Event Management with RiSE Wednesday, October 14th , 1:30 pm – 2:55 pm

Agenda • iMIS20 RiSE Events Overview • Advanced Accounting Console Set Up (a.k.a. “Backoffice”) • Staff Site Set Up (a.k.a. RiSE) • Quick Start Site Set Up • Q&A

iMIS RiSE Events Overview • iMIS 20.2 (exact version 20.2.9.640 20.2.24.2819) • RiSE Event Registration features • Demonstration – “Annual Conference” Quick Start Site

RiSE Events (Staff Site) • Dashboard enhancements

RiSE Events (Staff Site) Components Of A Specific Event in 20.1/20.2

• Showcase tab

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The showcase allows staff users to edit an event, register people, and add program items for an event. Note: Off-the-Shelf, member registration pages display only the Showcase content page

NEW FEATURE in i20.2 Q4 Ability to have separate Showcase Views for Staff vs. Public Site

RiSE Events (Staff Site) Components Of A Specific Event in 20.1/20.2

• Dashboard tab (This is the landing page for the Events tab. It provides a quick view of important, up-to-date registration figures for a specific event. The dashboard information is configurable.)

RiSE Events (Staff Site) Dashboard tab - continued

RiSE Events (Staff Site) Components Of A Specific Event in 20.1/20.2

• Registrants tab (The Registrants tab presents a listing of all the registrants for a selected event.)

RiSE Events (Staff Site) Components Of A Specific Event in 20.1/20.2

• Questions tab (The Questions tab displays answers to the questions that were posed to registrants when they registered for an event.)

RiSE Events Reporting on the Event Questions & Answers

• NEW in iMIS20.2 Q4 Staff users can create an IQA report based on responses to event questions by using these business objects: • FormDefinitionData • FormResponseData

RiSE Events Reporting on the Event Questions & Answers

• Before iMIS20.2 Q4 http://www.informz.net/admin31/content/templa te.asp?sid=11522&ptid=696&brandid=364&uid =332272468&mi=1876345&ps=11522 • Tables: FormDefinitionField, FormResponse, FormResponseField • The link above provides a link to a downloadable zip file that contains a custom view, custom business object, and custom query

RiSE Events Components & Features in 20.1/20.2 (continued)

• Planning & Management – Easily associate specific program items with particular registration options. – Questions at registration option level or program item level. – Conflict Codes – Set Maximum registration counts per program item – Ability to set “register others & guests” by event – Content management

RiSE Events Components & Features in 20.1/20.2 (continued)

Member Self-Service: • Access event details including locations, agendas, speakers, registration lists, and more • Register themselves and/or someone else – Select existing contact and/or ADD a new contact to register

• Edit program items (after check out) • Edit Badge information

RiSE Quick Start Site “Annual Conference” • •

RiSE >> Site Builder >> Manage Websites Expand the “Quick Start Sites” folder

“Turning On” & “Accessing” Your Quick Start Site

Access the Site from this URL

Expand the top section

Quick Start Site, “Annual Conference”

Responsive Site • Anytime, Anywhere, Any Device! • Controls change for the device • Links/buttons fall into a single column for device use

Demonstration: Conference Site & Registration OnLine

Now what? • The Good News: Your database will have the same “Annual Conference” Quick Start site! • BUT… how do you clone past meetings and set up the Quick Start site for YOUR meetings and conferences? • Decide: Do you want a full site or just the event registration within your members site? • In this session – we will do a full site

Streamlining Event Set Up (General Guidelines)

• Advanced Accounting Console (Back Office) tasks first! • Staff site (Edit Set Up) • Copy Quick Start Site (if applicable)

Streamlining Event Set Up (Part 1 – Advanced Accounting Console Tasks)

Start in the Advanced Accounting Console (back office) first! 1. 2.

3.

CLONE the event Review/Update the settings in More >> Web Options Review/Update each Function Setup

Streamlining Event Set Up (Part 1 – Advanced Accounting Console Tasks, continued) – Review all fields related to each function but specifically you must review/update the following: • If applicable, Conflict Codes • Is an Event option (Distinguishes Registration Options from Program items!) • Create Detail Activity • Show this function on the web • Guest Function is not applicable in the current version of i20.1.1.13/i20.1.1.4 • If applicable: Update fees by reg class and confirm/update all GL accounts. Reg class pricing set up is not available on the web Staff Site. (Note: Staff Site pricing options are member/non-member only linked to the M and NM reg class codes)

Streamlining Event Set Up (Part 1 – Advanced Accounting Console Tasks, continued: Function Setup)

Demonstration Cloning the Event & Editing Functions

Streamlining Event Set Up (Part 2 – Staff Site Tasks) Events >> Find Events

Streamlining Event Set Up (Part 2 – Staff Site Tasks, continued) • Navigate to the “Showcase” tab, click Edit

Streamlining Event Set Up (Part 2 – Staff Site Tasks, continued) • Not in Advanced Accounting Console

Streamlining Event Set Up (Part 2 – Staff Site Tasks, continued) • Data points not in Advanced Accounting Console

Streamlining Event Set Up (Part 2 – Staff Site Tasks, continued) • NEW in iMIS20.2 Q4 – Ability to Add or Edit the Event Address fields •

Available in both the Advanced Accounting Console AND Staff (RiSE) Sites

– Ability to Add/Edit/Remove the Event Contact by selecting a person in the iMIS database •

Available in both the Advanced Accounting Console AND Staff (RiSE) Sites

Streamlining Event Set Up (Part 2 – Staff Site Tasks, continued)

New in iMIS20.2 Q4 • Configure events to display separate showcase views for public and Staff users. – Default = Public – Owner = Staff

Streamlining Event Set Up (Part 2 – Staff Site Tasks, continued) • •

•

Early/Regular dates from AAC setup Registration Options are Functions with “Is an Event Option” checked All other ‘AAC’ functions will not be displayed here, they will be under “program items” and available to edit in that section of the Showcase content page.

