Registering Check and Cash Payers Access the event management page via 1. Your group home page

Transcription

1

2 Managing your Event Module: Registrar Functions, Participants and Reporting Table of Contents Registrar Functions... 1 Registering Check and Cash Payers... 2 Registrar Tab... 3 Viewing Event Participants... 5 Canceling Balance Due Participants... 8 Sending s to Event Participants... 9 Event Reporting Report Descriptions Complete registration list Report # Total number of payments Report # Club members who have registered for the event Report # Print event nametags Reports #2779 & # Use Mail Merge to create your own nametags Report # Participant contact information Report # Responses to registration questions Reports #1287 & # Cloning Reports Registrar Functions Keeping track of registration numbers and entering the names of people who have paid via cash or check are part of the event manager s responsibilities. If your club has set up online registration but chooses to also accept cash or check payments, you can register the participants. Ensure all check and cash payers are entered into your event module, so that: Your registration list is up-to-date; no need for multiple lists If a capacity is set, there will be no risk of overbooking Nametags can be printed for all registrants via the nametag report Notification s (if enabled) reach all attendees Last minute information can be communicated to all via SmartMail Lite Volunteers who have been given access to the event module can manage any of their group s events. They do not have to be the person who initially set up the event. Registering Check and Cash Payers Access the event management page via 1. Your group home page

3 You will be taken directly to the registrar tab. Registrar Tab To register a person, search for them by address or name. You do not need to complete all fields in the name search, but more information helps to narrow down search results for common names. If you cannot find a person, they may not be in Stanford s database or you may be searching using a nickname instead of their full name. Once you find the person you are looking for, click register beside their name. You will be taken through the registration process as if you were the person registering. Tip: A best practice is to denote a cash or check payer in the person s comment field on the first page of registration. This way, you can easily tell at a glance who paid by check or cash when you view a registration list.

4 Continue through the registration pages, making the necessary selections and proceed to the payment screen.

5 Enter their check or cash information. If you do not have their check number at hand, you can enter 000 or the cash amount. Then click submit payment to complete their registration. You will have the option to send a confirmation to the registrant on the next screen, and if you have an address for them, enter it as well. Viewing Event Participants The Participants tab is an easy way to view your event registrants.

6 Participants are filterable based on their registration status. Use the pull-down menu under the search results to select the population you wish to view. Make your selections and press Go to apply your filters. Registration statuses are as follows:

7 Registered participants have completed the registration process and are fully paid. Balance Status refers to participants who owe or are owed event fees. No Payment refers to those who are holding a ticket but have not paid Underpaid refers to those who have paid for a portion of their tickets. They may have selected multiple tickets and only paid for the cost of one, for example. Overpaid refers to someone who is owed funds by the club. For example, if someone registered and paid for a guest and then cancelled only the guest s registration. In process, for people who began registering but did not choose any tickets before ending the process. Cancelled, for people who have cancelled their registration. If this is a paid event and you are offering refunds, they are most likely due money by the club. Send regrets, for people who have indicated they cannot attend and would no longer like to receive marketing regarding this event. The filter defaults to Registered and Balance Due because both of these statuses hold tickets. In other words, they count towards your capacity. To view only participants who are balance due, select balance status and then drill down to see people who have underpaid. From here, it is easy to these participants all at once to see if they plan to complete their registration.

8 Canceling Balance Due Participants No Payment balance due participants are holding a spot that counts towards your capacity. You need to cancel the registration of these participants in order to free up event spots. It may also be useful to cancel In Process participants. To cancel a population s registrations, use the filter options to select the population you need. In this example, we have selected No Payment and In Process. Make sure to press the Go button after making your selections.

9 Select Cancel Registrations and confirm your choice on the pop-up window that follows. The participants will now be listed as cancelled, and any tickets they held will be freed and will no longer count towards your capacity. Sending s to Event Participants At the bottom of the Participants page, notice that you can initiate a SmartMail Lite (Alumni Created Groups can send a Stanford Network message) to the selected participants immediately from this page. Note: the page displays a maximum of 20 names, but the will go to all the participants that fit your selected filter, not just the ones displayed on the page.

10 We strongly encourage you to message Balance-Due registrants before cancelling their registrations, and you can do so easily by filtering by underpaid registration status and then selecting These Participants. Other times you may want to participants is for last-minute changes to venue or time, or if the event is cancelled. To learn more about sending a SmartMail Lite , refer to the SmartMail Lite guide. Event Reporting The reporting tab leads you to reports which allow you to print complete registration lists, event nametags, and view payment history.

11 Clicking the report link will open a sample of the report this displays dummy information; it is only a sample of what the report contains. To fully run a report, select the radio button beside the report and click the green Run button.

12 The output options window will show you the various output options for the report. Note that you can also send a SmartMail Lite to the report population. Report Descriptions The following are the reports along with a brief description and their suggested use. Club Membership Event Invitation #3041 This report is used to invite all club members who have not yet signed up for the event nor sent their regrets. We highly recommend using this if multiple SmartMail Lite event invitations will be sent for a single event. Club members who have registered for the event Report #1285 This report shows all club members and their event registration status. This is useful if you want to compile data on which club members are the most active or attend specific events. Group Event Registration list #1282 This report runs a current list with the names of all participants registered, balance due, in process, cancelled. Tip: A best practice is to take the most up-to-date registration list to the event, so should any balance-due or inprocess people attend, you can ensure they pay before entering. Payments and Balances Report by Registration Report #471 This report displays all money paid, due, and adjustments needed (i.e. reimbursements due because of cancellations, for example). Please note that this does not reflect the 3% credit card fee. To accurately see how much money an event brought in, you should run CMS reports #488 and #491 through the website. Directions on how to do this can be found in the membership report guide. Nametag Reports Event Nametag Labels - SAA Logo Template #2779 This reporting will include registered and balance due participants. It is formatted to print on the 6-per-page SAAprinted nametags which you can get from your SAA manager. To use template #2779: select download formatted report to Microsoft Word as your output option, and set all document margins to zero before printing. It s a good idea to proof your labels before you print as some participants names or degrees may need to be edited, depending on how they entered their information during the registration process. Group Event Nametags Avery Template 5395 #1283 The Group Event Nametags Avery Template 5395 #1283 report is formatted to print on Avery 5395 self-stick nametags. This is a common, inexpensive brand found in most office supply stores and is a good alternative to the SAA-logo nametags. To use template #1283, select view report in browser window and print straight from

13 your browser. Group Event Nametag Names List Report #1284 If you would rather not use the pre-formatted nametag reports and would like to print on a different label, use this report to download to Excel and use a mail merge template. Event Participant Contact List Report #446 Use this report to see a participant s , phone, and address information. Very useful if you need to mail tickets or contact a specific person. Question Reports Group Event Question Responses by Question Report #1286 This displays each participant s name and their specific answer to each question. For instance, you would use this report if you asked whether anyone was interested in planning the next event and needed to see who had answered yes. Group Event Question Responses Summary Report #1287 This report displays each question and a count of each answer. For example, use this report to see how many people have requested each type of entrée:, 53 people selected the chicken entrée, and 35 selected vegetarian. Cloning Reports If you can t find a report that specifically suits your need, you can clone one of the current report options and modify the information you want the system to report. Refer to the running and cloning reports guide for full information.