can be hidden Working in Easy Edit may be easiest (except to hide/add/edit navigation) Check and edit where needed ALL navigation items and page links to other content pages Another example: Explore the schedule, Registration link to sample registration content page needs to be edited ANOTHER EXAMPLE (CONTINUED) Use Easy Edit! Edit all content and all links to your specific registration page 41

42 CONFERENCE QUICK START SITE NAVIGATION ITEM: SHOP REVIEW YOUR SITE! Complete your RiSE work & review your site before opening your registration and providing links 42

43 AFTER REGISTRATION BEGINS EDIT/CANCEL/TRANSFERS Staff Site & Members site: Ability to edit badge type info Ability to edit Question responses Ability to edit Program Items (based on event configuration) Updates financials properly (when needed) Credits are *not* processed on CCs, but update AAC financials Cannot Cancel or edit Registration Options AFTER REGISTRATION STAFF SITE / MEMBER SITE EDITS AVAILABLE Credit issued if a program item is removed that had a fee associated with it (Upon clicking [Submit Order]) 43

44 ADVANCED ACCOUNTING CONSOLE CANCELLATIONS & SUBSTITUTE/TRANSFERS [Delete] does not remove the registration, all event transactions are reversed and the status is updated to C [Transfer/Substitute] allows the event code to be edited which cancels the person in the existing event and adds a registration to the new event code for this person [Transfer/Substitute] allows the Registration ID or Bill To ID to be edited to substitute someone else for this registration easily. The original person s registration is marked with a status of C for cancelled and the new persons event registration is entered. EVENT REPORTS VIA ADVANCED ACCOUNTING CONSOLE Located under Continuum More reports coming to the Staff Site! 44

45 EVENT REPORTS VIA AAC TAKEAWAYS Lots of documentation on-line (with videos): For GA version specific info: For Interim Release info: For Setup/Configuration/Registration: 45

46 THANK YOU! QUESTIONS & ANSWERS Thank you for attending this POWER Session on Mastering Events! presented by Melissa Mack Intuitive Business Concepts WITH THANKS TO OUR SPONSORS NIUG DISCOVERY CONFERENCE 46