Electronic Meeting Registration System. Step-by-Step User s Guide

Transcription

1 Electronic Meeting Registration System Step-by-Step User s Guide May

2 Table of Contents Introduction... 3 STEP 1: TO CREATE AN ACCOUNT FOR THE REGISTRATION FOCAL POINT... 4 STEP 2: TO REGISTER DELEGATES... 6 STEP 3: TO SUBMIT DELEGATES STEP 4: TO MODIFY STEP 5: TO DELETE

3 Introduction The Conference of the Parties (COP) is the governing body of the WHO FCTC and is comprised of all Parties to the Convention. It meets every two years, reviewing implementation of the Convention and taking the decisions necessary to promote effective implementation, as well as adopting any protocols, annexes and amendments to the Convention. Observers accredited to the COP may also participate in the work of the Conference and its subsidiary bodies. To facilitate submission of credentials and nominations of representatives, online registration is now required for meetings of the COP and its subsidiary bodies. Before each meeting, an invitation is sent to Parties and observers accredited to the COP containing the link, username and password to access the online registration system. One registration focal point, formally designated, needs to create his/her own account in the system. To facilitate communication, the designated registration focal point of a Party or State non-party should normally be based at the Permanent Mission in Geneva. Parties and States non-parties to the WHO FCTC which do not have a Permanent Mission in Geneva should designate a registration focal point in the capital. Once a registration focal point has created his/her own account and upload a note verbale designating him/her for this task (official diplomatic note prepared on headed paper, dated, signed, and/or stamped), or an official signed letter from the capital or the organization, as the case may be, he/she will receive by a unique username and password, and the link to access the registration system. This will allow the registration focal point to enter and submit the names and details of the delegation. The official credentials of the delegation must be uploaded in the system to complete the registration of the delegation. The Convention Secretariat verifies the information submitted by the registration focal point, which will then be used to generate both meeting badges and the list of participants. 3

4 STEP 1: TO CREATE AN ACCOUNT FOR THE REGISTRATION FOCAL POINT Note: It is not possible to register a delegate unless the registration focal point has created an account as registration focal point. 1. Access the site: and log in using the username and password provided in the invitation letter sent to your country or organization. 2. Once the registration focal point has logged into the system, the Focal Point Registration Form will display 4

5 3. Complete the Focal Point Information section 4. Upload a note verbale or an official letter signed by the relevant authorities in your capital, or your organization, confirming your designation as registration focal point for registering the delegation. Note: Please ensure that the address is valid and accurate as your unique username and password will be sent to this address. 5. Click on Submit to register and confirm the focal point. Note: The confirmation of the creation of the account will display in e-mrs and the registration focal point will also receive an Dear.., Thank you for registering as Focal Point for the Sixth Session of the Conference of the Parties to the WHO FCTC for the delegation of... An with your unique username and password will automatically be sent to you once your registration is confirmed. Kind Regards, Electronic Meeting Registration System For assistance, please write to copregistration@who.int ***DO NOT REPLY TO THIS . THIS IS AN AUTOMATED MESSAGE AND YOU WILL NOT RECEIVE A REPLY*** Once the account is validated by the Secretariat, the registration focal point will receive an e- mail with a new link, unique username and password to be used to register the delegation (see STEP 2). 5

6 STEP 2: TO REGISTER DELEGATES 1. Access the registration system using the link provided in the sent to the registration focal point (see sample below) after creation of an account. Please note that the link, username and password used in STEP 1 cannot be used here. Dear, We are pleased to confirm your unique username: john@xxx.com and password: abcd123 Online registration of your list of delegates representing (name of country/organization). at the Sixth Session of the Conference of the Parties to the WHO FCTC can be done by clicking here. Please make sure that you close your internet browser before clicking on the link. Kind Regards, Electronic Meeting Registration System For assistance, please write to copregistration@who.int. ***DO NOT REPLY TO THIS . THIS IS AN AUTOMATED MESSAGE AND YOU WILL NOT RECEIVE A REPLY*** 2. Log in using the unique username and password provided in the received after the registration focal point has created an account. The registration focal point can now register delegates. 6

7 3. Select action Add Delegate to enter a new delegate. 7

8 4. Complete Add Delegate section, and type a Priority number for the delegate. This will determine the order in which delegates will appear in the official List of Participants. 5. Click on Confirm Add Delegate at the bottom right-corner of the screen. The delegate s details will then appear under List of Meeting Delegates. Repeat actions 3 to 5 above for adding as many delegates as listed in your credentials. 8

9 Once the delegates have been added as per credentials, the registration focal point may submit the delegation and upload the credential (see STEP 3) If the registration focal point is not ready to confirm and submit the delegation (e.g. the credential is not available yet), he/she may choose to click on Close to save the information in the system for further processing. The delegates will not be confirmed until they are submitted and the credentials uploaded. To EDIT delegates information or DELETE delegates, see STEP 4 and STEP 5 below. 9

10 STEP 3: TO SUBMIT DELEGATES After adding the delegates, the registration focal point needs to upload a credential to submit (confirm) the delegates in the system. If the credential is not available yet, the registration focal point may select Close to save the information in the system for further processing. The delegates will not be confirmed until they are submitted and the credentials uploaded. To submit delegates: 1. Select action Upload Credential to submit credentials. The screen below will display 10

11 2. Click on Select ALL Delegates to submit ALL delegates 3. To submit only selected delegates, select delegates from the list Select Delegate for the credential Click on Delegates Credential icon to upload the official credential document (official note verbale from Permanent Mission or official letter from capital) 4. Click on Attach Credential. The word View will display in the column Credential for the delegates for which a credential has been uploaded. 11

12 5. Click on Submit to confirm the submission and the credential. SUBMISSION IS NOW COMPLETE Note: After submitting the credentials, a notification will display in e-mrs and the registration focal point will receive a message by . Dear., Please be informed that the following delegate(s) representing. at the Sixth Session of the Conference of the Parties to the WHO FCTC has(ve) been included in the list of participants. Dr Delegate 2 Dr Delegate 1 If you have not done so already, kindly provide original credentials to the Convention Secretariat as soon as possible and no later than the opening of the session. If you want to make any modification/amendments to the submitted delegates, please click here (please login using your unique username and password). For assistance, please write to copregistration@who.int Kind Regards, Electronic Meeting Registration System ***DO NOT REPLY TO THIS . THIS IS AN AUTOMATED MESSAGE AND YOU WILL NOT RECEIVE A REPLY*** 12

13 STEP 4: TO EDIT DELEGATE S INFORMATION 1. Select action Edit Delegate to modify information for an existing delegate. 2. Select the delegate whose information you wish to edit. 3. Once the modification is completed, click on Confirm Edit Delegate at the bottom rightcorner of the screen. 4. Select action Upload credential to upload the revised credential for the delegate and proceed with submission of delegates (see STEP 3) 13

14 STEP 5: TO DELETE DELEGATES 1. Select action Delete delegate. 2. Select from List of Meeting Delegates the delegate you wish to delete. 14

15 3. Click on Confirm Delete delegate button at the bottom right-corner of the screen to confirm deletion 15