Lanyon Smart Events Cloud. MEETINGS and EVENTS. Create Registration Paths

Transcription

1 Lanyon Smart Events Cloud MEETINGS and EVENTS Create Registration Paths User Guide Fax: North Harwood, Dallas, Texas 75201

2 Lanyon Solutions, Inc. Dallas, Texas Draper, Utah London, England 717 N. Harwood St. Draper, UT London, W2 5RH Dallas, TX USA United Kingdom USA Phone: +1 (817) Phone: +1 (866) Phone: +44 (0)

3 Introduction What can I do? With the Lanyon Smart Events Cloud solution, event planners can quickly set up and customize event registration paths by Attendee Type. The planner can select a registration path for each attendee and can then send s to attendees. With this feature, planners can provide attendees with a personal experience. Why do it? Planners should use registration paths to provide attendees with registration options that suit the attendee. With registration paths, planners can group options for attendees and show attendees only those options that they can choose. For example, planners can assign attendee types based on the attendee s . Planners can then send an invitation to all the attendees at that company. What you ll find in this user guide This user guide consists of four parts: Navigating to Attendee Types, Creating Attendee Types, Assigning Attendee Types, and ing Attendees Registration. In the Lanyon Smart Events Cloud solution, you can find this information under the Promote tab. You can create your event website, attendee types, registration forms, and marketing s. 2

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5 Table of Contents Introduction... 2 What you ll find in this user guide Navigating to Attendee Types Going to the Attendee Types Page Creating Attendee Types Changing the Preferences for Your Event Creating Attendee Types Creating Registration Paths Deleting Attendee Types Assigning Attendee Types Showing the Attendee Type Fields on the Attendee Pages Assigning an Attendee Type to the Attendee Allowing Attendees to Select Their Attendee Type ing Attendees Registration Viewing Attendees Registration Path Creating Invite s for the Attendee Type Preparing an List for that Attendee Type

6 1. Navigating to Attendee Types Important: You must create an Event to proceed (see the Create an Event user guide). You can assign web pages to Attendee Types if you create the Attendee Types first. Your company may have provided a link to access the Smart Events Cloud solution directly. If not, follow the procedure detailed below to log in Going to the Attendee Types Page 1. Go to 2. Log in with your username and password. 3. If you see your event, click it in the Last # Events section and go to step 7. The Profile page opens. OR 5

7 If you do not see the Event, expand the Account Menu navigation on the left side. Account menu 4. Choose View Event List from the Account Menu. 6

8 5. To search for your event, type your event s name next to Event Search and click Search. 6. Click your event s name. The Profile page opens. 7. Click the Promote tab. 7

9 8. Click the Attendee Types subtab. You can now see the Attendee Types page. 8

10 2. Creating Attendee Types Create Attendee Types to give attendees options, offer attendees hotel rooms, personalize the attendee experience at the event, and gather information on personal preferences Changing the Preferences for Your Event 1. Follow the steps from Section 1 to access the Attendee Types page. 2. Click the red arrow next to preferences. 3. In the Preferences section, enter the following information: Attendee Preferences Configuration Configuration Support Address Toll Free Support Phone Number International Support Phone Number Enable Waiting List Show Number of People on Waiting List Waiting List Limit Send when Seat Available 4. Click Save at the bottom of the preferences. Action Enter the address for your support department. Enter the toll-free Number for support. Enter the international phone number for support. Enable waiting lists for sessions. Show attendees the number of people on the waiting list when they register. Set the number of people that can wait for a session. Send attendees a notification that they have a spot at a session. 9

11 2.2. Creating Attendee Types 1. Follow the steps from Section 1 to access the Attendee Types page. The event planner can create registration paths for different attendee types. To create an attendee type, click on the orange Create New Attendee button. To create a copy of an attendee type, click on the blue copy icon to the right of the attendee type. TIP To sort Attendee Types, click on the grey handles to the left of the name and drag the attendee types to their priority position. (For example, you can move VIPs to the top.) Prioritize Attendee Types to determine which Registration Flow the attendee follows first. To trigger a sync, click here at the bottom left of the page. 2. Create an attendee type. 3. Enter the name of the Attendee Type. 10

12 4. Configure the attendee type. NOTE To configure an attendee type that you have created, click the red arrow next to the name of the attendee type. You can configure the following for an attendee type: Attendee Type Configuration Configuration Browser Title Default Landing Page Invited Attendees Confirmation Open Registration Close Registration Close Registration Message Registration Edit Deadline Registration Edit Deadline Message Allow Cancellations Action Name the browser title that attendees see at the top of the page and in the tab. Select which page an attendee views by default when visiting your site. Click Copy to clipboard and paste into correspondences to attendees and the address bar to view the event site. You only have this option if you have already created the attendee type. Select the the attendee receives when they register for your event. This defaults to the first day of the event. Select the date attendees can register for the event. Select the date registration closes. You must close registration by the last day of the event. Enter the message attendees see when they cannot register. Enter the last day attendees can edit their registration. The default is the last day of the event. Enter the message attendees see when they go to the site on the last day of registration. Check to allow attendees to cancel their registration. 11

