Difference between revisions of "Events"

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==Getting Started==
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If you are just getting started with the Events module, watch this overview video and read [[Get the Big Picture]].
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Otherwise, just scroll down for FAQ, Common Tasks, and this module's Help Documentation.
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<html>
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<!-- copy and paste. Modify height and width if desired. --><iframe class="tscplayer_inline embeddedObject" name="tsc_player" scrolling="no" frameborder="0" type="text/html" style="overflow:hidden;" src="http://www.screencast.com/users/Micronet_Inc/folders/Default/media/90f3832b-0baf-496b-ace8-23346d1ae47e/embed" height="480" width="853" webkitallowfullscreen mozallowfullscreen allowfullscreen></iframe>
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</html>
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==Get the Big Picture==
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*Events added to your calendar may be enhanced to include photos, sponsor logos and information, website links, and event description text that can be formatted as desired. Options also include online participant registration, special members only pricing, and an automatic email reminder to registered guests.
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*Event information may be kept for internal purposes only, displayed on the public website calendar, and/or a calendar available only to chamber members. The public events website displays a graphical monthly calendar, a list of current events, all events for the month, chamber-designated Featured Events, and the ability to search for desired event by category, keyword, or month. A printable listing is also available that contains all pertinent event details.
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*Invitations may be sent to potential participants and then automatically displayed on the participants list where their status may be changed from Invite Sent to Registered as RSVPs are received. From the participants list a roster sheet, name tags, or labels may be printed. Other output options include sending emails and downloading data to a comma separated value (.csv) file. Using a variety of filter options all output can be displayed by registration status, payment status, or according to self-selected filters.
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::'''Note: '''When creating a new event, work with the tabs in order as displayed. For example, after completing the General tab, setup the fees (if applicable) on the Fees tab. The Sponsor tab would be next, the Guest List, and finally the Account tab. You may complete them out-of-order if desired but there is a logical flow if working from left to right.
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*Event fees, designated for members or non-members, may be associated with each event. Individual invoices may be generated from the Events module for those requesting an invoice, and if credit card processing is set up then invoices/payments or sales receipts can be recorded automatically upon successful registration.
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==Events Module Overview==
 
==Events Module Overview==
  
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In addition to these selections, there is an option to create your own list of Event Categories that may be used to filter what is seen when visitors search your online calendar.  
 
In addition to these selections, there is an option to create your own list of Event Categories that may be used to filter what is seen when visitors search your online calendar.  
 
Certain registration options may also be customized such as the available authentication methods for member registrations.
 
Certain registration options may also be customized such as the available authentication methods for member registrations.
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===Modify Event Options and Settings===
 
===Modify Event Options and Settings===
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#Click '''Event Options and Settings'''.
 
#Click '''Event Options and Settings'''.
 
#Make desired changes.
 
#Make desired changes.
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#Click '''Save'''.
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===Allow Public to Submit Events===
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#Click '''Setup''' in the left-hand menu.
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#Click '''Event Options and Settings'''.
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#:[[File:Enable Public Submission.JPG|800px|center]]
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#Check the box for '''Allow public users to submit events for display (requires approval of each submitted event by chamber staff)'''.
 
#Click '''Save'''.
 
#Click '''Save'''.
  
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[[Category: Events]]
 
[[Category: Events]]
  
==Working with the Calendar==
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=='''<span style="color:#800080">Define Event Categories'''</span>==
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----
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Event categories are a way by which events can be filtered on your web-site. You can define event categories on the '''General''' tab of any event, and these categories will then be available for selection for all events.
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#Click the event's General tab, expand the '''Placement Options''' section if needed.
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#:[[File:Placement Options.JPG|600px|center]]
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#Click the '''edit categories''' link. 
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#:[[File:Edit Categories.JPG|300px|center]]
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#Click '''Add Category'''.
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#:[[File:Add Event Categories.jpg|center]]
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#Enter the name of the category in the '''Category Name:''' text box.
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#Click '''Save'''.
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=='''<span style="color:#800080">Find an Event'''</span>==
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----
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There are several ways that you can find an event in the database:
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*Click the '''Find''' button in the header bar, and select '''Event''' to open the '''Event Lookup''' screen. Begin typing the name of the event you are looking for, the list of events will filter to that event.
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[[File:Find event 19 CP.jpg|600px|center]]
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*Click '''Events''' in the left-hand navigation panel, and select the desired event from the '''Events''' drop-down list in the header bar. You can also click the '''filter options''' link to filter the events drop-down by status, category, keyword, and/or active dates. For Example: If you simply wish to see future events, click the '''filter options link''' and check '''future'''. The filter option will also allow you to sort the events as you wish to see them displayed. For example, you can sort the events by start date. By default events will be displayed in alphabetical order.
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[[File:Events dropdown 19.jpg|500px|center]]
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*Use the '''Calendar''' tab in the '''Events''' module. See '''[[Events#Working_with_the_Event_Calendar|Working with the Event Calendar]]'''.
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==='''<span style="color:#800080">Working with the Event Calendar'''</span>===
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----
  
 
The Calendar tab displays an Events calendar that may be displayed in five different views: list, day, week, month, and year view. As the name suggests, List view displays all events in a list format. The day, week, and month view will display all events falling within the specified date range. The year view displays a graphical calendar allowing chamber employees to advance quickly to a particular date.
 
The Calendar tab displays an Events calendar that may be displayed in five different views: list, day, week, month, and year view. As the name suggests, List view displays all events in a list format. The day, week, and month view will display all events falling within the specified date range. The year view displays a graphical calendar allowing chamber employees to advance quickly to a particular date.
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The calendar may also be filtered to display only certain events matching the desired criteria. Click '''clear filters''' to display all events again.
 
The calendar may also be filtered to display only certain events matching the desired criteria. Click '''clear filters''' to display all events again.
  
<div style="margin-left: 18pt;margin-bottom: 0pt;">
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#Click '''Events''' in the left-hand menu.
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
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#On the '''Calendar''' tab, click the '''Calendar View''' arrow to select the desired view. The calendar will display on the current month.
    <tr valign="baseline">
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#To see previous month click the '''Prev''' button, or to see the next month, click the '''Next''' button. Alternatively, you may click the calendar icon and select the desired month to view.
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">1. </div></td>
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[[File:Events calendar 19.JPG|800px|center]]
      <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0OFB0HA">Click </span><span style="font-weight: bold;">Events</span> in the left-hand menu.</div></td>
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    </tr>
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  </table>
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</div>
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<div style="margin-left: 18pt;margin-bottom: 0pt;">
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  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
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    <tr valign="baseline">
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      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">2. </div></td>
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      <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0NFB0HA">On the </span><span style="font-weight: bold;">Calendar</span> tab, click the <span style="font-weight: bold;">Calendar View</span> arrow to select the desired view.</div></td>
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    </tr>
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  </table>
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</div>
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<div style="margin-left: 18pt;margin-bottom: 0pt;">
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  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
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    <tr valign="baseline">
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      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">3. </div></td>
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      <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0MFB0HA">If necessary, click </span><span style="font-weight: bold;">Prev</span> and <span style="font-weight: bold;">Next</span> to decrease or advance the calendar. Alternatively, you may click the calendar icon and select the desired month to view.</div></td>
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    </tr>
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  </table>
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</div>
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<p>&nbsp;</p>
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<p>&nbsp;</p>
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<div style="font-family: &quot;arial&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0LFB0HA">[[Image:Events-View_the_Internal_Events_Calendar-image6.png|calendar view]]</span></div>
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<div style="color: #000000; font-family: &quot;arial&quot;; font-size: 10pt; font-weight: normal; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0KFB0HA">
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'''Filter the Internal Events Calendar (display only specified events)'''
 
'''Filter the Internal Events Calendar (display only specified events)'''
  
#On the Calendar tab, click '''filter options'''. [[Image:Events-Filter_the_Internal_Events_calendar_(display_onl-image7.png|filter options icon]]
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#On the Calendar tab, click '''filter options''' button.  
 
#Select the desired filter options:
 
#Select the desired filter options:
 
#*'''Status'''
 
#*'''Status'''
#**'''Approved''': chamber employees have approved this event; displays on all designated calendars
 
#**'''Pending''': an event submitted by a chamber member but waiting approval from a chamber employee
 
#**'''Disabled''': an event that may or may not be current but will not be displayed on the public calendar; used to temporarily disable an event.
 
 
#*'''Visibility''':  
 
#*'''Visibility''':  
#**'''Chamber Calendar''': When this option is selected, those events that you have made only visible to the chamber staff will be displayed.
 
#**'''Members Only''': When this options is selected, the events that you have made visible to the members will be displayed.
 
#**'''Public Calendar''': When this options is selected, the events that you have made visible to the public will be displayed.
 
 
#*'''Category''': You can filter the calendar to just a selected category.
 
#*'''Category''': You can filter the calendar to just a selected category.
 
#*'''Keyword''': Keyword must be a single word. Multiple single words may be specified which returns all events with either word. For example, keywords ski swap will display all events with ski OR swap in the title or description.
 
#*'''Keyword''': Keyword must be a single word. Multiple single words may be specified which returns all events with either word. For example, keywords ski swap will display all events with ski OR swap in the title or description.
 
#Click '''Continue'''.  
 
#Click '''Continue'''.  
  
'''NOTE:''' When finished viewing the filtered list of events, click '''clear filters''' to view all events.
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When finished viewing the filtered list of events, click '''clear filters''' to view all events.
  
=Finding an Event=
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Outlook 2007 or greater will accept iCalendar feeds. See '''[[Sync_Events_with_Outlook|Sync Events with Outlook]]'''.
  
To edit event descriptions or dates, add photos, sponsors, participants or to modify any aspect associated with an event, the event must be selected and displayed in the Events drop-down list.
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=='''<span style="color:#800080">Add a New Event'''</span>==
[[Image:Events-Selecting_an_Event-image9.png|events drop down|center]]
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----
 
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Adding an event may be done by clicking the '''Add''' button in the header bar menu '''OR''' by clicking the '''+''' sign for a date, when on the '''Calendar''' tab. The process will be the same regardless of the option you choose to use. To add an event, you will be guided by a wizard to fill in:
#Within the Events module, click the drop-down arrow to the right of the Event name.
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#:[[Image:Events-Select_an_event_using_the_drop_down_list_box-image10.png|center]]
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#Select the desired event.
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'''Finding an event using the Find button'''
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#On the Find menu, click Event.
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#:[[Image:Events-Select_an_event_using_the_Find_button-image11.png|center]]
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#In the '''Event Name''' box, type any part of the event name. (This will limit the list of displayed events to those matching your criteria
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#Click the desired event name.
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#:[[Image:Events-Select_an_event_using_the_Find_button-image12.png|center]]
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#Click '''Continue'''
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'''Finding an event using the Calendar view'''
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#In the Events module, click the '''Calendar''' tab.
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#Advance the calendar to display the desired event.
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#Click on the desired event title.
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=Adding Events=
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==Adding a New Event==
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To add an event, you will be guided by a wizard to fill in:
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*General Information
 
*General Information
 
*Descriptions/Appearance
 
*Descriptions/Appearance
 
*Fees/Billing Information
 
*Fees/Billing Information
 
You may add an event using one of two methods. Adding an event to the calendar may be done at any time using the '''Add''' menu OR by clicking the +sign when the '''Calendar''' tab is displayed, which uses the calendar to assist in date selection, or by nightly importing your iCal feed.
 
  
 
#Click '''Add''' in the header bar.
 
#Click '''Add''' in the header bar.
#:[[Image:Events-Add_an_event-image13.png]]</span></div>
 
 
#Click '''Event'''. The '''Add a New Event''' wizard will be displayed.
 
#Click '''Event'''. The '''Add a New Event''' wizard will be displayed.
#:[[Image:Events-Add_an_event-image14.png]]</span></div>
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#:[[File:Add a New Event 19.JPG|600px|center]]
 
#Configure the following '''General Information''' settings:  
 
#Configure the following '''General Information''' settings:  
#:*'''Event Title''': This title will display in your Events drop-down list and also on the Event web page.
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#:*'''Event Title''': This title will display in your Events drop-down list and also on the Event page of your public web-site.
#:*'''Start/End Date/Time''': Enter the correct dates for the event. A different end date is only needed when a single event runs multiple days – like over the weekend. #:*'''All Day Event''': Deselect this checkbox if you desire to display exact times.  Time may also be specified in the Date/Time field on the next window.
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#:*'''Start/End Date/Time''': Enter the correct dates for the event. A different end date is only needed when a single event runs multiple days – like over the weekend. '''NOTE''': '''All Day Event''' is selected by default, seselect this checkbox if you wish to enter exact times.
#:*'''Reminder''':If selected, an automatically generated reminder email will be sent using content from details on the General tab of your event.  Preview the automatic reminder by clicking the reminderlink.  The email is sent to all registrants on your Guest List with a status of Registered. '''NOTE''': Only those with Plus or greater software version only. The email “look and feel” may be modified with your own custom template if desired. Instructions for web designers are available at [[http://kb.chambermaster.com/event-reminder/|http://kb.chambermaster.com/event-reminder/]]
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#:*'''Reminder''': If selected, an automatically generated reminder email will be sent using content from details on the General tab of your event.  The email is sent, two days prior to the event, to all registrants on your Guest List with a status of Registered. You may change the date/time that the email is sent if you wish. '''NOTE''': Only those with Plus or greater software version only.  
#:*'''Recurrence''':  An event occurring multiple times on your calendar may be duplicated by setting a recurrence.  See Create a recurring event.
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#:*'''Recurrence''':  An event occurring multiple times on your calendar may be duplicated by setting a recurrence.  See '''Create a Recurring Event'''.
#:*'''Approval Status''': Approved status will display this event on all calendar marked under “Visibility”.  Status of Pending or Disabled will not display on the public calendar.  
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#*'''Professional Development Hours''': If you wish to include professional development hours, enter the number of hours. This is for informational purposes only, and will not tie back to a contact's information.
#:*'''Visibility''':  Check the calendars on which you wish to display this event.  Note: all events regardless of these checkboxes will display on the Events Calendar tab.  
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#*'''Continuing Education Hours''': This is an optional field to identify CEU's. This field will not track back to a contact's information.
#:**'''Internal Chamber Event Calendar'''– When this option is checked the event can be filtered separately on the internal calendar system when you go to Events &gt; Calendar tab and click on filter options.  
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#*'''Goals''': (Optional) Enter your goals for the event. You will be able to monitor where you stand against your goals on the event's '''Advanced''' tab.
#:**'''Display on Public Events Calendar''' When this option is checked the event will display on the website’s calendar as well as the upcoming events list. This option must be selected in order for the event to show on your public website.  
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#:*'''Approval Status''': When the event is in '''Approved''' status, it will be displayed this on all calendar marked under “Visibility”.  Status of Pending or Disabled will not display on the public calendar.  
#:**'''Display on Members Only Calendar'''  When this option is checked the event will display on the Member Information Center (Members Portal) after they log in. This option must be checked for the event to show on the members’ calendar in the Member Center.  
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#:*'''Visibility''':  Check the calendars on which you wish to display this event.  Note: all events regardless of these check-boxes will display on the Events Calendar tab. This allows you to define who can see the event (internal, public, member).
#:**'''Display on Featured Events''' This option allows for this event to be listed as a featured event on the featured events list.  
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#:**'''Internal Chamber Event Calendar''': The internal calendar refers to the database calendar displayed within the Events module. Enable this option to include this event on this calendar.
#:*'''Event Category''':Select the categories to which you ant to assign the event. as many categories as desired for this event.  Website visitors may search for events by category on the public website.  The Administrator may add/remove categories, by clicking edit categories.
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#:**'''Display on Public Events Calendar''': When this option is checked the event will display on your website's events calendar (if you have integrated the events public module). Additionally, it will be displayed in Upcoming Events on your public website, if you have integrated an '''Upcoming Events''' feed.
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#:**'''Display on Members Only Calendar''': When this option is checked the event will display on the Member Information Center after they log in. This option must be checked for the event to show on the members’ calendar in the MIC.
 +
#:**'''Display on Featured Events''': This option allows for the event to be listed as a featured event on the '''Featured Events''' list, if you have integrated the Featured Events fee on your web-site. Click the ''' edit featured events''' link to view and/or edit the events currently included on your list.  
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#:*'''Event Category''': Select the categories to which you wish to assign the event. You may add the event to as many categories as you wish. Categories provide a way for visitors to your web-site to search for events.  Website visitors may search for events by category on the public website.  Click the '''edit categories''' link to add and/or edit available categories.
 
#Click '''Next'''. The '''Description/Appearance''' settings will be displayed.
 
#Click '''Next'''. The '''Description/Appearance''' settings will be displayed.
#:[[Image:Events-Add_an_event-image15.png|center]]
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#:[[File:Event step 2 19.JPG|600px|center]]
#Configure the following:
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#Configure the following (all fields are optional and may be edited as needed, once the event has been saved):
 
#:*'''Event Description''': Enter a description of the event. Click the '''advanced edit''' link to format the text as desired for display on the website.
 
#:*'''Event Description''': Enter a description of the event. Click the '''advanced edit''' link to format the text as desired for display on the website.
 
#:*'''Location Description''': Enter location details. Click the '''advanced edit''' link to format the text as desired for display on the website.
 
#:*'''Location Description''': Enter location details. Click the '''advanced edit''' link to format the text as desired for display on the website.
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#:*'''Website URL Text''': If applicable, enter text for the URL.
 
#:*'''Website URL Text''': If applicable, enter text for the URL.
 
#Click '''Next'''. The '''Fees/Billing Information''' screen will be displayed.
 
