| guide | event attendee management system · by default, the organizer is the event contact. the...

| Guide |

Event Attendee Management System

Event Attendee Management System

(EAMS)

Organizer Guide

EAMS – Organizer Guide

Page 1 of 27

Contents

Accessing the Event Page | ................................................................................................................................................. 2

Create a New Event | ............................................................................................................................................................. 3

Event information | .................................................................................................................................................................. 4 Event contact | ......................................................................................................................................................................... 6 Event panel | ........................................................................................................................................................................... 8 Email messages | .................................................................................................................................................................. 18 Dynamic Fields | .................................................................................................................................................................... 19 Email Messages Attachment | ............................................................................................................................................... 20 Event invitation | .................................................................................................................................................................... 20

Manage your Event | ........................................................................................................................................................... 23

Edit / Preview / See Registrant / Add Registrant Get URL | ................................................................................................. 23 Publish an Event | ................................................................................................................................................................. 24 Additional Event Options | ..................................................................................................................................................... 24 Manage Report | .................................................................................................................................................................... 25 Communications examples | ................................................................................................................................................. 26

Support ................................................................................................................................................................................. 27


Page 2 of 27

Accessing the Event Page |

Login to: https://EAMS.CBE.AB.CA (For best results, please use Chrome)

https://eams.cbe.ab.ca/


Page 3 of 27

Create a New Event |

Select “My Events” tab.

Select “New Event”. (The Event Organizer location should be your default location)

Read the “ABOUT THE EVENT” statement. To continue click “I understand and agree”.


Page 4 of 27

Event information |

Fill-in the mandatory fields (*).

Note: The default timeout is 15 minutes, please save often.


Page 5 of 27

Enable Wait List is optional but useful depending on the type of Event created.

Pick the best matching category for the Event.

The Sub-category will have different options.

Type a brief description of the Event.

The location Name and address are optional but useful.

The calendars are for the days and the clocks are for the time.

The registration Closed message is optional.

The “Absolute Registration Close Date” is when the Event becomes un-modifiable by anyone.

For example: The Organizer opts to have a waiting list and wants to set the “Absolute Registration Close Date”

either a day later, or at a later time on “Registration End Date”. This gives the Organizer time to manually add

people that are on the waiting list.


Page 6 of 27

Participant limit is useful especially when room is limited.

When using Chrome, the Organizer can easily copy and paste images into the Agenda message body.

Click “Save” and “Next” to explore additional Event options.

Event contact |

By default, the Organizer is the Event contact. The Organizer can add other CBE users as secondary

contact(s).

Note: Event contact(s) can edit the Event content, register additional users and run the Event reports.

Click on “New Contact”


Page 7 of 27

Click on the person icon.

Type the contact’s last name and press search.

Select the correct contact.


Page 8 of 27

Once the contact is selected, click the green checkmark to add. The contact(s) can be removed by clicking on

the garbage bin.

Event panel |

In the Event Panel, the Organizer can create a new Page(s) from scratch, add/copy and/or modify Event

questions from existing templates located in the drop-down menu to the right.

Page: Think of it as the “parent”.

Section and Registration Question: Think of them as the children and grandchildren.

Depending on the Organizer’s Host, some Event Elements may already have been created and available to

the Organizer to copy over from the right to the left and modify them as needed. (You can find more about

modifications following this section).

To create a Page from scratch. Select “Page” from the drop-down menu and click “Add”

Name your Page and click next.


Page 9 of 27

Click Preview

Page title displays here:

To create a Section from scratch. Select “Section” from the drop-down menu and click “Add”

Note: The PAGE is highlighted. The section will be created under that page.

Name the Section and click next.

Click Preview


Page 10 of 27

Section title displays here:

To create a Registrant Question from scratch. Select “Registrant Question” from the drop-down menu and click

“Add”. Note: The SECTION “Prerequisite” is highlighted in this example, as you will add the question(s) under

that Section.

There are a few different type of questions. Each type of questions contains different options. Experiment with

each and discover what best suits the Event being created.

Note: All questions can be made mandatory or not, or be for Admin Use Only.


Page 11 of 27

Text Box:

Type the question and choose the option. Click next.

In this example, the question was added under the Section called “Example: Prerequisite”

Click Preview .

The Page title, the Section is a child of this Page, and the registrant question is a grandchild under the Section.


Page 12 of 27

Text Area:

Highlight the Section. From the drop-down choose “Registration Question”. Click Add.

Click on the drop-down menu and choose Text Area.

Click Preview .

The Page title, the Section and the registrant questions under the Section are displayed.


Page 13 of 27

The question order can be modified by highlighting the question and clicking on the “Move Up” or “Move Down”

button.

Click Preview .

The questions are now displaying in a different order.


Page 14 of 27

Check Box:

Highlight your Section. From the drop-down choose “Registration Question”. Click Add.

Click on the drop-down menu and choose Check Box.

Type the question. Click on “New Option”

Type your option text and click on the green checkmark when done.


Page 15 of 27

Click on New Option again and repeat until the all options are created. Click next. Note: The order can be

changed if necessary.

Click Preview .

