Event Management Page

 

Use to setup an event.  The Event Management page is divided into several input sections:

 

Page Settings section:

 

 

• Use - select one of the following:

o     Page Type Default Settings – use to select the default Page Settings Collection for this feature.  The Default Settings for each feature are set from Page Type Manager which is listed on the Utilities Menu.  When PortalProdigy is first installed, each feature is set to inherit the Site Settings Collection.

o     Other – use to select a specific Page Settings Collection from the list box.

• Add New button  use to create a new Page Settings Collection.
• Page Manager button  use to open Page Manager to view and edit the selected Page Settings Collection.

Relationship to Other Events section:

Provides option to relate the even to other events.  This is useful when the same event is offered on multiple dates and times.  Events that are held on multiple dates and times can be cloned to eliminate duplicate data entry.  When an event is cloned from a parent event, individual settings may be overridden for each cloned event.  Changes to the parent event are inherited by all child events.

 

 

• Relationship – select one of the following options:
• Independent – this is the default selection.  Use when this is a one time event.
• Parent – select when this event will be used as the master event.  A “Parent” event can be cloned to create “Child” events.
• Child – select when this event is a clone of a parent event.  The Clone event feature will automatically select this value for the cloned event.
• Parent Event ID – this value is automatically set when the event is a clone.  When the event is a “Child” event you may manually select a different parent event.
• View List of Related Events button  - click this button to displays a list of all related events as shown below:

 

Event Details

 

 

• Event Name – The Administrator enters the name of the event in this field. It will be displayed to visitors viewing the Events List on the public portion of the website.

 

• ID – this is automatically assigned by PortalProdigy.

 

• Date & Time – The Administrator enters the starting date and time of the event in this field. It will be displayed to visitors viewing the Events List on the public portion of the website. It will also be used by the system to determine the event’s placement on the event calendar.

 

• Schedule button  - click to open the Event Schedule page.  Use the Events Schedule to enter a detailed listing of the Event’s schedule of dates and times. 

 

• Description – The Administrator enters the descriptive details of the event in this field. It will be displayed to visitors viewing the Events Details after they click on the corresponding Event Title in the Event List on the public portion of the website.

 

• Enable Registration – set to Yes to allow online registration.  Set to No to disallow online registration.

 

• Registration Note – The Administrator enters notes regarding registration for the event in this field. It will be displayed next to the registration link to visitors viewing the Events Details.

 

• Instructor – when applicable, use to specify a person’s name.  List box is populated with all contacts that have Contact Type set to Instructor. 

 

• Instructor Schedule Validation button  – click to open the Schedule Conflict checker page.  PortalProdigy will check the instructor’s event schedule and display any overlapping dates and times as shown in the example below:

 

 

• Sponsor Name: - The Administrator enters the name(s) of any event sponsors for the event in this field. It will be displayed to visitors viewing the Events Details.

 

§         Brochure - use to attach a Brochure to the Event.  Brochures are a great tool for providing a multimedia presentation of the product to the Customer.  Customers view the Brochure using a button in the Event Detail page.  PORTALPRODIGY stores Brochures as documents in the Document Resource Library, which allows the Brochure to be linked to other Events and pages within your PORTALPRODIGY Website.  The following options are used to attach, edit and remove brochures from the Item:

o        - used to view the Brochure.  The Brochure will open in a new browser window.

o         -  used to upload a Brochure to the PORTALPRODIGY Document Resource Library and automatically attach it to the Item.  If a Brochure has already been uploaded it will update the file.

o        - used to checkout the Brochure for editing.

o         -  used to create or edit an existing Brochure using the PORTALPRODIGY Document Editor.

o          -  used to attach a Brochure that already exists in the Document Resource Library.  Either enter a Document ID into the text box or click on the lookup icon to use the Search For Documents feature to locate and select an existing Brochure.

 

Event Location Details

 

This section is used to enter values for custom fields.  Custom fields are defined from Events Features Management page.  Custom fields allow you to create additional database fields that visitors can search on to locate events and that can be viewed by visitors.  A Custom field may also be set to be hidden from Visitors such that only Administrators can view the field.

 

 

• Custom Field – use to select one of the listed fields. 
• Value – enter a value for the selected field then click the right arrow  to add to the Selected Field/Value column. 
• Selected Field/Value – shows the selected field/value combinations.  The display order of these fields can be changed by selecting a field in this control and clicking either the up  or down arrow   to move the field up or down.  To remove a field selection, select a field then click the left arrow  to remove it.

 

Event Location Details

 

 

• Location – The Administrator enters the name of the event location for the event in this field (For example, Hilton Hotel at Paramus). It will be displayed to visitors viewing the Events Details.

 

• Room – The Administrator enters the name or number of the room where the event will take place.

 

• Address 1 – The Administrator enters the street address of the event location for the event in this field. It will be displayed to visitors viewing the Events Details.

 

• Address 2 – The Administrator enters the street address of the event location for the event in this field. It will be displayed to visitors viewing the Events Details.

 

• Country, City, State/Province, Zip/Postal Code – The Administrator enters the country, city, state and postal code of the event location for the event in this field. It will be displayed to visitors viewing the Events Details.

 

Make Checks Payable To section:

 

 

• Name – The Administrator enters the name (payee) that payment checks should be written to. It will be displayed to visitors viewing the Events Details.

 

• Address 1 – The Administrator enters the street address of the payee address for the event in this field. It will be displayed to visitors viewing the Events Details.

 

• Address 2 – The Administrator enters the street address of the payee address for the event in this field. It will be displayed to visitors viewing the Events Details.

 

• Country, City, State/Province, Zip/Postal Code – The Administrator enters the country, city, state and postal code of the payee address for the event in this field. It will be displayed to visitors viewing the Events Details.