#Click '''Next'''. The '''Fees/Billing Information''' screen will be displayed.
#:[[Image:Events-Add_an_event-image16.png]]  
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#:[[File:Event step 3 19.JPG|600px|center]]
#'''Assign Fee Items''': If fees will be associated with this event, click Assign Fee Items.  In order to be assigned, fees must first be created by someone with Finance or Administrator permissions. Fees can also be assigned later on the Fees tab of the event.  
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#'''Assign Fee Items''': If registration fees are to be associated with this event, click '''Assign Fee Items'''.  In order to be assigned, fees must first be created by someone with Finance or Administrator permissions. Fees can also be assigned later on the Fees tab of the event. '''NOTE''': If you will be assigning custom fields to your registration fees, you may wish to assign the fee items on the event's '''Fees''' tab after the event has been created.
 
#'''Online Registration Options''': If desired, select to allow members and/or non-members to register online for this event.  Selecting this checkbox will immediately display the '''Register''' button on the public event page.  This selection can also be turned on later on the Fees tab of the event.
 
#'''Online Registration Options''': If desired, select to allow members and/or non-members to register online for this event.  Selecting this checkbox will immediately display the '''Register''' button on the public event page.  This selection can also be turned on later on the Fees tab of the event.
 
#Click '''Finish'''.  
 
#Click '''Finish'''.  
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After creating a new event, work with the tabs in order as displayed.  For example, after completing the General tab, setup the fees (if applicable) on the Fees</span> tab.  The Sponsor tab would be next, the Guest List, and finally the Account tab.  You may complete them out-of-order if desired but there is a logical flow if working from left to right.  The main concern would be to have the fees in place before registering guests and sponsors.
 
After creating a new event, work with the tabs in order as displayed.  For example, after completing the General tab, setup the fees (if applicable) on the Fees</span> tab.  The Sponsor tab would be next, the Guest List, and finally the Account tab.  You may complete them out-of-order if desired but there is a logical flow if working from left to right.  The main concern would be to have the fees in place before registering guests and sponsors.
  
==Create a Recurring Event==
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=='''<span style="color:#800080">Create a Recurring Event'''</span>==
 +
----
  
'''Video:''' Create a Recurring Event <html><a target="_blank" href="http://www.chambermaster.com/directory/include/help/Videos/Events/recurring/recurring%20event.htm"><img src="/images/3/31/Vid.png" /></a></html>
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If your association has an event which occurs on a regular basis, save time by setting it up as a recurring event. '''Most''' the details of the original event will be applied to the recurring instances. A notable exception is Fees, which must be set for each instance.
 
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If your association has an event which occurs on a regular basis, save time by setting it up as a recurring event. Most the details of the original event will be applied to the recurring instances. A notable exception is Fees, which must be set for each instance.
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'''The following event details DO NOT get copied from original event:'''
 
'''The following event details DO NOT get copied from original event:'''
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*Event Notes
 
*Event Notes
  
'''Important:''' Once an event is listed as a recurring event, each event instance will be displayed on the calendar at the appropriate date/time where the instance may be modified on an individual basis or '''ALL''' instances may be changed at once by editing the original occurrence.  
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Once an event is listed as a recurring event, each event instance will be displayed on the calendar at the appropriate date/time where the instance may be modified on an individual basis or '''ALL''' instances may be changed at once by editing the original occurrence.  
  
'''Note: '''After an instance has been edited individually, it will no longer accept the changes from the original occurrence.
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{| class="wikitable"
 
+
|-
[[File:recurring.png]]
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|
 
+
[[File:One Row.png|25px]]
[[Category: Events]]
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| style="width: 100%"| '''NOTE:''' After an instance has been edited individually, it will no longer accept the changes from the original occurrence.
 +
|}
  
<html><p>&nbsp;</p></html>
 
  
 
'''Set the recurrence of an event'''
 
'''Set the recurrence of an event'''
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#:[[Image:Events-To_edit_all_event_instances-image33.png|center]]
 
#:[[Image:Events-To_edit_all_event_instances-image33.png|center]]
  
==Copy an Event==
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=='''<span style="color:#800080">Copy an Event'''</span>==
 
+
----
 
#Click '''Add''' in the header bar.
 
#Click '''Add''' in the header bar.
 
#:[[Image:Events-Add_an_event-image13.png]]</span></div>
 
#:[[Image:Events-Add_an_event-image13.png]]</span></div>
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#Update fields as needed.
 
#Update fields as needed.
  
==Importing Events from an iCal Feed==
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=='''<span style="color:#800080">Import Events from an iCal Feed'''</span>==
The iCal feed import provides an ability for customers to upload their iCal list (from the Cloud drive or other http url used with iPhones, iPads etc and other similar calendars) and import directly into the event calendar.  A URL is specified to the location of this iCal and then each night the events are synched.  
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----
To import iCal feeds into the event calendar
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 +
iCalendar (iCal) is an open standard for exchanging calendar and scheduling information. iCal feed enables an application to fetch, push or syncronize date and time based data to an another calendar application.
 +
 
 +
The ChamberMaster/MemberZone iCal feed import provides an ability for you to upload your iCal list (from the Cloud drive or other http url used with iPhones, iPads etc and other similar calendars) and import directly into the event calendar.  A URL is specified to the location of this iCal and then each night the events are synched. '''NOTE''': '''Recurring events are '''NOT''' supported with the iCal import feature.
 +
 
 +
To import iCal feeds into the event calendar:
 +
 
 
#Click '''Setup''' in the left-hand menu.
 
#Click '''Setup''' in the left-hand menu.
 
#Click '''Event Options and Settings'''
 
#Click '''Event Options and Settings'''
 
#Open the '''General Settings''' area.
 
#Open the '''General Settings''' area.
#Click the '''+Add''' button in the iCal Import section.
 
 
#:[[File:Events-Importing events from an iCal feed-image17.png|framed|none]]
 
#:[[File:Events-Importing events from an iCal feed-image17.png|framed|none]]
 +
#Click the '''+Add''' button in the iCal Import section.
 
#Type the URL of the iCal feed.
 
#Type the URL of the iCal feed.
 
#Click '''Save'''.
 
#Click '''Save'''.
{|style="padding:5px; text-align:left; background-color: #d9edf7; padding:10px; width: 100%; margin-top:25px"
 
|-
 
|'''Note: '''Once an iCal has been added, the events on that calendar may take up to 24 hours to display on your event calendar.
 
|}
 
  
{|style="padding:5px; text-align:left; background-color: #d9edf7; padding:10px; width: 100%; margin-top:25px"
+
{| class="wikitable"
 
|-
 
|-
|'''Note: '''Recurring events are not supported with the iCal import feature.
+
|
 +
[[File:One Row.png|25px]]
 +
| style="width: 100%"| '''NOTE:''' Once an iCal has been added, the events on that calendar may take up to 24 hours to display on your event calendar.
 
|}
 
|}
  
=Editing/Customizing Event Information=
+
='''<span style="color:#800080">Edit/Customize Event Page Information'''</span>=
 +
----
  
 
Facts displayed about an event are based on information from the event’s '''General tab'''.  The Event Title, Start Date/Time, End Date/Time, Contact Information, Website URL, and Approval Status may be modified here.   
 
Facts displayed about an event are based on information from the event’s '''General tab'''.  The Event Title, Start Date/Time, End Date/Time, Contact Information, Website URL, and Approval Status may be modified here.   
Line 449: Line 409:
 
In addition to this basic information, the Event Information area contains the Event Description, Location Description, Date/Time Description, and Fee Description, which is typed into the built-in editor allowing formatting of the text such as bold, underline, font size and style changes.
 
In addition to this basic information, the Event Information area contains the Event Description, Location Description, Date/Time Description, and Fee Description, which is typed into the built-in editor allowing formatting of the text such as bold, underline, font size and style changes.
  
==Edit Event General Information==
+
=='''<span style="color:#800080">Edit/Customize Event Page Information'''</span>==
 +
 
 
#In the Events module, select the desired event.
 
#In the Events module, select the desired event.
#On the General tab, modify the desired   fields.   
+
#On the General tab, modify the desired fields.   
 
#Click '''Save'''.
 
#Click '''Save'''.
  
[[Image:Events-Edit_event_information-image18.png|event information]]
+
==='''<span style="color:#800080">Limit Event Attendance/Enable Waiting List'''</span>===
 +
----
 +
Attendees will never be turned away again - allow them to join the waiting list! [http://www.screencast.com/t/afY6w4SR Watch this short video to see how.] [[File:Vid.png|link=http://www.screencast.com/t/afY6w4SR]]  
  
'''Allow others to see who is attending''' - Select this checkbox if you wish to display the list of event attendees. A '''See who else is going''' text link is added to the event email invitation template. When the '''Allow others to see who is attending''' setting is enabled, and there are attendees signed up, members will be able to see who else is planning to attend. If they click this new link in their email invitation, it will automatically log them into the MIC and bring them straight to the '''Who's Going Tab''' for that particular Event
+
On the event's '''General Tab''', in the '''Event Information''' section,  you can limit the number of attendees, and enable a waiting list.
 +
 
 +
[[File:Limit attendees 19.JPG|600px|center]]
 +
 +
==='''<span style="color:#800080">Allow others to see who is attending'''</span>===
 +
----
 +
On the event's '''General Tab''', in the '''Event Information''' section,  you can enable the option to allow your members and the general public to see who else is attending the event.
 
    
 
    
===Adding Photos and Images===
+
==='''<span style="color:#800080">Add Photos/Images/Videos'''</span>===
 +
----
  
Photos, images, a map and a video may be added to the event page.
+
Photos, images, a map and a video may be added to the event page. One photo may be added as a Main Event photo that is automatically positioned within the event description area, and/or multiple photos may be included in the Photo Gallery which displays in thumbnail size at the bottom of the event page but will be enlarged when a consumer clicks the image. Images are automatically resized to accommodate the space allowed. Images must be .jpg or .gif.
One photo may be added as a Main Event photo that is automatically positioned within the event description area, and/or multiple photos may be included in the Photo Gallery which displays in thumbnail size at the bottom of the event page but will be enlarged when a consumer clicks the image. Images are automatically resized to accommodate the space allowed. Images must be .jpg or .gif.  
+
One YouTube video may be displayed on the event description page as well.
  
A map to the event location may be included by uploading your own .jpg or .gif image or pointing to Google Maps.  
+
[[File:Photo 19.JPG|800px|center]]
  
One YouTube video may be displayed on the event description page as well.
+
===='''<span style="color:#800080">Add a Search Results Icon to Your Event'''</span>====
 +
----
 +
 
 +
The '''Search Results Icon''' will appear for visitors in your public events list making it easier to spot.
 +
 
 +
{| class="wikitable"
 +
|-
 +
|
 +
[[File:Smallest.png|25px]]
 +
| style="width: 100%"| '''NOTE:''': The Search Results Icon is available with with version 3 public modules or greater.
 +
|}
 +
 
 +
[[File:Search Results Icon.JPG|400px|center]]
 +
 
 +
#Select the event's '''General''' tab.
 +
#If needed, expand the '''Photos & Images''' section.
 +
#:[[File:Photos and Images 2.JPG|400px|center]]
 +
#Click the '''+''' icon for the '''Search Results Icon'''.
 +
#Click a previously imported image, or click the '''Upload''' button to navigate to your icon.
 +
#Click '''Select'''.
 +
#Crop the image if needed.
 +
#Click '''Crop & Save'''.
 +
 
 +
[[File:Photos and Images 3.JPG|600px|center]]
 +
 
 +
===='''<span style="color:#800080">Add an Event Header Photo'''</span>====
 +
----
 +
One of the first things visitors to your event page will notice is the header. Grab their attention with a splashy header that will make them want to learn more. '''NOTE''': The event header is available with v4 Public Modules.
 +
 
 +
[[File:Yeehaw.JPG|600px|center]]
 +
 
 +
{| class="wikitable"
 +
|-
 +
|
 +
[[File:Smallest.png|25px]]
 +
| style="width: 100%"| '''NOTE:''' For best results, upload an image that is a minimum of 1200 x 225. A larger image will be downsized appropriately but will maintain the aspect ratio so not to distort the image. A smaller image will not be increased to avoid distortion.
 +
|}
 +
 
 +
#Select the Event's '''General''' tab
 +
#Expand the '''Photos & Images''' section if needed.
 +
#:[[File:Photos and Images 4.JPG|600px|center]]
 +
#Click the '''+''' icon in the '''Event Header Photo''' section.
 +
#Click an existing file, or click '''Upload''' to navigate to the desired file.
 +
#Click '''Select'''.
 +
#Crop the image if needed.
 +
#Click '''Crop & Save'''.
  
[[Image:Events-Photos_and_Images-image19.png]]</span></div>
 
  
 
====Add a Main Event Photo or a New Gallery Photo====
 
====Add a Main Event Photo or a New Gallery Photo====
Line 478: Line 492:
 
#Click '''Close Window'''.
 
#Click '''Close Window'''.
  
'''NOTE''': Only one Main Event photo may be added which is automatically positioned within the event description area.  However, Gallery Photos may contain multiple images which display in thumbnail size at the bottom of the event page but will be enlarged when a consumer clicks the image.  Photos may also be added to the Event Description. Click Add/Edit Image while editing the description text.  
+
'''NOTE''': Only one Main Event photo may be added which is automatically positioned within the event description area.  However, Gallery Photos may contain multiple images which display in thumbnail size at the bottom of the event page but will be enlarged when a consumer clicks the image.  Photos may also be added to the Event Description. Click Add/Edit Image while editing the description text.
  
====Remove a Main Event Photo or a Gallery Photo====
+
=====Remove a Main Event Photo or a Gallery Photo=====
  
 
On the event's '''General''', click '''Remove Image''' in the '''Action''' column of the Image Type that you wish to remove in the '''Photos & Images''' area.  
 
On the event's '''General''', click '''Remove Image''' in the '''Action''' column of the Image Type that you wish to remove in the '''Photos & Images''' area.  
Line 487: Line 501:
 
'''NOTE''': There is no confirmation required, the images will be immediately removed.
 
'''NOTE''': There is no confirmation required, the images will be immediately removed.
  
====Change an existing Main Event Photo or Gallery Photo====
+
=====Change an existing Main Event Photo or Gallery Photo=====
  
 
#On the event's '''General''' </span>tab click '''Change Image''' in the '''Action''' column of the '''Image Type''' that you wish to change in the '''Photos & Images''' area.   
 
#On the event's '''General''' </span>tab click '''Change Image''' in the '''Action''' column of the '''Image Type''' that you wish to change in the '''Photos & Images''' area.   
Line 493: Line 507:
 
#Click Upload Image.
 
#Click Upload Image.
  
====Add a Video====
+
===='''<span style="color:#800080">Add a Video'''</span>====
 +
----
  
 
#On the event's '''General''', click '''Add Video''' in the '''Action''' column in the '''Photos & Images''' area.
 
#On the event's '''General''', click '''Add Video''' in the '''Action''' column in the '''Photos & Images''' area.
 
#:[[Image:Events-Add_a_video-image23.png|center]]
 
#:[[Image:Events-Add_a_video-image23.png|center]]
#Type or paste the YouTube “share link” for the desired video into the Event Video field.  
+
#Type or paste the YouTube “share link” for the desired video into the Event Video field.
  
 
===Add Mapping Information===
 
===Add Mapping Information===
Line 521: Line 536:
 
'''NOTE:''' Click on '''View Map''' to preview the map location.
 
'''NOTE:''' Click on '''View Map''' to preview the map location.
  
===Add Custom Fields===
+
==='''<span style="color:#800080">Add Custom Event Registration Fields'''</span>===
1. From the '''Advanced''' tab click to expand '''Custom Registration Fields''', then click '''Add a Field'''
+
----
  
 +
Custom Event registration fields provide an opportunity to gather further details during the registration process. For example, you may need meal choices, dietary restrictions, golf handicap, etc.
  
::[[File:cfr1.png]]
+
#From the '''Advanced''' tab click to expand '''Custom Registration Fields'''.
::'''Figure 1: Creating Custom Registration Fields'''
+
#:[[File:Custom Fields CP.JPG|600px|center]]
 +
#Click '''Add a Field'''.
 +
#:[[File:Custom Field Event CP.JPG|500px|center]]
 +
#Configure the following:
 +
#*'''Field Name''': This is the field name displayed in the database.
 +
#*'''Public Display Text''' (optional): This is the text that will be displayed on the event registration form. For example, if you are creating a "Meal" field for selection of a meal choice on an Event, you may wish the enter "Please select your meal choice" to be displayed to the public.
 +
#*'''Data Type''': Select the type of data expected as a response to this question. See '''[[Member_Custom_Fields#Custom_Field_Types|Custom Field Types]]''' for further information.
 +
#:*If '''Text''' is selected as the data type, enter the maximum number of characters allowed.
 +
#:*If '''Drop Down List''' is selected as the data type, enter choices.
 +
#*'''Visible to Public''':  Designate whether or not custom field will be a publicly displayed field
 +
#*'''Required''': Designate whether or not custom filed is required
 +
#Click '''Continue''' to save the custom field.
  
 +
==='''<span style="color:#800080">Select the Calendar(s) on Which an Event will Display'''</span>===
 +
----
  
2. Create the custom registration field by completing the following:
+
An event may be displayed on three different calendars, as well as on a Featured Events RSS Feed: 
:a. Field Name
+
*'''Internal Event Calendar''': All calendar events will automatically display for your Chamber staff on the Calendar tab no matter what selection is made for the '''Visibility''' check box but if selecting “Internal Chamber Event Calendar”, you will be able to filter by this selection on the '''Calendar''' tab.
:b. Public Display Text (optional)
+
*Public Events Calendar: If you have integrated the events public module on your web-site, selecting this option will include this event on the web-site calendar.
:c. Select Data Type
+
*'''Members Only calendar''': This option included the event on the MIC events calendar.
 +
*'''Featured Events''': Selecting this option will include this event in your Featured Events RSS feed, if applicable.  
  