The Page is now displaying as is:


Page 16 of 27

Experiment with the other type of questions.

The Organizer can opt to have multiple pages with multiple Sections based on different question topics.

To add an additional Page, make sure that nothing is selected, then choose “Page” from the drop-down and

“Add”.

A new Page was created and in this example, the new Page was then moved under the first one.


Page 17 of 27

Click Preview .

Note: A “Next” button now displays at the bottom right. Click on it.

Example of Page 2: The new Page title, the Section and its associated questions.


Page 18 of 27

Note: The Event Panel titles and questions can be modified. Highlight the part needing modification and click

“Edit”.

For example:

When working with an existing Event Element(s), the same concept applies once it is moved to the left side.

For example:

Email messages |

Highlight the Standard Template(s) from the left box. Click on the arrow pointing right to add it to the Custom

Templates to the right. By default, the “CUSTOM Registration confirmation” template is moved already. The

Organizer can move multiple templates over depending on what auto-emails are chosen to be sent to the

users.

For example:

To display the Message Body, click one of the Custom Templates located on the top right.


Page 19 of 27

The text wording can be modified (for example instead of “You have been registered …. it could be changed to

“You registered for..etc….).

Do not type within anything that starts with a $ sign…ex: $[……….].

These are called dynamic fields. Their jobs is to go pull the information from the background of all fields under

the same assigned name.

The field can be deleted or replaced with a different one. (for example the $[eventLocation]) could be deleted if

it wasn’t a necessary information that needed to be displayed.

If the Organizer is not familiar with this function, we suggest to leave the templates as is.

The following instructions are valid for all Custom Templates.

Dynamic Fields |

To add a dynamic field, choose the field from the drop-down menu and place the cursor in the Message Body

where the field is to be added. In this example we added the “$[deptName] under the recipient field. When the

email is sent the department will display as wel.

To replace a Dynamic field, choose a different one from the drop-down menu. Highlight the field needing to be

replaced in full (in this case $[deptName]) and press “Insert Field”.


Page 20 of 27

Email Messages Attachment |

Document(s) can be attached to the email by clicking “Choose File” then “Upload.

Event invitation |

For private Events (do not checkmark any of the “Event Visibility” boxes), select “New Invitee” or select “Load

Invitees” (manually).

Refer to the Event Contact help section to add from the address book.


Page 21 of 27

To load a group contact list, a text file (.txt) must be created first. A semi-colon between each emails must be

added if creating from Notepad. Otherwise, the Organizer can also create a list from Excel and save it as a text

file. The semi-colon is created on its own when choosing to save as a .txt file from Excel.

Example from both Notepad and Excel:

Once the file is created and selected, click “Load Group Invites email”.


Page 22 of 27

The application will render the first and last name of the invitee(swhen CBE emails are picked. However when

using an outside email(s), the name will display with a question mark as shown below.

Click the invitee(s) checkbox and click on “Invitation Email” to send out invitation emails.

A pop-up window will open. The Subject Field can be changed. There are different Custom Templates to

choose from if needed.

Refer to the Dynamic Fields help section if not familiar. Click Submit, Save and Finish when done.


Page 23 of 27

Manage your Event |

Note: All saved Unpublished Events are located under the “Unpublished Event” tab. Click on the tab.

Edit / Preview / See Registrant / Add Registrant Get URL |

Click to edit.

Click to preview.

View who registered by clicking

Get the Event URL


Page 24 of 27

Publish an Event |

Highlight the Event then select “Publish Event” to activate the Event for the users to register.

Additional Event Options |

Once the Event is published, the Organizer has additional options. Unpublish, Cancel and Archive Event.

Highlight the Event and proceed with the appropriate action if necessary.

Unpublish Event will return the Event to the Unpublished Event folder. Edit if necessary.

Cancel Event will Cancel the Event and place it in the Cancelled Events folder (note that if the Event

only needed editing and this action was chosen, the only option the Organizer will have is to Copy the

Event.)

Archiving – Once the Events are closed, a notification will be sent to the Organizers informing that the

Event will archive in 7 days. The Organizers can do it manually as well by using the “Archive Event”.

Note that the Archived Event can be “UnArchived” by clicking on the button.

Confirmation emails can be resent to users. Select the checkbox(es) (or Select All) by the users’ name

and click “Resend Confirmation Email”


Page 25 of 27

To send additional emails to existing registrants, select who (or Select All), and then select “Send General

Email”.

Manage Report |

Click on the “Reports” tab.

Different reports available:

Event Status: Published, Unpublished, Cancelled, Archived

Event Name: The list depends on the chosen status and how many Events are in each.

Report Type: Certificates, Event Registration Answer Detail, Event Summary, Mail Addresses, Over

Subscription Event Limit, Registrant List and Name Tags.

Export File Format: Excel, .CSV or PDF file.


Page 26 of 27

Communications examples |

Good communication examples could be similar to these:

Example no 1 |


Page 27 of 27

Example no 2 |

Support

Please contact the CBE Help Desk if you experience issues with this application.

mailto:[email protected]?subject=Help%20Desk

| guide | event attendee management system · by default, the organizer is the event contact. the...

Documents