13 Cancellation Deadline Cancellation Policy Set the last day for attendees to cancel. Enter your policy for cancellations. 5. To access Advanced Setup, click the red arrow at the bottom of the attendee type page. In Advanced Setup, you can configure the following for an attendee type: Configuration Event Name Event Venue Name Event Venue Address 1 Event Venue Address 2 Event Venue Address 3 Event Venue City Event Venue State Event Venue Zip Event Venue Country Event Dates Support Address Toll Free Support Phone Number International Support Phone Number Payment Options Hotel booking process flow Require Credit Card for Reservation Enforce CRM validation for this attendee type. Sold Out Message address not required 6. Click Save at the bottom of the page. Action Enter the name of the event. Enter the name of the venue for the event. Enter address 1 for the venue. Enter address 2 for the venue. Enter address 3 for the venue. Enter the city where the event takes place. Enter the state of the event. Enter the zip code where the event takes place. Enter the country where the event takes place. Enter the dates of the event. Enter the address attendees can use for support. Enter the phone number attendees for support. Enter the number for support when attendees call from outside the country. Check the box to allow attendees pay with vouchers or cost center payments. Select the radio to "Send attendee directly to hotel dates" or "Ask if attendee wants to book a hotel first". Check the box to require credit cards when attendees reserve a place at events. Check the box to enforce CRM registration for this attendee type. Enter the message attendees see when they select a sold-out session or package. Check this box to allow attendees to book with a primary or secondary address. 12

14 2.3. Creating Registration Paths 1. Follow the steps from Section 1 to access the Attendee Types page. 2. From the attendee types page, set the attendees default landing page. 3. Click Edit Registration. NOTE You can navigate back to the Attendee Types page anytime. Click Attendee Types in the upper left corner or click Done in the upper right corner. Also, use the dropdown to change the attendee type you are editing. TIP To preview the registration page, click Preview Mobile or Preview Browser in the upper right corner. The registration pages use the same theme as the Event Websites pages. 4. To show a page on the registration path, click the check box. 13

15 CAUTION You see a warning symbol beside registration steps when you enable them but do not create any fields. 5. To edit a page, click the page in the left pane or in the tabs at the top. 6. To edit the content of the page, hover over the page content and click Edit Form. 7. Click Add Item. 8. To add an item, select it. 14

16 Registration Paths Setup Page Item to Add Options for Item Contact Information Existing Field Select a preexisting contact field. New Field Select a type of field. Select the Settings for the field. Select the Field Name. Enter the Tooltip. Check Required?. Check Prevent user modification?. Check Prevent user modification if has value?. Enter the values for the fields. Enter New Value. Enter Visibility. Click Save. Content Enter the Visibility. Profile Page Existing Field Select a preexisting contact field. New Field Select a type of field. Select the Settings for the field. Select the Field Name. Enter the Tooltip. Check Required?. Check Prevent user modification?. Check Prevent user modification if has value?. Enter the values for the fields. Enter New Value. Enter Visibility. Click Save. Content Enter the Visibility. Profile Page 2 Existing Field Select a preexisting contact field. New Field Select a type of field. Select the Settings for the field. Select the Field Name. Enter the Tooltip. Check Required?. Check Prevent user modification?. Check Prevent user modification if has value?. Enter the values for the fields. Enter New Value. Enter Visibility. Click Save. 15

17 Page Item to Add Options for Item Content Enter the Visibility. File Uploads Existing File Select a preexisting file to upload. Upload New File Upload Configure a new file to upload. Check Is Required?. Select one of the Exiting File Types from the dropdown. Select Use Another File Type. Enter a Max File Size of no more than 1000 Kilobytes (kb). Enter file extensions and click Add Extensions. Catalog Add New Group Create a Group and select Single or Multiple. Enter the Name of the Group. Click Save. Hover over the group and click Add Package. Catalog Groups Existing Package Check Add It to add an existing package to the group. Check Required to make the package required for the group. Check Default. Click Done. New Package Click Settings. Enter the Package Name. Enter the Description of the package. Enter the Total Available packages. Enter the Order Minimum. Enter the Order Maximum. Check the Required/Must Purchase. Check Selected by Default. Click Pricing. Enter the Base Price. Click Add Another Price. Enter an alternate Price. Use the date picker to select the effective date of the alternate Price. Click Custom Fields. Search for the custom field. Check the appropriate option for Prompt and Make Required or Auto and Auto Apply once payment clears. Click Save. Sessions Filters Check Keyword Filter, Day Filter, Track Filter, or Type Filter to show these session filters on the registration path. 16