 +
#Select the event's '''General''' tab.
 +
#Scroll to and expand the '''Placement Options''' section.
 +
#Click the desired '''Visibility:''' check-boxes. If you select '''Featured Events''' review '''Special Notes - Featured Events''' below.
 +
#Click '''Save'''.
  
::[[File:cfr2.png]]
+
'''Special Notes - Featured Events'''
::'''Figure 2: Custom Registration Instructions'''
+
When '''Featured Events''' is selected as a visibility option:
 +
*If your event is setup with a recurrence, a dialog box will be displayed asking if you wish to add just the single event to the Featured Events List or all occurrences of the event.
 +
[[File:Featured Events Options.JPG|500px|center]]
 +
*You can click the '''edit featured events''' link to view and manage all events currently included on your Featured Events list.
 +
[[File:Featured Event Update.JPG|500px|center]]
  
  
:d. Designate whether or not custom field will be a publicly displayed field
+
{| class="wikitable"
:e. Designate whether or not custom filed is required
+
|-
:f. (If data type is Drop Down List) Enter drop down selection items
+
|
 
+
[[File:Smallest.png|25px]]
 
+
| style="width: 100%"| '''NOTE:''' Only approved events will be displayed on your external calendars & featured events.
::[[File:cfr3.png]]
+
|}
::'''Figure 3: Custom Registration Instructions 2'''
+
 
+
===Placement Options (Calendar Display Options)===
+
 
+
An event may be displayed on three different calendars:  the Internal Chamber Events calendar, the Public Events calendar (web site), and/or the Members Only calendar. A check on the Featured Events check box will display this event on the public web site calendar page in a highlighted area title “Featured Events.”
+
 
+
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-weight: bold;"><span id="wwpID0E0T60HA">Internal Chamber Events</span></span>.  All calendar events will automatically display for your Chamber staff on the <span style="font-weight: bold;">Calendar</span> tab no matter what selection is made for the Visibility check box but if selecting “Internal Chamber Event Calendar”, you will be able to filter by this selection on the <span style="font-weight: bold;">Calendar</span> tab.</div>
+
  <div style="font-family: &quot;Times New Roman&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0S60HA">[[Image:Events-Placement_Options-image34.png|placement options]]</span></div>
+
  <div style="color: #000000; font-family: &quot;Times New Roman&quot;; font-size: 10pt; font-weight: normal; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0R60HA">Figure 2-17</span></span> Placement Options</div>
+
====Select placement options====
+
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
+
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
      <tr valign="baseline">
+
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
+
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0P60HA">On the </span><span style="font-weight: bold;">General</span> tab, click the desired visibility check box(es).</div></td>
+
      </tr>
+
    </table>
+
  </div>
+
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
+
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
      <tr valign="baseline">
+
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
+
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0O60HA">Click </span><span style="font-weight: bold;">Save</span>.</div></td>
+
      </tr>
+
    </table>
+
  </div>
+
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
+
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
      <tr valign="baseline">
+
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
+
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0N60HA">If selecting </span><span style="font-weight: bold;">Display on Featured Events</span>, complete the <span style="font-weight: bold;">Featured Events</span> window by selecting <span style="font-weight: bold;">Sort Order </span>and desired <span style="font-weight: bold;">Order.  </span>Then click <span style="font-weight: bold;">Save</span> and <span style="font-weight: bold;">Close</span>.</div></td>
+
      </tr>
+
    </table>
+
  </div>
+
  <div style="font-family: &quot;Times New Roman&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0M60HA">[[Image:Events-Select_placement_options-image35.png|featured events]]</span></div>
+
  <div style="color: #000000; font-family: &quot;Times New Roman&quot;; font-size: 10pt; font-weight: normal; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0L60HA">Figure 2-18</span></span> Featured Events window</div>
+
===Define Event Categories===
+
 
+
Event categories are a way by which events can be filtered on your web-site.
+
 
+
#On the event's '''General''' tab, click the desired Event Category(ies) check box(es) in the '''Placement Options'''
+
 
+
====Add Event Categories====
+
 
+
#Click the event's General tab
+
#:[[Image:Events-Edit_event_categories-image36.png|center]]
+
#Click '''edit categories''' in the '''Placement Options''' area.
+
#:[[Image:Events-Edit_event_categories-image37.png|center]] 
+
#Click '''Add Category'''.
+
#:[[File:Add Event Categories.jpg|center]]
+
#Enter the name of the category in the '''Category Name:''' text box.
+
#Click '''Save'''.
+
  
 
===Customize Event Registration Instructions & Confirmation Message===
 
===Customize Event Registration Instructions & Confirmation Message===
Line 624: Line 610:
 
*View Account Information
 
*View Account Information
 
*Create Event Invoices
 
*Create Event Invoices
===Assign Event Fees===
+
==='''<span style="color:#800080">Create Event Registration Fees'''</span>===
  <div style="font-family: Tahoma; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0KY0HA">Once created, fees may be assigned to an event.  If desired, multiple fees may be assigned to one event giving the ability to have separate pricing for members and non-members, pricing for sponsors, or any desired additional fee item.</span></div>
+
----
  <div style="font-family: Tahoma; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0JY0HA">Assigning event registration fees may be done </span><span style="text-decoration: underline;">during creation</span> of a new event by selecting <span style="font-weight: bold;">Assign Fee Items</span> on Step 3 of 3 or <span style="text-decoration: underline;">after creation</span> on the <span style="font-weight: bold;">Fees</span> tab.  When assigning fees after creation, event registration fees <span style="text-decoration: underline;">and</span> additional fees items may both be assigned.  Steps outlined below will specifically address assigning fees after creation but the same concepts can be applied to assigning fees during creation.</div>
+
  <div style="font-family: &quot;Times New Roman&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0IY0HA">[[Image:Events-Assign_Event_Fees-image60.png|Assign fee items - add wizard]]</span></div>
+
  <div style="color: #000000; font-family: &quot;Times New Roman&quot;; font-size: 10pt; font-weight: normal; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0HY0HA">Figure 3-4</span></span> During creation</div>
+
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0GY0HA">Only one event </span><span style="text-decoration: underline;">registration</span> fee may be selected per registrant.  One or more <span style="text-decoration: underline;">additional</span> fee items may be selected per registrant.</div>
+
  <div style="font-family: &quot;Times New Roman&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0FY0HA">[[Image:Events-Assign_Event_Fees-image61.png|Assign fee items - fees tab]]</span></div>
+
  <div style="color: #000000; font-family: &quot;Times New Roman&quot;; font-size: 10pt; font-weight: normal; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0EY0HA">Figure 3-5</span></span> After creation</div>
+
  
====Assign Event Registration Fees====
+
Assigning event registration fees may be done during creation of a new event by selecting '''Assign Fee Items''' on Step 3 of 3 or after creation on the event's '''Fees''' tab.  When assigning fees after creation, event registration fees and< additional fees items may both be assigned.  Steps outlined below will specifically address assigning fees after creation but the same concepts can be applied to assigning fees during creation.
  
'''Note:''' Only one event registration fee may be selected per registrant.
+
When creating your registration fees, you can create fees that will register one individual, multiple individuals (for example for a table of 8), or registration fees that will also register the attendee as a sponsor.
  
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
+
{| class="wikitable"
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
|-
      <tr valign="baseline">
+
|
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
+
[[File:One Row.png|25px]]
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0BY0HA">On the </span><span style="font-weight: bold;">Fees</span> tab, click <span style="font-weight: bold;">Assign Fee Items</span> in the <span style="font-weight: bold;">Event Registration Fees</span> area.</div></td>
+
| style="width: 100%"| '''NOTE:''' Only one event registration fee may be selected per registrant.
      </tr>
+
|}
    </table>
+
  </div>
+
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
+
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
      <tr valign="baseline">
+
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
+
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0AY0HA">Select the desired fee by clicking the </span><span style="font-weight: bold;">Fee Item Type</span> arrow.</div></td>
+
      </tr>
+
    </table>
+
  </div>
+
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
+
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
      <tr valign="baseline">
+
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
+
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E06X0HA">Complete other desired fields.  See Figure 3-6.</span></div></td>
+
      </tr>
+
    </table>
+
  </div>
+
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E05X0HA">The </span><span style="font-weight: bold;">Event Fee Display Name</span> is limited to 50 characters.  The <span style="font-weight: bold;">Event Fee Description</span> is limited to 100 characters.</div>
+
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
+
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
      <tr valign="baseline">
+
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
+
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E04X0HA">Click </span><span style="font-weight: bold;">Save &amp; Exit</span>. </div></td>
+
      </tr>
+
    </table>
+
  </div>
+
  <div style="font-family: &quot;Times New Roman&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E03X0HA">[[Image:Events-Assign_event_registration_fees-image62.png|Assign fee items]]</span></div>
+
  
===Assign Additional Fee Item===
+
===='''<span style="color:#800080">Create a Registration Fee (Individual)'''</span>====
 +
----
  
One or more additional fee items may be selected per registrant. '''NOTE:''' The fee items are only available to those who register (select a registration fee item) for the event.
+
#For the desired event, click the '''Fees''' tab.
 +
#:[[File:Event Fees Tab.JPG|600px|center]]
 +
#Click the '''Assign Fee Item''' button, in the '''Event Registration Fees''' section.
 +
#:[[File:Assign a Fee Item.JPG|600px|center]]
 +
#Select the desired fee item from the drop-down list. Fee Items available for selection are those fee items that you have configured as '''Event''' type.
 +
#Enter the '''Display Name'''. This is the name that will be shown on your event registration form, as well as invoices, if applicable.
 +
#Enter a '''Description'''. The description will be included on your event registration form.
 +
#Enter the '''Fee Amount'''. The fee amount will default to the price assigned when you created the fee item, but you may over-ride this if needed.
 +
#From the ''' Allow this fee item for''' list, choose who should be able to select this fee item. This is how you will be able to differentiate pricing between Members and Non-Members. Create one registration fee item, and select Members, then create a similar fee item but select Non-Members.
 +
#Enable '''Display this fee item on the public event registration page''' if you wish to include this registration option on your event registration page. If deselected, your staff will be able to select this registration type when registering someone from the back-office.
 +
#Click the '''Advanced Options Link''' (Optional).
 +
#:[[File:Event advanced options.JPG|600px|center]]
 +
#*If you wish to limit the number of this type of registration available, enter the number available in the '''Maximum quantity available to sell; 0 = unlimited'''. Enter 0 to allow unlimited purchases of this item. Or enter a maximum number that can be sold of this item.
 +
#*'''Number of attendee names allowed per fee''': For a simple individual registration fee, set the quantity to 1. This field can be used Enter the in cases where the fee item represents a table of 8 or a golf foursome or similar case you may wish to specify a larger quantity. 
 +
#*'''Reserve 1 attendees even if they aren't entered by registrant'''. This quantity usually matches the quantity entered under "Number of attendee names
 +
#*'''List this fee item separately from registration fees'''. (Available only when editing an existing fee) This selection moves the item between the "Additional Fee Items" list and the "Event Registration Fees" list. When selected, the item is on the "Additional Fee Items" list which means that it may be selected in addition to a Registration Fee and in multiple quantities. When deselected, the item displays in the "Event Registration Fees". Only one Event Registration Fee may be selected per registrant. One Event Registration Fee is required per registrant.
 +
#*'''Fee item automatically adds registrant as sponsor'''. If selected, this item (when selected by the registrant as their registration fee) will automatically add them to the Sponsors list on the Sponsors tab in addition to the Event Guest List.
 +
#*'''Display custom fields when fee is selected'''. Select the checkbox(es) in front of the custom fields that you'd like to show when this particular fee is selected.  If you do not see any custom fields to select when you check "Display custom fields when fee is selected", that means there are no custom registration fields created for this event yet. 
 +
#Click '''Save & Exit'''.
  
#On the '''Fees''' tab, click '''Assign Fee Items''' in the '''Additional Fee Items''' area.
+
===='''<span style="color:#800080">Create a Registration Fee for Groups/Tables'''</span>====
#Select the desired fee by clicking the '''Fee Item Type''' arrow.
+
----
#Complete other desired fields.
+
You can associate multiple attendees to a single fee item. This works well when you are selling tables, or golf foursomes.
 +
 
 +
#On the event's '''Fees''' tab, click the '''Assign Fee Items''' button.
 +
#Select a previously configured '''Fee Item Type''' from the drop-down list.
 +
#Enter a '''Display Name'''. This is the name that will be displayed on your event registration page.
 +
#(Optional) Enter a description of the registration type. This will be displayed on your event registration page.
 +
#The '''Fee Amount''' will be populated with the price associated to the fee item when it was created. You may override this if you wish.
 +
#From the '''Allow this fee item For''' list, select whether members, non-members or both may select this fee item.
 +
#Select the '''Display this fee item on the public event registration page''' check box if you wish to display this fee item on the event registration page.
 +
#Click the '''Advanced Options''' link, and configure the following:
 +
#*'''Maximum quantity available to sell; 0 = unlimited (ex: max 20 Tables)''': If you wish to limit the number of this type of registration enter the maximum quantity available. If set to zero, there is no limit.
 +
#*'''Number of attendee names allowed per fee (ex: Table of 8 = 8)''': Enter the number of attendees that will be registered when this registration type is selected. For Example: If you are selling tables of 8, enter 8 '''or''' if you are selling golf foursomes, enter 4.
 +
#*'''Reserve X attendees even if they aren't entered by registrant''': Select this check-box if you wish to register the total number of attendees, even if the names of the registrants are not entered. If selected, '''Additional Attendee''' will be listed as the name of the attendee.
 +
#*If this registration fee also qualifies for sponsorship, enable the '''Fee item automatically adds registrant as sponsor''' check-box.
 +
#*If custom fields must be filled in when this registration type is selected, click the '''Display custom fields when fee is selected''' check-box and select the desired custom fields.
 
#Click '''Save & Exit'''.
 
#Click '''Save & Exit'''.
  
 +
===='''<span style="color:#800080">Create a Registration Fee that includes a Sponsorship'''</span>====
 +
----
 +
In order for sponsors to be added to your '''Sponsorship''' tab, you must create fee items that add the registration as a sponsor. To do this, you will check the '''Fee item automatically adds registrant as sponsor''' option when creating your registration fees.
  
:[[File:aafie.png]]
+
#On the event's '''Fees''' tab, click the '''Assign Fee Items''' button.
 +
#Select a previously configured '''Fee Item Type''' from the drop-down list.
 +
#Enter a '''Display Name'''. This is the name that will be displayed on your event registration page.
 +
#(Optional) Enter a description of the registration type. This will be displayed on your event registration page.
 +
#The '''Fee Amount''' will be populated with the price associated to the fee item when it was created. You may override this if you wish.
 +
#From the '''Allow this fee item For''' list, select whether members, non-members or both may select this fee item.
 +
#Select the '''Display this fee item on the public event registration page''' check box if you wish to display this fee item on the event registration page.
 +
#Click the '''Advanced Options''' link, and configure the following:
 +
#*'''Maximum quantity available to sell; 0 = unlimited (ex: max 20 Tables)''': If you wish to limit the number of this type of registration enter the maximum quantity available. If set to zero, there is no limit.
 +
#*'''Number of attendee names allowed per fee (ex: Table of 8 = 8)''': Enter the number of attendees that will be registered when this registration type is selected. For Example: If you are selling tables of 8, enter 8 '''or''' if you are selling golf foursomes, enter 4. '''NOTE''': When creating a sponsorship registration fee, at least one attendee must be included.
 +
#*'''Reserve X attendees even if they aren't entered by registrant''': Select this check-box if you wish to register the total number of attendees, even if the names of the registrants are not entered. If selected, '''Additional Attendee''' will be listed as the name of the attendee.
 +
#*Enable the '''Fee item automatically adds registrant as sponsor''' check-box.
 +
#*If custom fields must be filled in when this registration type is selected, click the '''Display custom fields when fee is selected''' check-box and select the desired custom fields.
 +
#Click '''Save & Exit'''.
 +
 
 +
==='''<span style="color:#800080">Include Add-on Items for Your Event'''</span>===
 +
----
 +
 
 +
If you wish to sell additional items during registration, you will create those on the event's '''Fees''' tab. For example, if you wish to sell mulligans, skins, etc. these can be included on your event registration page.
 +
 
 +
 
 +
'''NOTE:''' The fee items are only available to those who register (select a registration fee item) for the event.
 +
 
 +
#On the '''Fees''' tab, expand the '''Additional Fee Items''' section if needed.
 +
#:[[File:Additional Fee Item 19.JPG|600px|center]]
 +
#Click the '''Assign Fee Items''' button.
 +
#:[[File:Assign Fee Additional Item 19.JPG|600px|center]]
 +
#Select a previously created fee item from the '''Fee Item Type''' list.
 +
#Enter a '''Display Name'''. This will be displayed on your event registration page.
 +
#Enter a '''Description''' of the additional item. This is optional, and will be displayed on the event registration page.
 +
#The '''Fee Amount''' will display the amount that was configured when the fee item was set up. You may over-ride this if you wish.
 +
#If you wish to limit who can purchase this item, select from the '''Allow this item for''' drop-down list, and select from: Members and Non-Members, Members Only, Non-Members Only.
 +
#Check '''Display this fee item on the public event registration page.''' if you wish to include this item on your event registration page. If deselected, the item will be available to back-office staff when registering someone.
 +
#Click the '''Advanced Options''' (optional):
 +
#*'''Fee item automatically adds registrant as sponsor''': If selected, this item will automatically add them to the Sponsors list on the Sponsors tab in addition to the Event Guest List.
 +
#*'''Only allow specific membership types to register with this fee''': If this option is enabled, only active members with the specified membership types will be able to purchase this item.
 +
#Click '''Save & Exit'''.
  