 

Accepted Payment Methods section:

 

 

• Pay Online Radio Button – By selecting Yes or No, the Administrator indicates whether visitor registrants can pay online using their credit card.

 

• Pay By Mail Radio Button – By selecting Yes or No, the Administrator indicates whether visitor registrants can pay online using their credit card.

 

• Pay At Event Radio Button – By selecting Yes or No, the Administrator indicates whether visitor registrants can pay at the event.

 

• Pay On Account Radio Button –  FUTURE IMPLEMENTATION

 

Who to Contact For More Information section:

• Name – If there is a personal contact available to visitors who need additional information, the Administrator enters his/her name here.

 

• Phone & Extension - If there is a personal contact available to visitors who need additional information, the Administrator enters his/her phone number here.

 

• Email – If there is a personal contact available to visitors who need additional information, the Administrator enters his/her email address here.

 

Other Options section:

 

 

• Allowable # of Days Prior to Event Date to Cancel or Change to Registration Field – Many organizations allow cancellations up to a specific number of days before an event is scheduled to occur. If  the Allow Customer to Edit Submitted Orders radio button is selected as Yes on the Event Features Management page, the Administrator may wish to set a number into this field in order to prevent last minute cancellations and updates for the specific event.

 

• SignUp Form – use to select a Quick Registration form that event registrants will be taken to when they click the Signup As New User option.

 

• Event Limit Field – The Administrator enters the limit of attendees into this field. If total registrants exceeds this limit, new registrants will not be able to signup. Instead they will receive a message indicating the event is sold out

 

• Require Entry of Registrant Names Field – When selected as Yes, the system displays fields to enter attendee names.

 

• Send Response Notification Email To Field – If an email address is included in this field and a Broadcast Template and Recipients list was created using the Broadcast Feature and then selected in the Response Notification Template field of the Events Features Management page then the email address entered here will receive a notice each time a new registration is entered.

 

• Reporting Class Field – This field is used as a filter for reports based on reporting classes usually set up by committee or chair responsibility (For example, events, communications, membership, etc.). Provided Reporting Classes were entered in the Reporting Classes Management page, a selection list will be available here.

 

Registration Types & Fees section:

 

 

The description fields of the Registration Types and Fees Detail are filled by default for the convenience of System Administrators. The defaults can be changed from the Items Management page which is reached by clicking in the Item Update Icon Link  - Logic is used to determine whether certain items should be displayed to a logged in visitor. For example, a logged in visitor who had membership type status would see the Member Registration Type, the Guest Registration Type and the Member’s Employee Registration Type, if they were active, but would not see the Non-Member selection because it would not apply. Logic for each Registration Type can be changed by the Administrator on the Items Management page. Items can be added by clicking on the  below the checkboxes.

 

• Include Checkbox – The Administrator can check and uncheck the boxes by clicking on them. A checked box indicates active status, in which case a visitor will be able to signup for the checked item when registering for an event.

 

• Description Field – The Description Field displays a purchasable item at registration signup and can be updated to display registration types to visitors when they register for an event on the public portion of the website.

 

• Cost Field – This field is for FUTURE IMPLEMENTATION.

 

• Price Field – The Administrator enters the price of an event type in the Price Field.
• Item Update Icon Link  -

 

Record Details

• Created By Field – Indicates who entered the record

 

• Modified By Field - Indicates who last modified the record.

 

• Active Field – The Active Field can be set to Yes or No. When set to No, the event will no longer be displayed on the visitor (public) portion of the website. It also will be excluded from search results on administrative pages unless the Include deactivated records in search results box is checked.  It does not delete the record but tags the record so it will be filtered from display.

 

• Expires Date Field – The Expires Date Field provide for the input of a date, after which the event will no longer be displayed on the visitor (public) portion of the website. It does not delete the record but tags the record so it will be filtered from display.

 

• Chapter ID Field – Indicates the chapter of the user who entered the event record. This field is applicable on multi-chapter versions of PORTALPRODIGY.

 

• Topic Field – The Topics Field contains a selection list based on entries made on the Events Topics Management pages. Topics determines which events are grouped together in the Events List on the public portion of the website.

 

• Level Field – The Level Field is applicable to multi-chapter synchronous installations of PORTALPRODIGY where levels, such as National, Regional, State and Local are4 used to filter the display of records.

 

• Private Fields – The Private Field can be set to Yes or No. Selecting No indicates that the event record may be displayed to all visitors. Selecting YES indicates that only visitors with appropriate privileges may view the event record and causes the Security Groups selection box to be displayed at the bottom of the Events Management page. Clicking to check the corresponding check box(es) permits specified group members to view the discussion record on the public portion of the website.

Links

• View Event Orders Link-

Clicking on the View Event Orders link accesses the Event Registrant page which reports each individual registration order including the number of attendees by Registration Type.

 

• View Event Registrants

Clicking on the View Event Registrants link accesses the View Registrants page which lists all attendees registered for an event.

 

Options Buttons:

 

 

	Clicking on the Process Fulfillment button automatically fulfills all the event orders processing the purchase data to the general ledger and closing the ability to update the order and purchase record. If the Post Orders Radio button is selected on the Events Features Management setup page, orders will not post until the button is clicked.
	Saves the data entered into the Event Record fields
	Creates a new Event record  by copying the open Event record.
	Deletes the Event Record.
	Prints the website page to the user’s local printer.
	Accesses the Report Menu
	Causes a notice to be broadcast based on the Broadcast Template and Recipients list created using the Broadcast Feature and then selected in the Auto Broadcast field of the Events Features Management page
	Closes the page without saving or updating values.
	Closes the page and prompts the visitor to save the data.