Streamlining Event Set Up (Part 2 – Staff Site Tasks, continued) • Click to select the Registration Item • Opens to the “Info” tab • Most “General Information” can be setup in AAC • Ability to add an Image & Additional information (in HTML)

Streamlining Event Set Up (Part 2 – Staff Site: Registration Option, Pricing)

• Member/NonMember pricing only (on staff site setup) – Additional pricing by registrant class (assigned by a stored procedure) can be achieved using AAC set up – Note “Default” = NonMember (NM reg class) – Members = Member (M reg class)

Streamlining Event Set Up (Part 2 – Staff Site: Registration Option, Pricing)

NEW! In i20.2 Q4 • Available to guests – This Event “Registration Option” will only be available when registering a ‘Guest’ – *If there is only one Registration Option that is marked as “Available to guests”, the Guest registrant will automatically be registered for it.

• Also available to primary registrants – This event “Registration Option” is available to both guests and regular registrants. Note – Linking Program Items to the guest registration option limits the program items a guest registrant will be able to select.

Streamlining Event Set Up (Part 2 – Staff Site: Registration Option, Accounting)

• Available on AAC & Staff Site (but not at reg class level on Staff site)

Streamlining Event Set Up (Part 2 – Staff Site: Registration Option, Questions)

• Questions do not “Clone” • Event Level (available for all registrants) • Conditional based on registration option or program item selected

Streamlining Event Set Up (Part 2 – Staff Site: Registration Option, Questions) • Required questions will prompt for answers in cart before checkout • Hidden (use in lieu of ‘delete’) • Types: Yes/No, Numeric Integer, Numeric decimal, Single Line Text, Multi-Line Text, Drop Down List • Drop Down List flexibility: Explicit value or query

Streamlining Event Set Up (Part 2 – Staff Site: Registration Option, Program Options)

• Ability to “link” program items to each registration option allowing for conditional display of items – Default Registration – Display & add/remove ability – Do NOT display – Display & do not allow edit (with default registration makes this program item ‘required’)

Streamlining Event Set Up (Part 2 – Staff Site: Registration Option, Program Options)

Streamlining Event Set Up (Part 2 – Staff Site: Program Items)

• After saving all edits at the “Registration Options” level, and returning to the ‘showcase’ tab, scrolling down into the program items allow you to ADD or EDIT • To Edit, click on the title link for each program item • Click EDIT link after displaying details for that program item • Same tabs to review/edit as Registration Options (Info, Pricing, Accounting, Questions, Registration Options)

Streamlining Event Set Up (Part 2 – Staff Site: Program Items)

Demonstration

Creating a Separate Event Site Overview Using RiSE we will create a copy of the “Annual Conference” Quick Start Site and ‘point’ it to our new Annual Conference event code and review how to hide some navigation and edit content

Creating a Separate Event Site • RiSE >> Site Builder >> Manage Websites • Under Quick Start Sites, Highlight the “Annual Conference” Site • Go to [Organize] and select “Copy”

Creating a Separate Event Site • Highlight the folder where you would like your site created and click [Organize], “Paste” • Type in a Name for your site • Click [OK]

Creating a Separate Event Site Publish Your New Site

Publish the Content Folder (created for your new site) • RiSE >> Page Builder >> Manage Content • Highlight your folder, “Annual Conference YYYY” and click [Publish]

Edit the Registration content page • Highlight Registration & click [Edit]

Editing the Registration content page (continued) • Click to ‘configure’ the Event Display iPart (a.k.a. “Content Item”)

Editing the Registration content page (continued) • Edit the Event key (enter your event code here) • Click [OK] • When returned to the content page, scroll down to get to the “Event Program Display iPart”

Editing the Registration content page (continued) • Click to ‘configure’ the Event Program Display iPart

Editing the Registration content page (continued)

• Edit the Event key (enter your event code here) • Click [OK] • When returned to the content page, scroll down and click [Save & Publish]

Point your new site registration to your new meeting • RiSE >> Site Builder >> Manage SiteMaps – Highlight “Registration” navigation link – In URL Parameters, change the eventkey to equal your event code (ANNCONF15)

Let’s check it out… • To get to your new site, you can – go to RiSE >> Manage Websites – Highlight your site, and expand the top section – Click on the URL

Check EVERY Nav Link • Home Page Buttons/Links!

Turn On Easy Edit! And Edit the Pages

Editing the Content HTML iPart Highlight the link in the HTML and click the icon to insert content links:

Current link goes to the iSamples Registration content page! Edit to point to our NEW registration page in our copied site!

More RiSE Work! • Headers/Pictures etc can be changed in the RiSE site • Navigation items not relevant to this event can be hidden • Working in Easy Edit may be easiest • Check and edit where needed ALL navigation items and page links to other content pages • Another example: Explore the schedule, “Registration” link to sample registration content page needs to be edited

Another Example (continued)

Use Easy Edit! Edit all content and all links to your specific registration page

Review Your Site! Complete your RiSE work & review your site before opening your registration and providing links

Q&A Thank you for attending “Event Management with RiSE” Melissa Mack, Intuitive Business Concepts, LLC [email protected] www.ibconcept.com