 
====Edit an Event Fee Once Assigned====
 
====Edit an Event Fee Once Assigned====
Line 1,023: Line 1,047:
  
 
#On the '''Sponsors''' tab, click the desired sponsor’s name in the List of Sponsors area. The selected row will be highlighted in yellow. </div></td>
 
#On the '''Sponsors''' tab, click the desired sponsor’s name in the List of Sponsors area. The selected row will be highlighted in yellow. </div></td>
#Click '''Add Image''' in the '''Sponsor Web Display Options'''area.  
+
#Click '''Add Image''' in the '''Sponsor Web Display Options''' area.  
 
#:[[Image:Events-Add_a_sponsor_logo-image89.png]]  
 
#:[[Image:Events-Add_a_sponsor_logo-image89.png]]  
 
#Type the path and filename of the desired graphic file or click '''Browse''' to locate the desired graphic.
 
#Type the path and filename of the desired graphic file or click '''Browse''' to locate the desired graphic.
Line 1,066: Line 1,090:
 
====Create unique sponsorship levels for each event====
 
====Create unique sponsorship levels for each event====
  
#For the desired event, click the '''Sponsors''' tab. Click </span><span style="font-weight: bold;">Events</span> in the left-hand menu.</div></td>
+
#For the desired event, click the '''Sponsors''' tab.  
#Click the </span><span style="font-weight: bold;">Sponsors</span> tab.</div></td>
+
 
#Click '''Edit Sponsorship Levels''' in the '''Sponsor Web Display Options''' area.  
 
#Click '''Edit Sponsorship Levels''' in the '''Sponsor Web Display Options''' area.  
 
#Click '''Add New Level''' to create a unique sponsorship level for this event or click '''Use Defaults''' to automatically display the default list of sponsorship levels that were created in the Setup module. (See “Create default sponsorship levels” above.).
 
#Click '''Add New Level''' to create a unique sponsorship level for this event or click '''Use Defaults''' to automatically display the default list of sponsorship levels that were created in the Setup module. (See “Create default sponsorship levels” above.).
 +
#For the new level, select the desired '''Appearance''' options. Select '''Display Heading''' if you wish to include the name of the sponsorship level on the event page. '''Order''' allows you to define the order in which sponsorship levels will display on your event page.
 
#Continue adding, editing, and removing sponsorship levels until the list is as desired for this particular event.  Note: any editing here does not affect the default sponsorship levels list created in the Setup module.  
 
#Continue adding, editing, and removing sponsorship levels until the list is as desired for this particular event.  Note: any editing here does not affect the default sponsorship levels list created in the Setup module.  
#Click '''Save Changes'''.  
+
#Click '''Save Changes'''.
 +
 
 +
====Order/Re-order Sponsorship Levels====
 +
 
 +
When you create your sponsorship levels, you can determine the order in which they will be displayed on your event page.
 +
 
 +
#For the desired event, click the '''Sponsors''' tab.
 +
#Click '''Edit Sponsorship Levels''' in the '''Sponsor Web Display Options''' area.
 +
#:[[File:Sponsorhip Ordering.JPG|600px|center]]
 +
#Select the order in which you would like the Sponsorship Levels to be displayed on your event page in the '''Order''' column.  Sponsorship levels in the '''1''' position will be displayed first.
 +
#Click '''Save Changes'''
 +
 
 +
====Sponsor Logo Sort Order====
 +
 
 +
The order in which your sponsor logos are displayed can be defined on the sponsors tab. The '''Logo Sort Order''' option defines how sponsors will be displayed within a sponsorship level.
 +
 
 +
#On the event's '''Sponsor Tab''', click the name of the sponsor to which you wish to assign sort order.
 +
#:[[File:Logo Sort Order.JPG|800px|center]]
 +
#Select ordering from the '''Logo Sort Order''' drop-down list.
 +
#Click '''Save'''.
 +
 
 +
{| class="wikitable"
 +
|-
 +
|
 +
[[File:One Row.png|25px]]
 +
| style="width: 100%"| '''NOTE:''' If the '''Logo Sort Order''' is set to '''1''' for all sponsors, the businesses will be sorted alphabetically.
 +
|}
  
 
==Output Rosters/Name Tags/Labels for Sponsors==
 
==Output Rosters/Name Tags/Labels for Sponsors==
Line 1,171: Line 1,221:
  
  
==Managing the Guest List==
+
=='''<span style="color:#800080">Managing the Guest List'''</span>==
 +
----
 +
The '''Guest List''' is created manually by registering guests through the back-office, or through on-line registrations.
  
The Guest list is created manually by registering guests through the back-office, or through on-line registrations. 
+
[[File:Guest List.JPG|1000px|center]]
 
+
[[File:Guest List.JPG|center]]
+
  
 
The '''Status''' column will display one of four options, dependent on actions taken:
 
The '''Status''' column will display one of four options, dependent on actions taken:
*'''Registered''' - This status will be displayed when someone registers on-line, or when a staff member registers for them.
+
**'''Registered''' - This status will be displayed when someone registers on-line, or when a staff member registers for them.
*'''Invitation Declined''' - This status will be displayed when an invitee declines the invitation, or a staff member declines for them.
+
**'''Invitation Declined''' - This status will be displayed when an invitee declines the invitation, or a staff member declines for them.
*'''Cancelled''' - This status will be displayed when a registration is cancelled.
+
**'''Cancelled''' - This status will be displayed when a registration is cancelled.
*'''Incomplete''' - This status will be displayed if a registrant exits the registration check-out page, without making payment.
+
**'''Incomplete''' - This status will be displayed if a registrant exits the registration check-out page, without making payment.
 
+
 
 +
==='''<span style="color:#800080">Filtering the Guest List'''</span>===
 +
----
 +
 
 +
The Guest List may be filtered in a variety of ways:
 +
 
 +
*'''Status''': From the '''Status''' drop-down you can filter to:
 +
**'''Registered''' - This status will be displayed when someone registers on-line, or when a staff member registers for them.
 +
**'''Invitation Declined''' - This status will be displayed when an invitee declines the invitation, or a staff member declines for them.
 +
**'''Cancelled''' - This status will be displayed when a registration is cancelled.
 +
**'''Incomplete''' - This status will be displayed if a registrant exits the registration check-out page, without making payment.
 +
*'''Paid''': From the '''Paid''' drop-down you can filter to '''Paid Only''' or '''Unpaid Only''' registrations.
 +
*Click the '''More Options''' for additional filtering options, and to display custom fields on the guest list.
 +
 
 +
 
 
====Add A New Registration====
 
====Add A New Registration====
  
#Click the '''Add New Registration''' on the '''Guest List''' tab. The registration page will be displayed.
+
#For the desired event, click the '''Guest List''' tab.
 +
#:[[File:Guest List2.JPG|800px|center]]
 +
#Click '''Add New Registration''' in the '''Registrations''' section.
 
#Enter required contact information for the registrant.
 
#Enter required contact information for the registrant.
 +
#Select the desired registration fee.
 
#Proceed to checkout.
 
#Proceed to checkout.
  
Line 1,211: Line 1,278:
 
#:''Re-associating the invoice isn't required unless some specific event based reports are being used.''
 
#:''Re-associating the invoice isn't required unless some specific event based reports are being used.''
  
====Cancelling an Event Registration====
+
===='''<span style="color:#800080">Resend an Event Confirmation Email'''</span>====
 +
----
 +
You can easily resend an event confirmation to a registrant from the event's guest list.
 +
 
 +
#Select the desired event.
 +
#Click the '''Guest List''' tab.
 +
#:[[File:Guest List1.JPG|1200px|center]]
 +
#For the desired registrant, click the '''Registered''' link in the '''Status''' column.
 +
#:[[File:Reg Confirm Email.JPG|500px|center]]
 +
#Click the check-box next to the person to whom you wish to send the confirmation.
 +
#Select a sender from the  '''Confirmation Sender:''' list.
 +
#Click '''Save & Close'''.
  
 +
===='''<span style="color:#800080">Cancelling an Event Registration'''</span>====
 +
----
 
If someone has registered for an event, but chosen the wrong fee item ''and'' has already paid or been invoiced, complete these steps to cancel the registration so you can create a new one with the correct fee item.  
 
If someone has registered for an event, but chosen the wrong fee item ''and'' has already paid or been invoiced, complete these steps to cancel the registration so you can create a new one with the correct fee item.  
  
Line 1,508: Line 1,588:
 
</div>
 
</div>
  
===Customize Event Name Tags===
 
Name tags may be created that will list a participant's name and business name. If you desire additional participant information or to include a graphic on the name tab, you may wish to download the name tag data and import into Microsoft Word where you can customize the name tag as desired.
 
 
==Download Name Tag Data==
 
==Download Name Tag Data==
If you do not wish to generate nametags in the formats provided in the software, you can simply download the nametag data to an excel spreadsheet.
+
Name tags may be created that will list a participant's name and business name. If you desire additional participant information or to include a graphic on the name tab, you may wish to download the name tag data and import into Microsoft Word where you can customize the name tag as desired.  
  
 
#Click '''Events''' in the left-hand navigation bar.
 
#Click '''Events''' in the left-hand navigation bar.
Line 1,527: Line 1,605:
 
The nametag data will be downloaded to an excel spreadsheet for your future use.
 
The nametag data will be downloaded to an excel spreadsheet for your future use.
  
=Deleting an Event=
+
=='''<span style="color:#800080">Cancel an Event'''</span>==
 +
----
 +
It is unfortunate, but at times, you may find it necessary to cancel an event. Here are four best practices for cancelling your event:
  
If an event has been created by mistake, or you no longer wish to have the event appear, you may delete the event. All history of participants, sponsors, and fees will also be deleted and no longer available in reports.
+
#'''Update the Event Title/Description''': You may simply wish to add "Cancelled" after the name of the event. It is also a good idea to add some further information in the description. Perhaps you are planning simply to postpone and want to let the public know this. The title and description can be updated on the event's '''General''' tab.
 +
#:[[File:Cancelled.JPG|700px|center]]
 +
#'''Turn off on-line registration''': To ensure that no additional registrations are received for the event, disable '''Allow members to register online for this event''' and '''Allow non-members to register online for this event''' in the '''Registration & Billing Preferences''' section of the '''Fees''' tab. Be sure to '''Save Preferences'''.
 +
#:[[File:Reg Prefs.JPG|700px|center]]
 +
#'''Notify Registrants''': Email your registrants as soon as you can, and if possible, give everyone a call. Some folks aren’t always checking their inbox, so be sure to communicate this critical information using all avenues possible (you may also want to consider using social media). Your email should be upbeat, and include details about refunds, future event date, etc. You can easily email all registrants from the '''Guest List''' tab. See '''[[Events#Send_an_email_to_multiple_guests|Send an Email]]''' to multiple guests.
 +
#:[[File:Email Cancel.JPG|700px|center]]
 +
#'''Turn Off Event Reminder''': If you have setup a reminder to automatically be sent to registrants, best practice is to turn off the reminder. The reminder may be turned off on the event's '''General''' tab. '''NOTE''': If you have edited the title and the description of the event, these changes would be included in the reminder if you have forgotten to turn off the reminder.
 +
#:[[File:Reminder5.jpg|700px|center]]
 +
 
 +
 
 +
=='''<span style="color:#800080">Delete an Event'''</span>==
 +
----
 +
 
 +
If an event has been created by mistake, you may delete the event. '''NOTE:''' All history of participants, sponsors, and fees will also be deleted and no longer available in reports. Use this option with caution. If you delete an event in error, and wish GrowthZone to restore the event, fees will be applied.
  
 
On the event's '''General''' tab, click '''Delete Event'''
 
On the event's '''General''' tab, click '''Delete Event'''
Line 1,535: Line 1,628:
 
[[Image:Events-Permanently_delete_an_event-image38.png|delete event]]
 
[[Image:Events-Permanently_delete_an_event-image38.png|delete event]]
  
'''Note''': The '''Delete Event'''selection is only available to those with Administrator Level permissions.
+
'''Note''': The '''Delete Event''' selection is only available to those with Administrator Level permissions.
  
 
=Working with Events Projects/Tasks=
 
=Working with Events Projects/Tasks=
Line 1,560: Line 1,653:
  
 
==Syncing with your calendar (basic instructions)==
 
==Syncing with your calendar (basic instructions)==
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
+
#Click '''Events''' in the left-hand menu.</div></td>
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
#Click the '''Calendar''' tab.  
      <tr valign="baseline">
+
#:[[File:CP Sync Events.JPG|center]]
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
+
#Click '''Sync with your own calendar''' hyper-link.
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0V50HA">Click </span><span style="font-weight: bold;">Events</span> in the left-hand menu.</div></td>
+
#Click the desired link and follow the prompts to synchronize with the default calendar on your system (if available).  
      </tr>
+
#:[[File:CP event calendar subscription feeds.JPG|center]]
    </table>
+
 
  </div>
+
To synchronize with a different calendar, copy and paste the desired URL into your calendar software in the location where feeds are accepted, often identified with “Subscribe”, “Add Calendar”, etc.
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E0U50HA">Or find this same selection on the Dashboard Message Center next to the list of Upcoming Public Events.</span></div>
+
 
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
+
Your third party calendar will automatically update every hour with any changes made to your events. The populated date range: today - 365 days from now.
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
 
      <tr valign="baseline">
+
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
+
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0T50HA">Click the </span><span style="font-weight: bold;">Calendar</span> tab.</div></td>
+
      </tr>
+
    </table>
+
  </div>
+
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
+
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
      <tr valign="baseline">
+
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
+
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0S50HA">Click “Sync with your own calendar.”</span></div></td>
+
      </tr>
+
    </table>
+
  </div>
+
  <div style="font-family: &quot;Times New Roman&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0R50HA">[[Image:Events-Syncing_with_your_calendar-image39.png]]</span></div>
+
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
+
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
      <tr valign="baseline">
+
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
+
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0Q50HA">Click the desired link and follow the prompts to synchronize with the default calendar on your system (if available). </span></div></td>
+
      </tr>
+
    </table>
+
  </div>
+
  <div style="font-family: &quot;Times New Roman&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0P50HA">[[Image:Events-Syncing_with_your_calendar-image40.png]]</span></div>
+
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
+
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
      <tr valign="baseline">
+
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td>
+
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0O50HA">To synchronize with a different calendar, copy and paste the desired URL into your calendar software in the location where feeds are accepted, often identified with “Subscribe”, “Add Calendar”, etc.</span></div></td>
+
      </tr>
+
    </table>
+
  </div>
+
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
+
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
      <tr valign="baseline">
+
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">6. </div></td>
+
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0N50HA">Your 3</span><span style="vertical-align: super;">rd</span> party calendar will automatically update every hour with any changes made to your events.</div></td>
+
      </tr>
+
    </table>
+
  </div>
+
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-bottom: 0pt; margin-left: 0pt;"><span id="wwpID0E0M50HA"> </span></div>
+
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-bottom: 0pt; margin-left: 0pt;"><span id="wwpID0E0L50HA">Additional Information:</span></div>
+
  <div style="font-family: Tahoma; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0K50HA">Populated date range: today - 365 days from now</span></div>
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  <div style="font-family: Tahoma; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0J50HA">Automatically updated: Every hour</span></div>
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====Sync Events with Outlook====
 
====Sync Events with Outlook====
 
<div style="font-family: &quot;arial&quot;; font-size: 11pt; margin-bottom: 11pt; margin-left: 18pt;"><span id="wwpID0E0H50HA">Outlook 2007 or greater will accept iCalendar feeds. Watch this video: </span><span style="color: #3366CC; font-size: 11pt; text-decoration: underline;">[https://micronet.viewscreencasts.com/c4f3324bb3cf4a65b50a6e7aa5b34756 How to Sync with Outlook]</span> [[File:Vid.png|link=https://micronet.viewscreencasts.com/c4f3324bb3cf4a65b50a6e7aa5b34756]]</div>
 
<div style="font-family: &quot;arial&quot;; font-size: 11pt; margin-bottom: 11pt; margin-left: 18pt;"><span id="wwpID0E0H50HA">Outlook 2007 or greater will accept iCalendar feeds. Watch this video: </span><span style="color: #3366CC; font-size: 11pt; text-decoration: underline;">[https://micronet.viewscreencasts.com/c4f3324bb3cf4a65b50a6e7aa5b34756 How to Sync with Outlook]</span> [[File:Vid.png|link=https://micronet.viewscreencasts.com/c4f3324bb3cf4a65b50a6e7aa5b34756]]</div>

Revision as of 09:05, 5 July 2019

Contents

Events Module Overview

Understanding the basics of how the Events module is organized will give a foundation for operation. Viewing existing events and learning to display only desired events will also be helpful. Then learn how to create, modify and manage events.

Event Module Organization

To add, edit, and manage the Events, click Events in the left-hand menu where you can select the desired event and desired tab.

Events-Event module organization-image4.png
events tabs</span>


Event Tabs

Within the Events Module there are nine tabs: General, Fees, Sponsors, Advanced, Guest List, Account, Files, and Tasks.