18 Page Item to Add Options for Item Existing Session Click a session you have created. New Session Enter the Session ID. Enter the Session Title. Enter the Session Description. Enter the Session Capacity. Check Accessible by the following packages. Show this session to all registrants in this attendee type even if they don't select a valid package configured here. Payment Details Payment Types Click the payment type. Credit Cards Check Allow Credit Cards Payments. Enter the Field Label for the credit card. Check the types of credit cards accepted. Check CVV2. Check the option Displayed and Required. Check Check Allow Check Payments. Enter the Field Label. Check the options for Check Number, Displayed and Required. Purchase Order Check Allow Purchase Order Payments. Enter the Field Label for Purchase Orders. Check the options for the PO Number, Displayed and Required. Wire Transfer Check Allow Wire Transfer Payments. Enter the Field Label. Cost Center Check Allow Cost Center Payments. Enter the Field Label. Check the options for the Cost Center Number, Displayed and Required. Check Display Cost Center Field as a dropdown. Voucher Check Allow Voucher Payments. Enter the Field Label. Check the options for the Voucher Number, Displayed and Required. Save Click to Save your configuration for each payment type. Hotels Existing Field Check the options for a custom field, Add It and Req d. New Field Select a type of field. Select the Settings for the field. Select the Field Name. Enter the Tooltip. Check Required?. 17

19 Page Item to Add Options for Item Check Prevent user modification?. Check Prevent user modification if has value?. Enter the values for the fields. Enter New Value. Enter Visibility. Click Save. Content Enter the Visibility. Registration Confirmation Add a New Widget Click the dropdown and click Add. 9. Fill out the required information. 10. Click Done and click Done again Deleting Attendee Types 1. Follow the steps from Section 1 to access the Attendee Types page. 2. To delete an attendee type, click the trash can icon next to the attendee type. 18

20 3. Assigning Attendee Types 3.1. Showing the Attendee Type Fields on the Attendee Pages 1. Log in to Smart Events Cloud. 2. Click Manage > People > General > People Search. 3. Click an attendee. 4. If you see Account in one of the tabs, click it. OR If you do not see Account in one of the tabs, click menu on the right side and click Account. 19

21 5. Click Edit page fields. 6. Click Add Field. 20

22 7. In the search bar, enter attendee type. 8. Check Added. 9. Click Done and then click Done again. 21

23 3.2. Assigning an Attendee Type to the Attendee 1. To go to account on the attendee s page, follow steps to Select the attendee type from the dropdown. 3. Enter any information in the required field. 4. Click Update at the bottom of the page Allowing Attendees to Select Their Attendee Type 1. Follow steps to Click Website. 3. If necessary, click Publish next to the page. 4. Click the page. For this example, we used Public Registration. 5. Place your cursor in the editing area. 22

24 6. Click the Page Elements dropdown and select Attendee Type Select. 7. Click Save in the upper right corner. 8. Click Event Website in the upper left corner. 9. Click Attendee Types. 10. Click the red arrow to access the attendee information. 11. For the Default Landing Page, select the page with the Attendee Type Select dropdown. For this example, we used Public Registration. 12. At the bottom of the section, click Save. 23

25 4. ing Attendees Registration 4.1. Viewing Attendees Registration Path 1. Follow the steps in section 1 to access the Attendee Types page. 2. Click on the blue Copy to clipboard link for the Attendee Type. 3. Open another tab in your web browser. 4. Paste the copied URL into the web browser. 5. Press enter to go to the website and verify the URL and the website pages. TIP Send attendees their registration path in communications and in advertisements to encourage them to attend the event Creating Invite s for the Attendee Type 1. Log in to Smart Events Cloud. 2. Click Promote > > Create New . TIP We recommend that you use the Marketing Category. 3. Enter the Name of the and select the Category from the dropdown. 4. Click Save and then click Add Version. 24

26 5. From the language dropdown, select the Language for your version. NOTE Make sure to include the Attendee Type you are sending the to. You cannot send an to an Attendee Type not in your Attendee Types Category for that Select the categories for who you want to send the to. 7. Enter the Subject of the Enter the content of the Paste the URL for the registration path in the . (To get the URL, see section 4.1.) 10. Click Save at the top right of the page. 11. Click at the top left of the page to leave Preparing an List for that Attendee Type 1. Log in to Smart Events Cloud. 2. Click Manage > People > General > People Search. 3. Click Modify Search. 4. Click Edit User Search Fields. 25

27 5. In the User Fields Available in Search section, check the Attendee Type box. 6. At the bottom of the page, click Apply Changes. 7. Click People > General > People Search. 8. Click Modify Search. 9. Select the Attendee Type from the dropdown. 10. Click Search. 26

28 11. Click Add All Records to Worklist. 12. Click Send Click Okay and then Okay again. 27

29 Version: S17A 28