Events-tabs.png

Figure: Tabs in the Events Module


Calendar: Displays the internal events calendar in one of five views: list, day, month, week, or year view. Filter options may also be selected which would display only user-selected events. New events may be added from this tab by clicking the + sign on the desired date/time

General: Event information, placement options, and photos and images

Fees: Assign event fees, billing preferences, and discounts based on age, date, or volume

Sponsors: Designate event sponsors, logos, fees

Advanced: Specify Locations (if available) and Custom Fields

Guest List: Send invitations; add guests to the roster; print roster sheet, labels, and name tags; send emails; register invitees

Account: View income and payment activity, generate invoices and sales receipts (if applicable)

Files:

Tasks: 'Integration with the Project/Task Manager (Pro edition only) When creating a new event, work with the tabs in order as displayed. For example, after completing the General tab, setup the fees (if applicable) on the Fees tab. The Sponsor tab would be next, the Guest List, and finally the Account tab. You may complete them out-of-order if desired but there is a logical flow if working from left to right.

Event Options and Settings

The display of your online Events calendar may be customized through a number of menu selections in the Setup module. Administrator permissions are required to make these changes. Changes made take effect immediately on your website.

In addition to these selections, there is an option to create your own list of Event Categories that may be used to filter what is seen when visitors search your online calendar. Certain registration options may also be customized such as the available authentication methods for member registrations.


Modify Event Options and Settings

These settings are for public modules version 1 and 2.

  1. Click Setup in the left-hand menu.
  2. Click Event Options and Settings.
  3. Make desired changes.
  4. Click Save.

Allow Public to Submit Events

  1. Click Setup in the left-hand menu.
  2. Click Event Options and Settings.
    Enable Public Submission.JPG
  3. Check the box for Allow public users to submit events for display (requires approval of each submitted event by chamber staff).
  4. Click Save.

Modify the list of Event Categories

1.
Click Setup in the left-hand menu.
2.
Click Events Calendar: View/Edit Event Types.
3.
Events-Modify the list of Event Categories-image174.png
4.
Make desired changes.
Events-Modify the list of Event Categories-image175.png
Figure 7-2 Event Type options

Registration Options

Certain registration options may be modified such as:

  • Member authentication options – what is required of a member in order to register as a member
  • Which fields are required registrations fields for staff and registrants
  • Default terminology (phrases used) for members, non-members, payment method wording and registration closed message
  • Custom message displayed on all event registration confirmations

The default settings when new events are created may be set for:

  • Automatic registration confirmation and notification emails
  • Event invoice default
  • Registration Fees and Billing Preferences

To set custom and default event registration options

  1. Click in the left-hand menu.
  2. Click Event Options and Settings.
  3. Open the Registration and Billing Preferences section.
  4. Make desired changes.
  5. Click Save.

Events-Registration Options-image176.png

Registration Member Authentication Method

Events-rd bullet.jpg</div></td>

<td>
Registration Preferences
</td>
     </tr>
   </table>
 </div>
Events-rd bullet.jpg
Enforce required fields for staff – if fields are marked as required, then when staff enters a registration from the Guest List tab, then the fields will also be required for them as well.
Events-Registration Options-image178.png
Events-rd bullet.jpg
Require registrants to provide ________ - these fields will be marked with an asterisk on the event registration screens, indicating that they are required before moving to the next screen.
Events-Registration Options-image179.png
Events-rd bullet.jpg
Set defaults that appear on Events->Fees tab under Registration and Billing Preferences
Events-Registration Options-image180.png
Events-rd bullet.jpg
Set defaults that appear when creating event invoices under Billing->Invoices with Batch Type = Event (integrated Billing) or QuickBooks->Event Invoices tab (QuickBooks integration with CQI).
Events-Registration Options-image181.png
Events-rd bullet.jpg
Change on-screen terminology during event registration
Events-Registration Options-image182.png
Events-Registration Options-image183.png
Events-rd bullet.jpg
Set defaults for credit card payment tracking and invoice/receipt options for non-members.
Events-Registration Options-image184.png
Events-rd bullet.jpg
Customize the message that appears on all event registration confirmation emails. Confirmation email must be enabled under Events->Fees tab under Registration and Billing Preferences “Send an automatic Registration Confirmation email to consumers registering online.”
Events-Registration Options-image185.png
Events-rd bullet.jpg
 
 


Define Event Categories


Event categories are a way by which events can be filtered on your web-site. You can define event categories on the General tab of any event, and these categories will then be available for selection for all events.

  1. Click the event's General tab, expand the Placement Options section if needed.
    Placement Options.JPG
  2. Click the edit categories link.
    Edit Categories.JPG
  3. Click Add Category.
    Add Event Categories.jpg
  4. Enter the name of the category in the Category Name: text box.
  5. Click Save.

Find an Event


There are several ways that you can find an event in the database:

  • Click the Find button in the header bar, and select Event to open the Event Lookup screen. Begin typing the name of the event you are looking for, the list of events will filter to that event.
Find event 19 CP.jpg
  • Click Events in the left-hand navigation panel, and select the desired event from the Events drop-down list in the header bar. You can also click the filter options link to filter the events drop-down by status, category, keyword, and/or active dates. For Example: If you simply wish to see future events, click the filter options link and check future. The filter option will also allow you to sort the events as you wish to see them displayed. For example, you can sort the events by start date. By default events will be displayed in alphabetical order.
Events dropdown 19.jpg

Working with the Event Calendar


The Calendar tab displays an Events calendar that may be displayed in five different views: list, day, week, month, and year view. As the name suggests, List view displays all events in a list format. The day, week, and month view will display all events falling within the specified date range. The year view displays a graphical calendar allowing chamber employees to advance quickly to a particular date.

The calendar may also be filtered to display only certain events matching the desired criteria. Click clear filters to display all events again.

  1. Click Events in the left-hand menu.
  2. On the Calendar tab, click the Calendar View arrow to select the desired view. The calendar will display on the current month.
  3. To see previous month click the Prev button, or to see the next month, click the Next button. Alternatively, you may click the calendar icon and select the desired month to view.
Events calendar 19.JPG

Filter the Internal Events Calendar (display only specified events)

  1. On the Calendar tab, click filter options button.
  2. Select the desired filter options:
    • Status
    • Visibility:
    • Category: You can filter the calendar to just a selected category.
    • Keyword: Keyword must be a single word. Multiple single words may be specified which returns all events with either word. For example, keywords ski swap will display all events with ski OR swap in the title or description.
  3. Click Continue.

When finished viewing the filtered list of events, click clear filters to view all events.

Outlook 2007 or greater will accept iCalendar feeds. See Sync Events with Outlook.

Add a New Event


Adding an event may be done by clicking the Add button in the header bar menu OR by clicking the + sign for a date, when on the Calendar tab. The process will be the same regardless of the option you choose to use. To add an event, you will be guided by a wizard to fill in:

  • General Information
  • Descriptions/Appearance
  • Fees/Billing Information
  1. Click Add in the header bar.
  2. Click Event. The Add a New Event wizard will be displayed.
    Add a New Event 19.JPG
  3. Configure the following General Information settings:
    • Event Title: This title will display in your Events drop-down list and also on the Event page of your public web-site.
    • Start/End Date/Time: Enter the correct dates for the event. A different end date is only needed when a single event runs multiple days – like over the weekend. NOTE: All Day Event is selected by default, seselect this checkbox if you wish to enter exact times.
    • Reminder: If selected, an automatically generated reminder email will be sent using content from details on the General tab of your event. The email is sent, two days prior to the event, to all registrants on your Guest List with a status of Registered. You may change the date/time that the email is sent if you wish. NOTE: Only those with Plus or greater software version only.
    • Recurrence: An event occurring multiple times on your calendar may be duplicated by setting a recurrence. See Create a Recurring Event.
    • Professional Development Hours: If you wish to include professional development hours, enter the number of hours. This is for informational purposes only, and will not tie back to a contact's information.
    • Continuing Education Hours: This is an optional field to identify CEU's. This field will not track back to a contact's information.
    • Goals: (Optional) Enter your goals for the event. You will be able to monitor where you stand against your goals on the event's Advanced tab.
    • Approval Status: When the event is in Approved status, it will be displayed this on all calendar marked under “Visibility”. Status of Pending or Disabled will not display on the public calendar.
    • Visibility: Check the calendars on which you wish to display this event. Note: all events regardless of these check-boxes will display on the Events Calendar tab. This allows you to define who can see the event (internal, public, member).
      • Internal Chamber Event Calendar: The internal calendar refers to the database calendar displayed within the Events module. Enable this option to include this event on this calendar.
      • Display on Public Events Calendar: When this option is checked the event will display on your website's events calendar (if you have integrated the events public module). Additionally, it will be displayed in Upcoming Events on your public website, if you have integrated an Upcoming Events feed.
      • Display on Members Only Calendar: When this option is checked the event will display on the Member Information Center after they log in. This option must be checked for the event to show on the members’ calendar in the MIC.
      • Display on Featured Events: This option allows for the event to be listed as a featured event on the Featured Events list, if you have integrated the Featured Events fee on your web-site. Click the edit featured events link to view and/or edit the events currently included on your list.
    • Event Category: Select the categories to which you wish to assign the event. You may add the event to as many categories as you wish. Categories provide a way for visitors to your web-site to search for events. Website visitors may search for events by category on the public website. Click the edit categories link to add and/or edit available categories.
  4. Click Next. The Description/Appearance settings will be displayed.
    Event step 2 19.JPG
  5. Configure the following (all fields are optional and may be edited as needed, once the event has been saved):
    • Event Description: Enter a description of the event. Click the advanced edit link to format the text as desired for display on the website.
    • Location Description: Enter location details. Click the advanced edit link to format the text as desired for display on the website.
    • Date/Time Description: Enter date/time description to be displayed on the web-site. Click the advanced edit link for additional formatting options.
    • Fee Description: Enter fee description to be displayed on the web-site. Click the advanced edit link for additional formatting options.
    • Search Description: Enter the description to be displayed when events are searched.
    • Contact Information: Enter the name of the contact for this event.
    • Contact Email: Enter the email for the contact.
    • Website URL: If applicable, enter the URL to a website that provides further information about the event.
    • Website URL Text: If applicable, enter text for the URL.
  6. Click Next. The Fees/Billing Information screen will be displayed.
    Event step 3 19.JPG
  7. Assign Fee Items: If registration fees are to be associated with this event, click Assign Fee Items. In order to be assigned, fees must first be created by someone with Finance or Administrator permissions. Fees can also be assigned later on the Fees tab of the event. NOTE: If you will be assigning custom fields to your registration fees, you may wish to assign the fee items on the event's Fees tab after the event has been created.
  8. Online Registration Options: If desired, select to allow members and/or non-members to register online for this event. Selecting this checkbox will immediately display the Register button on the public event page. This selection can also be turned on later on the Fees tab of the event.
  9. Click Finish.

After creating a new event, work with the tabs in order as displayed. For example, after completing the General tab, setup the fees (if applicable) on the Fees</span> tab. The Sponsor tab would be next, the Guest List, and finally the Account tab. You may complete them out-of-order if desired but there is a logical flow if working from left to right. The main concern would be to have the fees in place before registering guests and sponsors.

Create a Recurring Event


If your association has an event which occurs on a regular basis, save time by setting it up as a recurring event. Most the details of the original event will be applied to the recurring instances. A notable exception is Fees, which must be set for each instance.

The following event details DO NOT get copied from original event:

  • Reminder to attendees
  • Fees
  • Discounts
  • Attendees
  • Attendees List
  • Locations
  • Custom Fields
  • Event Notes

Once an event is listed as a recurring event, each event instance will be displayed on the calendar at the appropriate date/time where the instance may be modified on an individual basis or ALL instances may be changed at once by editing the original occurrence.

One Row.png

NOTE: After an instance has been edited individually, it will no longer accept the changes from the original occurrence.


Set the recurrence of an event

  1. On the General tab, click the Recurrence arrow and click the desired recurrence.
    recurrence
  2. Complete the Recurrence fields for the selected recurrence.
    Events-Set the recurrence of an event-image32.png

NOTE: If you are already on the General tab of the original event, you may click edit specific instance and click to select the desired instance to edit.

Edit a specific instance

  1. In the Events module, click the Calendar tab
  2. Advance to the date of the desired instance.
  3. Click the title of the event.
  4. Make desired modification. Modifications made will only affect this specific instance. (You may even delete a specific instance without affecting the others.)

Edit all Event Instances

To edit all instances of the event, you may also click the original event on the Calendar to go directly to the original event. After an instance has been edited individually, it will no longer accept the changes from the original occurrence.

  1. In the Events module click the Calendar tab
  2. Click the title of any event instance of the desired event.
  3. In the Recurrence field, click the title of the original event.
    Events-To edit all event instances-image33.png

Copy an Event


  1. Click Add in the header bar.
    Events-Add an event-image13.png</span></div>
  2. Click Event. The Add a New Event wizard will be displayed.
  3. Click Copy a Past Event.
    Event Lookup.JPG
  4. Type the name of the event in the Event Name text box and select or scroll through the list and select the desired event.
  5. Click Continue. The General Information, Descriptions/Appearance, and Fees/Billing Information will be copied from the past event.
  6. Update fields as needed.

Import Events from an iCal Feed


iCalendar (iCal) is an open standard for exchanging calendar and scheduling information. iCal feed enables an application to fetch, push or syncronize date and time based data to an another calendar application.

The ChamberMaster/MemberZone iCal feed import provides an ability for you to upload your iCal list (from the Cloud drive or other http url used with iPhones, iPads etc and other similar calendars) and import directly into the event calendar. A URL is specified to the location of this iCal and then each night the events are synched. NOTE: Recurring events are NOT supported with the iCal import feature.

To import iCal feeds into the event calendar:

  1. Click Setup in the left-hand menu.
  2. Click Event Options and Settings
  3. Open the General Settings area.
    Events-Importing events from an iCal feed-image17.png
  4. Click the +Add button in the iCal Import section.
  5. Type the URL of the iCal feed.
  6. Click Save.

One Row.png

NOTE: Once an iCal has been added, the events on that calendar may take up to 24 hours to display on your event calendar.

Edit/Customize Event Page Information


Facts displayed about an event are based on information from the event’s General tab. The Event Title, Start Date/Time, End Date/Time, Contact Information, Website URL, and Approval Status may be modified here.

In addition to this basic information, the Event Information area contains the Event Description, Location Description, Date/Time Description, and Fee Description, which is typed into the built-in editor allowing formatting of the text such as bold, underline, font size and style changes.

Edit/Customize Event Page Information

  1. In the Events module, select the desired event.
  2. On the General tab, modify the desired fields.
  3. Click Save.

Limit Event Attendance/Enable Waiting List


Attendees will never be turned away again - allow them to join the waiting list! Watch this short video to see how. Vid.png

On the event's General Tab, in the Event Information section, you can limit the number of attendees, and enable a waiting list.

Limit attendees 19.JPG

Allow others to see who is attending


On the event's General Tab, in the Event Information section, you can enable the option to allow your members and the general public to see who else is attending the event.

Add Photos/Images/Videos


Photos, images, a map and a video may be added to the event page. One photo may be added as a Main Event photo that is automatically positioned within the event description area, and/or multiple photos may be included in the Photo Gallery which displays in thumbnail size at the bottom of the event page but will be enlarged when a consumer clicks the image. Images are automatically resized to accommodate the space allowed. Images must be .jpg or .gif. One YouTube video may be displayed on the event description page as well.

Photo 19.JPG

Add a Search Results Icon to Your Event


The Search Results Icon will appear for visitors in your public events list making it easier to spot.

Smallest.png

NOTE:: The Search Results Icon is available with with version 3 public modules or greater.
Search Results Icon.JPG
  1. Select the event's General tab.
  2. If needed, expand the Photos & Images section.
    Photos and Images 2.JPG
  3. Click the + icon for the Search Results Icon.
  4. Click a previously imported image, or click the Upload button to navigate to your icon.
  5. Click Select.
  6. Crop the image if needed.
  7. Click Crop & Save.
Photos and Images 3.JPG

Add an Event Header Photo


One of the first things visitors to your event page will notice is the header. Grab their attention with a splashy header that will make them want to learn more. NOTE: The event header is available with v4 Public Modules.

Yeehaw.JPG

Smallest.png

NOTE: For best results, upload an image that is a minimum of 1200 x 225. A larger image will be downsized appropriately but will maintain the aspect ratio so not to distort the image. A smaller image will not be increased to avoid distortion.
  1. Select the Event's General tab
  2. Expand the Photos & Images section if needed.
    Photos and Images 4.JPG
  3. Click the + icon in the Event Header Photo section.
  4. Click an existing file, or click Upload to navigate to the desired file.
  5. Click Select.
  6. Crop the image if needed.
  7. Click Crop & Save.


Add a Main Event Photo or a New Gallery Photo

  1. On the General tab, click Add Image in the Action column of the Image Type that you wish to add in the Photos & Images area.
    Events-Add a Main Event Photo or a New Gallery Photo-image20.png
  2. Type the path and filename of the desired graphic file or click Browse to locate and open the desired graphic is located.
  3. Click Upload Image.
    Events-Add a Main Event Photo or a New Gallery Photo-image21.png
  4. Click Close Window.

NOTE: Only one Main Event photo may be added which is automatically positioned within the event description area. However, Gallery Photos may contain multiple images which display in thumbnail size at the bottom of the event page but will be enlarged when a consumer clicks the image. Photos may also be added to the Event Description. Click Add/Edit Image while editing the description text.

Remove a Main Event Photo or a Gallery Photo

On the event's General, click Remove Image in the Action column of the Image Type that you wish to remove in the Photos & Images area.

  1. Events-Remove a Main Event Photo or a Gallery Photo-image22.png

NOTE: There is no confirmation required, the images will be immediately removed.

Change an existing Main Event Photo or Gallery Photo
  1. On the event's General </span>tab click Change Image in the Action column of the Image Type that you wish to change in the Photos & Images area.
  2. Type the path and filename of the desired graphic file or click Browse to locate and open the desired graphic is located.
  3. Click Upload Image.

Add a Video


  1. On the event's General, click Add Video in the Action column in the Photos & Images area.
    Events-Add a video-image23.png
  2. Type or paste the YouTube “share link” for the desired video into the Event Video field.

Add Mapping Information

You may upload a map image of include address information to display the location of your event in Google maps.

Upload a Map Image

  1. On the event's General, click Upload Image in the Action column in the Photos & Images area.
    Events-Add a map image-image24.png
  2. Click Add Image in the Action column.
  3. Type the path and filename of the desired graphic file or click Browse to locate and click Open when desired graphic is located.
  4. Click Upload Image.
  5. Click Close Window.

Include Map to Event

  1. On the event's General, click Google Maps in the Action column in the Photos & Images area.
  2. Enter Street Addr and City/State/Zip.
Map.JPG

NOTE: Click on View Map to preview the map location.

Add Custom Event Registration Fields


Custom Event registration fields provide an opportunity to gather further details during the registration process. For example, you may need meal choices, dietary restrictions, golf handicap, etc.

  1. From the Advanced tab click to expand Custom Registration Fields.
    Custom Fields CP.JPG
  2. Click Add a Field.
    Custom Field Event CP.JPG
  3. Configure the following:
    • Field Name: This is the field name displayed in the database.
    • Public Display Text (optional): This is the text that will be displayed on the event registration form. For example, if you are creating a "Meal" field for selection of a meal choice on an Event, you may wish the enter "Please select your meal choice" to be displayed to the public.
    • Data Type: Select the type of data expected as a response to this question. See Custom Field Types for further information.
    • If Text is selected as the data type, enter the maximum number of characters allowed.
    • If Drop Down List is selected as the data type, enter choices.
    • Visible to Public: Designate whether or not custom field will be a publicly displayed field
    • Required: Designate whether or not custom filed is required
  4. Click Continue to save the custom field.

Select the Calendar(s) on Which an Event will Display


An event may be displayed on three different calendars, as well as on a Featured Events RSS Feed:

  • Internal Event Calendar: All calendar events will automatically display for your Chamber staff on the Calendar tab no matter what selection is made for the Visibility check box but if selecting “Internal Chamber Event Calendar”, you will be able to filter by this selection on the Calendar tab.
  • Public Events Calendar: If you have integrated the events public module on your web-site, selecting this option will include this event on the web-site calendar.
  • Members Only calendar: This option included the event on the MIC events calendar.
  • Featured Events: Selecting this option will include this event in your Featured Events RSS feed, if applicable.
  1. Select the event's General tab.
  2. Scroll to and expand the Placement Options section.
  3. Click the desired Visibility: check-boxes. If you select Featured Events review Special Notes - Featured Events below.
  4. Click Save.

Special Notes - Featured Events When Featured Events is selected as a visibility option:

  • If your event is setup with a recurrence, a dialog box will be displayed asking if you wish to add just the single event to the Featured Events List or all occurrences of the event.
Featured Events Options.JPG
  • You can click the edit featured events link to view and manage all events currently included on your Featured Events list.
Featured Event Update.JPG


Smallest.png

NOTE: Only approved events will be displayed on your external calendars & featured events.

Customize Event Registration Instructions & Confirmation Message

You can add event registration instructions to be displayed on the registration form, and also customize a message displayed after the registrant completes registration.

  1. On the desired event page, click the Advanced tab.
  2. Expand the Messages section.
    Reg Confirmations CP.JPG
  3. In the Registration Instructions text-box, type the message that you would like to appear at the top of the registration page. Click the advanced edit link for more editing options.
  4. In the Registration Confirmation text box, type the message that you would like to appear in the browser window after the registrant completes the registration form. Click the advanced edit link for more editing options.
  5. Click Save to save your messages.

Setup Event Fees and Billing

Events that require a fee to participate can be managed through the Events module. Event fees, designated for members or non-members, may be associated with each event. If allowing online registration, members-only pricing is available to those with a members-only login name and password.

Staff control what payment options appear for members and non-members, with a separate set of options available for each. If integrated with QuickBooks or using the integrated billing module, individual invoices may be generated from the Events module for those requesting payment by invoice.

Discounts based on age, date, or volume may be created for each event and applied when appropriate information is provided during registration.

The Account tab displays a running total of the event income activity in addition to a summary of guest list information.

Setting up and using event fees require the following steps:

  • Assign Event Fees
  • Select Billing Preferences
  • Create Discounts Options
  • View Account Information
  • Create Event Invoices

Create Event Registration Fees


Assigning event registration fees may be done during creation of a new event by selecting Assign Fee Items on Step 3 of 3 or after creation on the event's Fees tab. When assigning fees after creation, event registration fees and< additional fees items may both be assigned. Steps outlined below will specifically address assigning fees after creation but the same concepts can be applied to assigning fees during creation.

When creating your registration fees, you can create fees that will register one individual, multiple individuals (for example for a table of 8), or registration fees that will also register the attendee as a sponsor.

One Row.png

NOTE: Only one event registration fee may be selected per registrant.

Create a Registration Fee (Individual)


  1. For the desired event, click the Fees tab.
    Event Fees Tab.JPG
  2. Click the Assign Fee Item button, in the Event Registration Fees section.
    Assign a Fee Item.JPG
  3. Select the desired fee item from the drop-down list. Fee Items available for selection are those fee items that you have configured as Event type.
  4. Enter the Display Name. This is the name that will be shown on your event registration form, as well as invoices, if applicable.
  5. Enter a Description. The description will be included on your event registration form.
  6. Enter the Fee Amount. The fee amount will default to the price assigned when you created the fee item, but you may over-ride this if needed.
  7. From the Allow this fee item for list, choose who should be able to select this fee item. This is how you will be able to differentiate pricing between Members and Non-Members. Create one registration fee item, and select Members, then create a similar fee item but select Non-Members.
  8. Enable Display this fee item on the public event registration page if you wish to include this registration option on your event registration page. If deselected, your staff will be able to select this registration type when registering someone from the back-office.
  9. Click the Advanced Options Link (Optional).
    Event advanced options.JPG
    • If you wish to limit the number of this type of registration available, enter the number available in the Maximum quantity available to sell; 0 = unlimited. Enter 0 to allow unlimited purchases of this item. Or enter a maximum number that can be sold of this item.
    • Number of attendee names allowed per fee: For a simple individual registration fee, set the quantity to 1. This field can be used Enter the in cases where the fee item represents a table of 8 or a golf foursome or similar case you may wish to specify a larger quantity.
    • Reserve 1 attendees even if they aren't entered by registrant. This quantity usually matches the quantity entered under "Number of attendee names
    • List this fee item separately from registration fees. (Available only when editing an existing fee) This selection moves the item between the "Additional Fee Items" list and the "Event Registration Fees" list. When selected, the item is on the "Additional Fee Items" list which means that it may be selected in addition to a Registration Fee and in multiple quantities. When deselected, the item displays in the "Event Registration Fees". Only one Event Registration Fee may be selected per registrant. One Event Registration Fee is required per registrant.
    • Fee item automatically adds registrant as sponsor. If selected, this item (when selected by the registrant as their registration fee) will automatically add them to the Sponsors list on the Sponsors tab in addition to the Event Guest List.
    • Display custom fields when fee is selected. Select the checkbox(es) in front of the custom fields that you'd like to show when this particular fee is selected. If you do not see any custom fields to select when you check "Display custom fields when fee is selected", that means there are no custom registration fields created for this event yet.
  10. Click Save & Exit.

Create a Registration Fee for Groups/Tables


You can associate multiple attendees to a single fee item. This works well when you are selling tables, or golf foursomes.

  1. On the event's Fees tab, click the Assign Fee Items button.
  2. Select a previously configured Fee Item Type from the drop-down list.
  3. Enter a Display Name. This is the name that will be displayed on your event registration page.
  4. (Optional) Enter a description of the registration type. This will be displayed on your event registration page.
  5. The Fee Amount will be populated with the price associated to the fee item when it was created. You may override this if you wish.
  6. From the Allow this fee item For list, select whether members, non-members or both may select this fee item.
  7. Select the Display this fee item on the public event registration page check box if you wish to display this fee item on the event registration page.
  8. Click the Advanced Options link, and configure the following:
    • Maximum quantity available to sell; 0 = unlimited (ex: max 20 Tables): If you wish to limit the number of this type of registration enter the maximum quantity available. If set to zero, there is no limit.
    • Number of attendee names allowed per fee (ex: Table of 8 = 8): Enter the number of attendees that will be registered when this registration type is selected. For Example: If you are selling tables of 8, enter 8 or if you are selling golf foursomes, enter 4.
    • Reserve X attendees even if they aren't entered by registrant: Select this check-box if you wish to register the total number of attendees, even if the names of the registrants are not entered. If selected, Additional Attendee will be listed as the name of the attendee.
    • If this registration fee also qualifies for sponsorship, enable the Fee item automatically adds registrant as sponsor check-box.
    • If custom fields must be filled in when this registration type is selected, click the Display custom fields when fee is selected check-box and select the desired custom fields.
  9. Click Save & Exit.

Create a Registration Fee that includes a Sponsorship


In order for sponsors to be added to your Sponsorship tab, you must create fee items that add the registration as a sponsor. To do this, you will check the Fee item automatically adds registrant as sponsor option when creating your registration fees.

  1. On the event's Fees tab, click the Assign Fee Items button.
  2. Select a previously configured Fee Item Type from the drop-down list.
  3. Enter a Display Name. This is the name that will be displayed on your event registration page.
  4. (Optional) Enter a description of the registration type. This will be displayed on your event registration page.
  5. The Fee Amount will be populated with the price associated to the fee item when it was created. You may override this if you wish.
  6. From the Allow this fee item For list, select whether members, non-members or both may select this fee item.
  7. Select the Display this fee item on the public event registration page check box if you wish to display this fee item on the event registration page.
  8. Click the Advanced Options link, and configure the following:
    • Maximum quantity available to sell; 0 = unlimited (ex: max 20 Tables): If you wish to limit the number of this type of registration enter the maximum quantity available. If set to zero, there is no limit.
    • Number of attendee names allowed per fee (ex: Table of 8 = 8): Enter the number of attendees that will be registered when this registration type is selected. For Example: If you are selling tables of 8, enter 8 or if you are selling golf foursomes, enter 4. NOTE: When creating a sponsorship registration fee, at least one attendee must be included.
    • Reserve X attendees even if they aren't entered by registrant: Select this check-box if you wish to register the total number of attendees, even if the names of the registrants are not entered. If selected, Additional Attendee will be listed as the name of the attendee.
    • Enable the Fee item automatically adds registrant as sponsor check-box.
    • If custom fields must be filled in when this registration type is selected, click the Display custom fields when fee is selected check-box and select the desired custom fields.
  9. Click Save & Exit.

Include Add-on Items for Your Event


If you wish to sell additional items during registration, you will create those on the event's Fees tab. For example, if you wish to sell mulligans, skins, etc. these can be included on your event registration page.


NOTE: The fee items are only available to those who register (select a registration fee item) for the event.

  1. On the Fees tab, expand the Additional Fee Items section if needed.
    Additional Fee Item 19.JPG
  2. Click the Assign Fee Items button.
    Assign Fee Additional Item 19.JPG
  3. Select a previously created fee item from the Fee Item Type list.
  4. Enter a Display Name. This will be displayed on your event registration page.
  5. Enter a Description of the additional item. This is optional, and will be displayed on the event registration page.
  6. The Fee Amount will display the amount that was configured when the fee item was set up. You may over-ride this if you wish.
  7. If you wish to limit who can purchase this item, select from the Allow this item for drop-down list, and select from: Members and Non-Members, Members Only, Non-Members Only.
  8. Check Display this fee item on the public event registration page. if you wish to include this item on your event registration page. If deselected, the item will be available to back-office staff when registering someone.
  9. Click the Advanced Options (optional):
    • Fee item automatically adds registrant as sponsor: If selected, this item will automatically add them to the Sponsors list on the Sponsors tab in addition to the Event Guest List.
    • Only allow specific membership types to register with this fee: If this option is enabled, only active members with the specified membership types will be able to purchase this item.
  10. Click Save & Exit.

Edit an Event Fee Once Assigned

1.
On the Fees tab, click the title of the desired event fee in the Event Registration Fees area or the Additional Fee Items area.
2.
Make desired changes.
3.
Click Save & Exit.

Remove an Event Fee Once Assigned

1.
On the Fees tab, click to select the check box in front of the desired item to be deleted.
2.
Click Remove Select Fee Items.
Removing an event fee also removes any association with an event and makes it unavailable in event reports as well. Make sure that you no longer need access to this event fee before removing it.
remove fee item
Figure 3-7 Removing an event fee

Select Registration and Billing Preferences

Registration and Billing Preferences must be configured if fees have been assigned or to indicate online registration preferences. Many of these preferences are available when you first setup an event on Step 3 of 3 or all selections may be made after you create the event on the Fees tab.

Preferences include selection of online registration options for members and non-members, available payment methods, general invoice options and non-members invoice options (if applicable). In addition email confirmation notices and email notification of registration may be specified if desired.

The steps outlined below allow you to setup preferences specific to the event you are working with.

  1. On the event's Fees tab, expand the Registration and Billing Preferences section.
    Registration and Billing Prefs.PNG
  2. Configure the following options as desired for this event:
    • Online Registration Options - If allowing online registration but you do not select any acceptable methods of payment, upon registration a message will be displayed to registrants that the chamber will be in contact with them regarding the registration fees for this event.
      • Allow members to register online for this event. When this option is selected, you may choose one or more of the following billing options (NOTE: The payment methods selected under this option will be available to Active and Courtesy members.)
        • Allow registrants to request to be Invoiced for fees incurred.
        • Allow registrants to specify that they will pay by Cash or Check at the time of the event.
      • Allow non-members to register online for this event. When this option is selected, you may choose one or more of the following options (NOTE: The payment options selected here will be available to Non-Member, Prospective members, and the general public.
      • Disallow online registrations after. Click the option if you wish to close registration at a certain date and time. Enter the date and time.
      • Allow online registrants to include multiple attendees on a single registration. Click the option to allow multiple attendees to be included on a single registration.
      • Send an automatic Registration Confirmation email to consumers registering online. Click this option if you wish to send an automated event registration confirmation. Note: Custom text may be included on the confirmation email. Put the desired custom text in the Chamber Message window in Setup > Event Options and Settings under the Registration and Billing Preferences area.
        • If you have selected Send an automatic Registration Confirmation email to consumers registering online, the Include QR Code in Confirmation email for easy check-in option will be displayed. This option will include a QR Code in the event confirmation. At your event, using the Staff App, you can scan the users QR code right from their smart phone or a printed version of their email. Once scanned, the attendee will immediately be marked as attended in the system. NOTE: This feature is only available to those who have updated to the newest event registration.
      • Send an automatic Registration Notification email to our association at. Click this option and enter the email address to whom an automated email message will be sent when someone registers for the event.
    • Invoice and Receipt Options - the following settings allow you to determine how you wish to track invoices for non-members who pay for event registration with a credit card:
      • Assign non-member invoices or receipts to a single Member. Select this option to assign all invoices to one member (this is best practice). The default member you configured under Setup > Events Options & Settings is displayed. Click the hyper-link to select a different member.
      • Create a new Member for each non-member participant that pays by credit card to assign the invoice/receipt to. Select this option if you want a new member create for each non-member participant. From the drop-down list, select the member status to be associated to the new member.
    • Credit Card Payment Tracking Options - these options allow you to configure how you wish to track credit card transactions. Your accounting practices will drive your choice.
      • Create a new Invoice and Payment for each Credit Card Payment.
      • Create a new Sales Receipt for each Credit Card Payment.
      • Do not create Credit Card Payment records.
      • Create a new Quick Books Customer for each non-member participant - this is only available for CQI users.
  3. Click Save Preferences.

Create Discount Options

Any event may have special discounts available and applied to all or selected fees. Discounts based on age, date, or volume may be created for each event and applied when appropriate information is provided during registration or the discount criteria is met because of date or volume.

Create an Age-Based discount

  1. On the Fees tab, click Add Discount in the Discount Options area under the Age-Based Discounts section.
  2. Complete the Add Event Discount screen.
  3. Click Save.
    Age-based discounts

Create an Early Registration Discount

  1. On the Fees tab, click Add Discount in the Discount Options area under the Early Registration Discounts section.
  2. Complete the Add Event Discount screen.
  3. Click Save.
    Early Registration discounts

Create a Volume-Based Discount

  1. On the Fees tab, click Add Discount in the Discount Options area under the Volume Discounts section.
  2. Complete the Add Event Discount screen.
  3. Click Save.
    Volume discounts
    When members or visitors register, upon checkout they will see the volume discount specified in a Discount column.
    Online Registration Volume Discount Example

Create Membership Type Discount

See event discounts by membership type in action. Vid.png

  1. On the Fees tab, click Add Discount in the Discount Options area under the Membership Type Discounts section.
  2. Complete the Add Event Discount screen.
  3. Click Save.
    Membership Type Discount Screen

Notes:

  • Idea: Grant discounted, free, or included benefits to specific membership types.
  • Total discounts used per event may be specified and a separate limit per registration is also available.
  • For Plus edition or greater only.

Create Promo Code Discount

See event promo codes in action Vid.png

  1. On the Fees tab, click Add Discount in the Discount Options area under the Promo Code section.
  2. Complete the Add Event Discount screen.
  3. Click Save.
    Event Promo code window

Notes:

  • Idea: create a Promo Code on your Event Fees tab and then post your promo code on specific advertising so you can track the effectiveness of the ad or provide this promo code to a select group of attendees.
  • Make sure to create different promo code for each discount.
  • Create multiple codes for each event if desired.
  • Limits on usage are available at the event level and registration level.
  • For Plus edition or greater only.
Related Topics Invoice Discounts

View Event Account Information

Running totals of income billed and paid, registrations, invitations, and a list of event sponsors for an event can be viewed on the Account tab. Totals are automatically updated as entries are made.

View the Event Account Information

1.
Select the desired event.
2.
Click the Account tab.
Events-View the event account information-image72.png
Figure 3-13 Account summary

Create Event Invoices and Sales Receipts

If integrated with QuickBooks or using the integrated billing module, individual invoices may be generated for members from the Events module for those requesting payment by invoice or for those registrants designated as such by chamber employees when completing registration.
If registration is accepted for individuals that are not chamber members, invoices may also be generated if desired. Two options for creation of non-member invoices are available: create a new member record (or QB Customer with QuickBooks integration) for each non-member participant or assign non-member invoices to a single member (or QB Customer with QuickBooks integration).
Creating invoices vary slightly dependent on which module you are using - - QuickBooks or Billing. Follow the instructions in the appropriate section below for creating your event fees.

Create Event Invoices/Sales Receipts when QuickBooks is Integrated

Defaults may be set for these options but may also be changed right before creating the invoices.
To change the event invoice defaults
1.
Select the desired event.
2.
Click the Fees tab.
3.
Make the desired selections in the Billing Preferences area.
To create event invoices/sales receipts
You may also create event invoices by clicking the Event Invoices tab after selecting the QuickBooks module in the left-hand navigation bar.
1.
Select the desired event.
2.
Click the Account tab.
3.
If registrations have specified a payment method of “invoice” and the invoice has not yet been created, a selection will appear indicating the number of invoices that need to be created. Or if credit card payment has been accepted and Credit Card Payment Tracking Options are set to create either an invoice/payment or sales receipt, a selection will appear indicating the number of entries that need to be created.
If the Create Entries Now button does not appear, there are no transactions to be created at this time.
Events-Create Event Invoices 2fSales Receipts when QuickB-image73.png
Figure 3-14 Create Entries Now (QuickBooks example shown)
4.
Click Create QuickBooks Entries Now.
5.
Make desired changes in the Invoice Options area.
event invoices
Figure 3-15 Invoice options
6.
Click Create QuickBooks Entries Now. create invoices now icon
If the Create QuickBooks Entries Now button is not available (dimmed out), you may need to verify your QuickBooks connection. This may be done at the top of the Event Invoices tab or by selecting QuickBooks Connection Settings in the Setup module.
invoice creation
Figure 3-16 Create Invoices
7.
Invoice creation begins. Click Refresh Status Now to display the current status for completed invoices. When Invoicing Complete appears, click Refresh Status Now to view a complete status list of all invoices.
invoice status
Figure 3-17 Invoice status
8.
Click Finish.
In many versions of QuickBooks you may print the batch of invoices by clicking Invoices. Then click the Print drop-down arrow print batch. Click Print Batch
9.
These invoices now exist in QuickBooks and are marked to be printed. You may view and print them in QuickBooks according to standard QuickBooks procedures.

Create Event Invoices Using Integrated Billing Module

If a payment method of Invoice is selected, this invoice will be queued and then created at a time of your choosing. If a payment method of Credit Card is selected, one of three results will happen depending on your choice: an invoice and payment will be automatically created, a sales receipt will automatically be created, or no transaction will happen. Make these selections for each event on the Fees tab of the desired Event.

Event invoices may be created from within the Events module or from the Billing module. Either way of creating invoices accomplishes the same task.

  1. In the Event Module, select the desired event.
  2. Click the Account tab.
  3. If there are invoices to be created, the Create Invoices Now button will be displayed. If the Create Invoices Now button does not appear, there are no invoices to be created at this time.
  4. Click Create Invoices Now.
  5. Make any desired selections in the Bill To: which allows you to specify to whom the invoice should be addressed, and which items should be on the invoice line. box for who the invoice should be addressed to and what items should appear on the invoice line.
  6. If you wish to apply any available credits a member may have available on their account, click Auto-apply available credits on invoices checkbox.
  7. If desired, select a Message that will be printed on each invoice. Note: Click edit to modify the message or create a one-time custom message to display on all invoices.
  8. Complete the rest of the fields including Invoice Date, Date Due and Payment Terms.
  9. In the list of invoices, uncheck any invoices that should be excluded from this Batch. Note: All excluded invoices may be added to this batch later.
  10. Click Deliver Customer Invoices.
  11. Click Save Batch or Deliver Invoices. If clicking Save Batch, you can return to a batch of invoices at any time to deliver them (email or print them). If clicking Deliver Invoices, continue to the next step. Either choice, Save Batch or Deliver Invoices, will create the batch of invoices. Deliver Invoices will create the invoices and immediately open a window with options to print and/or email the invoices.
  12. If you have selected Deliver Invoices the Deliver Customer Invoices window will appear. The Delivery Method of Print Invoices is already selected. Those invoices with an Output selection (from the previous window) of Print or Both will be selected. Those invoices with an Output selection of Email or None will not be selected. Also, any invoice that does not have complete mailing address information will not be selected.
    NOTE: Changes made to the Contact Name or address on the Deliver Customer Invoices window does not modify the Member’s Account information. Permanent Billing Rep or address changes must be made in the Members module.
    Recurring inv4.jpg
  13. Complete the Delivery Method selections as desired.

    Note: A default Invoice Template may be selected as desired by clicking '''Setup''' > '''Billing Options''' and '''Settings'''. Open the '''Appearance''' area and select a new '''Default Template'''. The templates may also be edited at this location. See “Invoice Templates” for more information.

  14. When ready, click Preview Invoices or Print Invoices.
    Suggestion: Click Mark invoices as Delivered after printing when printing the labels. (if not printing labels, click Mark invoices as Delivered after printing when printing the invoices). This will make it easier to determine later if the invoices in that batch have been printed or not. Later, the selection Print/Email Invoices on the Reports tab will easily identify any outstanding invoices that have not been “delivered”, regardless of which batch they belong to. See “Print/Email All Undelivered Invoices”
  15. If mailing labels are desired, click Print Mailing Labels in the Delivery Method section.

    Note: When viewing the Member's Account tab after billing: The Next Billed column in the Membership Fees and Dues area reflects the name of the monthly batch that this fee/due will be included in or already has been included in. This column will automatically display the next billing month when the current date passes that month. For instance, if the current date is February 2015 and a fee/due is set to be billed in February 2015, the Next Billed column will display February 2015 until March 1, 2015; then it will automatically switch and display February 2016. To see if a particular fee/due has been billed, refer to the transactions displayed in the Transaction History area.

    Recurring inv5.jpg
  16. Make the desired selections.
  17. Click Print Labels.
  18. If any invoices need to be emailed, click Email Invoices in the Delivery Method section.
    Invxx.jpg
  19. Make the desired selections.

Working with Event Sponsors

Adding a Sponsor

You can add sponsors through the database, or sponsors are added automatically when a registrant selects a registration fee that you have designed to automatically add as a sponsor.

NOTE: You must have fees setup for sponsorships prior to adding sponsors.

  1. In the desired event, click the Sponsors tab.
  2. Click Add Sponsor.
    Add Sponsor.JPG
  3. Enter required contact information.
  4. Select the appropriate sponsorship registration fee.
  5. Click Save Changes.
    Event Sponsor.JPG
  6. Complete the registration form and check-out.

Remove a Sponsor

NOTE: While the system provides the functionality to remove a sponsor, best practice is to cancel the registration associated with this sponsor. When you remove a sponsor on the Sponsor tab, this will also delete their event registration.

  1. On the Sponsors tab, click the check box in front of the desired sponsor’s name in the List of Sponsors.
  2. Click Remove Selected Sponsors.

Add Additional Attendees with a Sponsor

  1. On the Sponsors tab, click the desired sponsor’s name in the List of Sponsors. The selected row will be highlighted in yellow.
  2. Click the Edit Registration icon.
    Sponsor Edit Registration.JPG
  3. Click 'Add Attendee and complete the registration form.

Sponsor logos may be uploaded and placement determined. In addition, a logo website link for the sponsor may be activated. A sponsor logo will automatically be displayed for the Sponsor Logo if a logo has been displayed for this sponsor-member before on any other event or if the member has a logo uploaded for their member logo in the Member Information Center. Sponsorship levels may also be created and assigned appropriately to each sponsor. Sponsors may also be assigned a certain sort order.

NOTE:A sponsor logo will automatically be available, if a logo has been previously uploaded for this sponsor-member or if the member has uploaded a logo in the Member Information Center.

  1. On the Sponsors tab, click the desired sponsor’s name in the List of Sponsors area. The selected row will be highlighted in yellow. </div></td>
  2. Click Add Image in the Sponsor Web Display Options area.
    Events-Add a sponsor logo-image89.png
  3. Type the path and filename of the desired graphic file or click Browse to locate the desired graphic.
  4. Click Upload Image.
  5. Click Close Window.
  6. Select logo placement by clicking the Logo Placement arrow. Select from: Right Column, Page Bottom or Do Not Display.
  7. Click Save.

  1. On the Sponsors tab, click the desired sponsor’s name in the List of Sponsors area. The selected row will be highlighted in yellow.
  2. Click Remove Image in the Actionscolumn of the Sponsor Web Display Options area.
    Events-Remove a sponsor logo-image91.png

  1. On the Sponsors tab, click the desired sponsor’s name in the List of Sponsors. The selected row will be highlighted in yellow.
  2. Click Change Image in the Action column in the Sponsor Web Display Options area.
  3. Type the path and filename of the desired graphic file or click Browse to locate the desired graphic.
  4. Click Upload Image</span>. </div></td>
  5. Click Close Window.

Sponsorship Levels

Default sponsorship levels may be created to use on events as desired (so that you only create the levels once and may use multiple times). Also, each event may have a unique set of sponsorship levels defined.

Create default sponsorship levels

Default sponsorship levels will be available to use on each event if desired. For each level, select whether the Sponsorship Level Name should display on the website as a heading for those listed under this sponsorship level.

  1. Login with administrator permissions.
  2. Click Setup in the left-hand menu.</div></td>
  3. Click Event Options and Settings</span>.</div></td>
  4. Click Edit Default Levels in the Sponsors area.
  5. Click Add New Level.
    Events-Create Sponsorship Levels-image93.png
    </span></div>
  6. Type the name of the new sponsorship level in the Name field.
  7. Select the desired Appearance option: “Display Heading” or “Do Not Display”.
  8. Optional: Change the order in which the sponsorship levels will appear on the website.
  9. Click Save Changes.</span>.</div></td>

Create unique sponsorship levels for each event

  1. For the desired event, click the Sponsors tab.
  2. Click Edit Sponsorship Levels in the Sponsor Web Display Options area.
  3. Click Add New Level to create a unique sponsorship level for this event or click Use Defaults to automatically display the default list of sponsorship levels that were created in the Setup module. (See “Create default sponsorship levels” above.).
  4. For the new level, select the desired Appearance options. Select Display Heading if you wish to include the name of the sponsorship level on the event page. Order allows you to define the order in which sponsorship levels will display on your event page.
  5. Continue adding, editing, and removing sponsorship levels until the list is as desired for this particular event. Note: any editing here does not affect the default sponsorship levels list created in the Setup module.
  6. Click Save Changes.

Order/Re-order Sponsorship Levels

When you create your sponsorship levels, you can determine the order in which they will be displayed on your event page.

  1. For the desired event, click the Sponsors tab.
  2. Click Edit Sponsorship Levels in the Sponsor Web Display Options area.
    Sponsorhip Ordering.JPG
  3. Select the order in which you would like the Sponsorship Levels to be displayed on your event page in the Order column. Sponsorship levels in the 1 position will be displayed first.
  4. Click Save Changes

The order in which your sponsor logos are displayed can be defined on the sponsors tab. The Logo Sort Order option defines how sponsors will be displayed within a sponsorship level.

  1. On the event's Sponsor Tab, click the name of the sponsor to which you wish to assign sort order.
    Logo Sort Order.JPG
  2. Select ordering from the Logo Sort Order drop-down list.
  3. Click Save.

One Row.png

NOTE: If the Logo Sort Order is set to 1 for all sponsors, the businesses will be sorted alphabetically.

Output Rosters/Name Tags/Labels for Sponsors

  1. On the Sponsors tab, click the Reports arrow.
  2. Select the desired output:
    • Print Roster
    • Print Nametags
    • Print Mailing Labels
    • Print Listing
    • Download Listing
    • Event Sponsors Report
sponsor output options

Working with the Guest List

NOTE: If you have recently made the move to the updated Guest List, click here Vid.pngfor an overview.

When registration rosters and attendee lists must be tracked, a complete solution for managing participants is provided through the Guest List tab. Participants may be added using member or representative names in the current database, added as new by a chamber employee, or automatically entered by the participant if online registration is enabled.

In addition, invitations may be sent to prospective attendees, resent to those who have not responded, and continually monitored, sorted, and reported on using the registration status column in the Guest List.

Output from the registration list consists of a roster sheet, mailing labels, name tags, and a printed list. Filter options may be applied to any output, filtered by registration status, payment status, or other self-selected filters. For example, emails may be sent, targeting only those registered or those still not registered, or many other combinations using the available filter options. Downloading this same information to a comma separated value (.csv) file is also available.

Sending invitations to attendees is not required in order to maintain a list of participants. However, if invitations will be sent, it is most helpful to send the invitations before creating the participant list.

Send Invitations

Invitations may be created and sent via email using the Guest List Summary area on the Guest List tab. Mailing labels may be specifically generated for this group using the output options for mailing labels.

During the course of time, if invitees have still not responded to your invitations, you may decide to resend your invitation. The database will keep track of who has received an invitation but has not yet registered so that you may easily target those that might need a second or third reminder.

  1. Click Create Invitations.
    Send Invitations.jpg</span></div>
  2. Select the attendees that should receive invitations using one or more selections available under Add Invitees, Add Members, or Add Representatives. Repeat until your invitee list is complete. NOTE: Invitees that already appear on the Guest List will automatically be marked with an asterisk and may be removed by clicking Remove to avoid accidental duplication of these invitees on the participant list.
    Invitee List.jpg
  3. Click Continue
  4. Complete the Send an Email invitation screen.
  5. Click Send Email Now or you can choose to send the email at a future date.

NOTE: You may wish to save this original email as a template for future use (for example if you wish to resend the invitation.)

Resend Invitations to those not yet Registered

  1. On the Guest List tab, click the view/resend link.
    Invitations - resend.jpg
  2. Review the list, and update if needed.
    Add invitations.JPG
  3. Click Continue.
  4. Complete the Send an Email invitation screen.
  5. Click Send Email Now.

NOTE: If you saved the original invite, you will be able to select it from your templates.

Manage Invitee List

From within the Invitations section you can indicate an invitee has declined, register an invitee, and add a comment:

ManageInviteList.png

Register an Invitee

  1. On the Guest List tab, click the Manage List link in the Invitations section.
  2. Click the Register link for the participant you wish to register.
  3. Complete the registration, and check-out.

Decline an Invitee

  1. On the Guest List tab, click the Manage List link in the Invitations section.
  2. Click the Decline link for the participant who is declining.
  3. Click Done.

Comment on Invitee

  1. On the Guest List tab, click the Manage List link in the Invitations section.
  2. Click the Comment link for the participant on whom you wish to comment.
  3. Enter the comment
  4. Click Save
  5. Click Done

NOTE: You can add to, edit, or remove this comment at any time.

InviteeComment.png

Working with the Waiting List

If you have checked Enable waiting list on the General tab, if you have reached the Limit Attendee Count To number, people wishing to register for the event will be notified that the event is full and asked if they would like to be placed on a waiting list.

Event Full.JPG

If the user clicks Yes please, they will be able to enter their name, and the number of guests they wish to bring.

Waiting List.JPG

The Waiting List on the Guest List tab will be updated by the number of guests they entered.

If registrations come available for the event, you can manage the waiting list on the Guest List tab.

  1. Click Manage List adjacent to Waiting List.
    Registrations.JPG
    A list of all individuals on the list will be displayed.
    Manage Wait List.JPG
  2. Click the Register link if you wish to register an individual, or click the Remove link to remove an individual from the list.


Managing the Guest List


The Guest List is created manually by registering guests through the back-office, or through on-line registrations.

Guest List.JPG

The Status column will display one of four options, dependent on actions taken:

    • Registered - This status will be displayed when someone registers on-line, or when a staff member registers for them.
    • Invitation Declined - This status will be displayed when an invitee declines the invitation, or a staff member declines for them.
    • Cancelled - This status will be displayed when a registration is cancelled.
    • Incomplete - This status will be displayed if a registrant exits the registration check-out page, without making payment.

Filtering the Guest List


The Guest List may be filtered in a variety of ways:

  • Status: From the Status drop-down you can filter to:
    • Registered - This status will be displayed when someone registers on-line, or when a staff member registers for them.
    • Invitation Declined - This status will be displayed when an invitee declines the invitation, or a staff member declines for them.
    • Cancelled - This status will be displayed when a registration is cancelled.
    • Incomplete - This status will be displayed if a registrant exits the registration check-out page, without making payment.
  • Paid: From the Paid drop-down you can filter to Paid Only or Unpaid Only registrations.
  • Click the More Options for additional filtering options, and to display custom fields on the guest list.


Add A New Registration

  1. For the desired event, click the Guest List tab.
    Guest List2.JPG
  2. Click Add New Registration in the Registrations section.
  3. Enter required contact information for the registrant.
  4. Select the desired registration fee.
  5. Proceed to checkout.

Move an Event registration to Different Event

Occasionally someone will register for the wrong event and you may want to move their completed registration to the correct event. Follow these steps below to complete this task.

  1. Cancel the registration on the incorrect event. This doesn't affect any invoice or payment it simply cancels that registration on that event.
    • To cancel the registration click the edit registration icon Edit Registration.png on the guest list and change their registration status to cancelled.
  2. Next create a new registration for that person on the correct event using their appropriate fees.
  3. Complete the registration with the payment option invoice selected.
  4. When you return to your guest list click the edit payment icon Payment-Unpaid.png to open up the payment options for this registration.
  5. Change the payment status to paid.
  6. In the Invoice Ref # field enter the invoice # from their original registration.
    • You can edit this field even though it is grayed out.
  7. Click Save & Close
  8. (Optional) Go to that invoice and associate it with the correct event.
    1. Open the invoice (use the invoice number and the find > billing transaction to locate it quickly)
    2. Click Break Event Link to disconnect the invoice from the previous event.
      Break Event Association Link on an Invoice
    3. Click Save to save the change.
    4. Now the Break Event Link button has changed to Associate with Event click this and select the correct event the new registration was created on.
    5. Click Save to save the association before closing the invoice.
    Re-associating the invoice isn't required unless some specific event based reports are being used.

Resend an Event Confirmation Email


You can easily resend an event confirmation to a registrant from the event's guest list.

  1. Select the desired event.
  2. Click the Guest List tab.
    Guest List1.JPG
  3. For the desired registrant, click the Registered link in the Status column.
    Reg Confirm Email.JPG
  4. Click the check-box next to the person to whom you wish to send the confirmation.
  5. Select a sender from the Confirmation Sender: list.
  6. Click Save & Close.

Cancelling an Event Registration


If someone has registered for an event, but chosen the wrong fee item and has already paid or been invoiced, complete these steps to cancel the registration so you can create a new one with the correct fee item.

Note: If the registrant has not paid or been invoiced, simply edit the registration by clicking the Edit Registration icon and change the fee item. See Figure 1 below.
1. Go to Events ➝ Guest List
2. Locate the registration that needs to be cancelled
3. Click on the Edit Registration icon[1]


Cancel001.png
Figure 1: Editing the Registration


4. Change the status to Cancelled
5. Click Save & Close


Cancel009.png
Figure 2: Cancelling the Registration


Writeoff, Refund, or Credit the Registrant (If Needed)
Note: If there is a Reference number located on the Guest List, a transaction has been created.
Scenario 1: An invoice has been created and paid

Option 1: Issue a Credit on the Member’s account to be used later

1. Go to Members ➝ Account ➝ Transaction History ➝ New Credit. (See Figure 3 below)


Cancel 10.png
Figure 3: Issuing a credit


Option 2: Refund the money to the registrant

Note: If Sales Receipts were created the refund process will require a negative sales receipt to be manually created through the Members ➝Account➝ Transaction History➝ New Sales Receipt location.


1. Go to EventsGuest List
2. Click on the invoice Reference number (See Figure 4 below)


Cancel 12.png
Figure 4: The invoice Reference number


3. In the Balance Summary area click the PAYMENT Ref # (See Figure 5 below)


Cancel 100.png
Figure 5: The PAYMENT Ref #


4. Click Refund Payment


Cancel 11.png
Figure 6: The Refund Payment button


5. Click Save. See ‘Refund’ for information on handling refunds


Cancel 14.png
Figure 7: The Save button


Scenario 2: An invoice has been created but is unpaid

Writeoff the invoice

In this scenario, best practice is to write off the invoice.

  1. Go to Events ➝ Guest List
  2. Click on the invoice reference number for which you wish to create a write-off.
  3. Follow the steps for Process a Write Off to complete the write-off.

Send an email to multiple guests

You can easily send emails to the guests of an event from the Guest List tab:

  1. Select your Event
  2. Click the Guest List tab.
  3. Click the envelope icon, located in the Guest List section.
  4. Select the desired filtering options:
    • Include all attendees
    • Include only attendees displayed in the Guest List as it is currently filtered.
    • Registration Status.
    • Payment Status.
    • Include currently selected attendees only.
    • Include only Primary Contact from event registration.
  5. Click Continue. The Send an Email screen will be displayed to complete sending your email to multiple guests.

Send Event Reminders

Note: Only those with Plus edition or greater and SEO modules will have this feature.

An automatically generated reminder email can be sent to all registrants on an event's Guest List with a status of "Registered".

1. Click Events in the left-hand menu.

2. Select the desired event.

3. Click the General tab.

4. Click to select the “Send automatic reminder to all registrants” checkbox.

5. Complete the Date and Time fields to indicate when the reminder should be sent.

6. Click Save.

Note: Preview the automatic reminder by clicking the reminder link. The email “look and feel” may be modified with your own custom template if desired.


Events-Send Event Reminders-image139.png

Reports and Labels

Within the Events module, reports, labels, and downloads are available at the bottom of a number of the lists which may give the desired options right there. These options were explained in the previous sections.
Additional reports are available in the Reports module of the software.
The flexibility of downloading data also provides opportunity to bring your Guest List into other programs where labels, nametags, or other desired output may be generated.

Reports

  1. Click Reports in the left-hand menu.
  2. Click Events from the list of links.
  3. Select the desired report from the list.
  4. Complete the selections as desired and click Print Report.


Event-report.png

Generate and Email a List of Events

A report is available that will list selected details of your desired event(s). After generating this report, you may choose to email that to desired recipients.

Generate List of Events

1.
Click Reports in the left-hand navigation bar
2.
Click Events in the Reports Categories area.
3.
Click Event Summary Listing.
4.
Complete the desired Filter Options and click View/Print List.
Events-Generate list of events-image143.png
Figure 6-3 Filter options for Event Information Summary report
5.
When the desired events display on the screen, press Ctrl-A (to select all) and then press Ctrl-C (to copy all).
You may also click Select All from the Edit menu in place of pressing Ctrl-A. Also, you may click Copy from the Edit menu instead of pressing Ctrl-C.
6.
Click Close close to close the event listing window.
7.
After completing the above steps, proceed immediately to the next section.

Email the Event Listing

1.
Click Communication in the left-hand navigation bar.
2.
Click New Email to Multiple Members.
3.
Select the desired addressees (by membership status for all active members) and distribution method (Email only).
4.
Click Continue.
5.
Complete the From: and Subject: fields.
6.
Click in the Body text area. Type any desired opening information.
7.
Click the Paste paste button.
8.
Click Allow Access (if necessary).
9.
The events listing from the steps performed above will display in the email.
10.
Complete the email and click Send Email.

Download Name Tag Data

Name tags may be created that will list a participant's name and business name. If you desire additional participant information or to include a graphic on the name tab, you may wish to download the name tag data and import into Microsoft Word where you can customize the name tag as desired.

  1. Click Events in the left-hand navigation bar.
  2. Select the desired event from the Events drop-down list.
  3. Click the Guest List tab.
  4. In the Guest List section click on the Reports button.
    Cnt1.png
  5. In the Report Items window select Style 3.
    Cnt2.png
  6. Complete the Guest List Report Filters
    Cnt3.png
  7. On the Name Tags options screen click the Download Name Tag Data

Cnt4.png

The nametag data will be downloaded to an excel spreadsheet for your future use.

Cancel an Event


It is unfortunate, but at times, you may find it necessary to cancel an event. Here are four best practices for cancelling your event:

  1. Update the Event Title/Description: You may simply wish to add "Cancelled" after the name of the event. It is also a good idea to add some further information in the description. Perhaps you are planning simply to postpone and want to let the public know this. The title and description can be updated on the event's General tab.
    Cancelled.JPG
  2. Turn off on-line registration: To ensure that no additional registrations are received for the event, disable Allow members to register online for this event and Allow non-members to register online for this event in the Registration & Billing Preferences section of the Fees tab. Be sure to Save Preferences.
    Reg Prefs.JPG
  3. Notify Registrants: Email your registrants as soon as you can, and if possible, give everyone a call. Some folks aren’t always checking their inbox, so be sure to communicate this critical information using all avenues possible (you may also want to consider using social media). Your email should be upbeat, and include details about refunds, future event date, etc. You can easily email all registrants from the Guest List tab. See Send an Email to multiple guests.
    Email Cancel.JPG
  4. Turn Off Event Reminder: If you have setup a reminder to automatically be sent to registrants, best practice is to turn off the reminder. The reminder may be turned off on the event's General tab. NOTE: If you have edited the title and the description of the event, these changes would be included in the reminder if you have forgotten to turn off the reminder.
    Reminder5.jpg


Delete an Event


If an event has been created by mistake, you may delete the event. NOTE: All history of participants, sponsors, and fees will also be deleted and no longer available in reports. Use this option with caution. If you delete an event in error, and wish GrowthZone to restore the event, fees will be applied.

On the event's General tab, click Delete Event

delete event

Note: The Delete Event selection is only available to those with Administrator Level permissions.

Working with Events Projects/Tasks

If you are using the Pro Edition, you can easily create a project, or add tasks to your events.

Create a Project for an Event

  1. On the desired event, click the Tasks tab.
  2. Click the New Project button.
  3. See Create a New Project for final instructions on creating the new project.

Add Tasks to an Event

If you are using the Pro Edition of ChamberMaster/MemberZone you can add tasks to an event to make it easy for you to track progress.

  1. On the desired event, click theTasks tab.
  2. Click the New Task button.
  3. See Adding a Task for final instructions on creating the task.

Syncing Events with your calendar

Event calendar feeds automatically synchronize your calendar with your events listed in your software. Many different applications support iCalendar, including Microsoft Outlook 2007 and later (Exchange), Lotus Notes 8.5 and later, Apple Calendar iPhone and iPad), and Google Calendar (Android and Gmail).

Syncing with your calendar (basic instructions)

  1. Click Events in the left-hand menu.</div></td>
  2. Click the Calendar tab.
    CP Sync Events.JPG
  3. Click Sync with your own calendar hyper-link.
  4. Click the desired link and follow the prompts to synchronize with the default calendar on your system (if available).
    CP event calendar subscription feeds.JPG

To synchronize with a different calendar, copy and paste the desired URL into your calendar software in the location where feeds are accepted, often identified with “Subscribe”, “Add Calendar”, etc.

Your third party calendar will automatically update every hour with any changes made to your events. The populated date range: today - 365 days from now.

Sync Events with Outlook

Outlook 2007 or greater will accept iCalendar feeds. Watch this video: How to Sync with Outlook Vid.png
To sync your events with Outlook
1.
Click Events in the left-hand menu.
2.
Click the Calendar tab and click “Synch with your own calendar.”
Events-Sync Events with Outlook-image41.png
3.
Locate the desired event feed.
Events-Sync Events with Outlook-image40.png
4.
Highlight the URL and copy it. (Right click on the highlighted URL and click Copy)
5.
Open your Outlook software.
6.
Click File, Date File Management.
7.
Click the Internet Calendars tab.
Events-Sync Events with Outlook-image42.png
8.
Click New...
9.
Paste the URL. (Right click and click Paste.)
10.
Click Add.
11.
Click OK on the Subscription Options window.
Events-Sync Events with Outlook-image43.png

Synch your events with Google Calendar

Watch this video showing [to synch with Google Calendar] moviecamera
To sync your events with Google Calendar
1.
Click Events in the left-hand menu.
2.
Click the Calendar tab and click “Synch with your own calendar.”
Events-Synch your events with Google Calendar-image41.png
3.
Locate the desired event feed.
Events-Synch your events with Google Calendar-image40.png
4.
Highlight the URL and copy it. (Right click on the highlighted URL and click Copy)
5.
Open a browser window and login to your Google Calendar.
6.
Click the arrow next to Other calendars.
Events-Synch your events with Google Calendar-image44.png
7.
Select Add by URL.
8.
Paste the URL into the URL field and click Add Calendar.
Events-Synch your events with Google Calendar-image45.png
To remove the calendar from Google
1.
When logged into your Google Calendar, click the arrow next to Other calendars.
Events-Synch your events with Google Calendar-image46.png
2.
Select Settings.
3.
At the bottom of the screen in the Other Calendars area, click Unsubscribe to the right of the calendar that you wish to remove. (Public Events in the example below.)
Events-Synch your events with Google Calendar-image47.png
4.
Click Unsubscribe.

Synch your events with Apple iCalendar

To sync your events with Apple iCalendar
1.
Click Events in the left-hand menu.
2.
Click the Calendar tab and click “Synch with your own calendar.”
Events-Synch your events with Apple iCalendar-image41.png
3.
Locate the desired event feed.
Events-Synch your events with Apple iCalendar-image40.png
4.
Highlight the URL and copy it.
5.
Open your iCal software.
6.
Select the Calendar menu and click Subscribe.
Events-Synch your events with Apple iCalendar-image48.png
7.
Paste the copied URL into the Calendar URL field.
Events-Synch your events with Apple iCalendar-image49.png
8.
Click Subscribe.
9.
After the feed is loaded, you have the option of changing some of the settings if you wish.
10.
Click OK.
 
To remove the calendar entirely
1.
From the Calendars menu, right click (control) the calendar under the Subscriptions section.
2.
Click Delete.
To retain the calendar but stop it updating any further
3.
From the Calendars menu, right click (control) the calendar under the Subscriptions section.
4.
Click Get Info and set Auto-Refresh to None.
 
Events-Synch your events with Apple iCalendar-image50.png

Synch your events with your iPad or iPhone

 
To sync your events with your iPad or iPhone calendar
1.
Click Events in the left-hand menu.
2.
Click the Calendar tab and click “Synch with your own calendar.”
3.
Locate the desired event feed.
Events-Synch your events with your iPad or iPhone-image40.png
4.
Highlight the URL and copy it. (Right click on the highlighted URL and click Copy)
5.
Send yourself an email with URL pasted into it.
6.
On your iPad or iPhone open that email.
7.
Click the URL.
Note: you could copy and paste the URL and add it manually under Settings->Mail, Contacts, and Calendars->Add Account->Other->Add Subscribed Calendar. But clicking the link in an email streamlines the task.
Events-Synch your events with your iPad or iPhone-image51.png
8.
Click Subscribe.
9.
The feed will load and provide a message.
Events-Synch your events with your iPad or iPhone-image52.png
10.
Click Done.
11.
The calendar will appear in your iPad calendar.
Events-Synch your events with your iPad or iPhone-image53.png
 
 
To remove the feed from your iPad or iPhone
1.
Select Settings.
2.
Select Mail, Contacts, Calendars.
Events-Synch your events with your iPad or iPhone-image54.png
3.
Select Subscribed Calendars.
4.
Select your subscribed calendar to be removed. (Public Events in example below.)
Events-Synch your events with your iPad or iPhone-image55.png
5.
Select Delete Account.
Events-Synch your events with your iPad or iPhone-image56.png
 

FAQs

Common Tasks

Create Event Fees with CQI (Legacy)

Note: CQI is a legacy product.

The procedure that you use to create the event fee depends on whether you have the event fee already created in QuickBooks.
For questions related to QuickBooks integration see the QuickBooks section of online help or call GrowthZone support at 1-800-825-9171.
To create an event fee (does not yet exist in QuickBooks)
7.
Click QuickBooks in the left-hand navigation bar.
8.
Click the Event Fees tab.
9.
Click Add Fee Items.
10.
Click Define a New Fee Item.
11.
Complete the Fee Item Information screen.
Add fee item
Figure 3-1 Adding a new fee item
12.
Click Update ChamberMaster.
13.
If the fee does not exist in QuickBooks yet, click Add Fee Item to QuickBooks Now.
14.
Click Close Window.
To create an event fee (already exists in QuickBooks)
1.
Click QuickBooks in the left-hand navigation bar.
2.
Click the Event Fees tab.
3.
Click Add Fee Items.
The Event Fee Display Name is limited to 50 characters. The Event Fee Description is limited to 100 characters.
4.
From the list of QuickBooks items and services click the check box in front of the QuickBooks Fee Item that you desire to add to ChamberMaster / GrowthZone.
5.
Click Save & Exit.
To match an existing ChamberMaster event fee with an existing QuickBooks item/service
Once matched, you may view a side-by-side comparison of these fees in order to verify or modify description and pricing by clicking the Fee Item Name.
1.
Click QuickBooks in the left-hand navigation bar.
2.
Click the Event Fees tab.
3.
Click Find a Match in the row of the desired fee to be matched.
4.
From the list of QuickBooks items and services click to select the desired item and service that matches your fee and due.
5.
Click Continue.
To remove an event fee with QuickBooks integration
Removing an event fee also removes any association with an event and makes it unavailable in event reports as well. Make sure that you no longer need access to this event fee before removing it.
1.
Click QuickBooks in the left-hand navigation bar.
2.
Click the Event Fees tab.
3.
Click to select the check box at the end of the desired item to be deleted.
4.
Click Remove Selected Fees.
5.
Click OK.


Help Documentation

Browse Events Help
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