events management part 1 - empower student …€¦ · events management part 1 ... any...

WEREMP WEREMP

Events Management Part 1Automating the Event Management Process

Presented by Kelly Govan

PurposeThis webinar provides Events Management instructions including event setup, registration and maintenance both

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on the web and office view of EMPOWER. (Part 1 covers registration for registrants with login credentials. Part 2 covers the additional setup necessary credentials. Part covers the additional setup necessaryfor registrants without login credentials.)

AudienceAudienceAny intermediate module user responsible for event management.

Update 67This document was intended for client use only. Providing this document to third parties is in violation of the confidentiality agreement.

Events Office View SetupEvent Class Codes (AT/V04)

E t l d d t ll t h f t b l ifi ti

Event Class Codes (AT/V04)

Event class codes are used to allow users to search for events by classification.

Events Office View SetupEvent Codes (AT/V01)Event Codes (AT/V01)

Events Office View SetupEvent Codes (AT/V01)

• Military time is used on the office view screen.

Event Codes (AT/V01)

• An end date/time and maximum people must be entered.• Cost of event is for display purposes. Billing is not a part of events management.• Login to register will not allow people who do not have login credentials to express interest in this eventexpress interest in this event.

• Event without registration indicates the event is to be displayed only. No registration fields will be presented.

• Notifications can be sent to administrators when registration attendance changes /are made. The notification text is assigned to event code EVTATND on PM/NE. The

recipient is assigned on PM/NR. • The comments field is provided for internal information and is not displayed to attendees.attendees.

Events Office View SetupEvent Function Codes (AT/V02)Event Function Codes (AT/V02)

Secondary event functions can be created within an event.• Event Functions are used to assign attendees to groups.• Required Function automatically registers event attendees for thatRequired Function automatically registers event attendees for that specific function.

Events Office View SetupEvent Function Group Codes (AT/V03)

• Set up groups, then assign staff to groups.• To assign one staff member to a whole event, create a function with the same

Event Function Group Codes (AT/V03)

name as the event, make the function required so the registrants will be registered for the ‘function’ automatically, then assign a staff member to that function.

Events Office View SetupAdmissions/Tracking Parameters (PM/PAT)Admissions/Tracking Parameters (PM/PAT)

Define the address to be used for communicating withcommunicating with registrants.

Events Office View SetupAction ID Codes (PM/39)Action ID Codes (PM/39)

Create an action ID code and select letter text to update a prospect’sCreate an action ID code and select letter text to update a prospect s communication track when a counselor emails an invitation.

Events Web Portal SetupMaintain User Groups (PM/MUG)Maintain User Groups (PM/MUG)

Edit Menu (PTLADM06), Element Position Sets (PTLADM08)

Events Web Portal SetupMaintain User Groups (PM/MUG)Maintain User Groups (PM/MUG)

Edit Menu (PTLADM06), Element Position Sets (PTLADM08)

Add permissions and web menu items:

• Administrators WEBATG07 (WB/E07) Event Maintenance WEBATQ04 (WB/EQ4) Events Status Summary

• StudentsStudents WEBATQ06 (WB/EQ6) Events Form

• Element Position Sets Add Campus Events to Students’ Element set

Events Web Portal SetupEvents Maintenance (WEBATG07)Events Maintenance (WEBATG07)

Setup that must beSetup that must be done on the office view of EMPOWER:• Create classification codes

• Assign staff to groups

Events Web Portal SetupEvents Maintenance (WEBATG07)Events Maintenance (WEBATG07)

Web Portal Event Registrationfor users with existing login credentialsfor users with existing login credentials

Use the search criteria to find an event:• Date• ClassificationClassification• Location

View eventView event details.Click the button to bbegin registration.

Web Portal Event Registrationfor users with existing login credentials

<text>for users with existing login credentials

Click the + sign to add asign to add a guest.Click Yes/No to register forto register for an event function. Click Submit to confirm registration.

Web Portal Event MaintenanceProspects by Counselor (WEBATQ51)

Admissions counselors can invite prospects to an event with a note of the invite being added to their communications tracking.

Prospects by Counselor (WEBATQ51)

Web Portal Event MaintenanceProspects by Counselor (WEBATQ51)Prospects by Counselor (WEBATQ51)

Web Portal Event MaintenanceEvents Status Summary (WEBATQ04)Events Status Summary (WEBATQ04)

• Select an event to view the statusview the status.

• Select the number to view the names associated with that status.


Select the Name Li t t iList to assign attendees to groups.


Select Details to enter attendanceenter attendance after the event.

Office View Event MaintenanceEvent Assignment (AT/V05)

Select a student ID. Retrieve to see their registered events or add an event to their record. Select the status. Selecting Invited/Responded/Will Attend opens the date field to record the date of the status change/confirmation

Event Assignment (AT/V05)

opens the date field to record the date of the status change/confirmation.

Record event attendance.

Register attendees for functions, ,register guests accompanying attendees, add tt dattendee contacts.

Office View Event MaintenanceEvent Assignment (AT/V05)

Enter information for guests accompanying registrants and/or additional registrant applicable contacts.

Event Assignment (AT/V05)

Office View Event MaintenanceAssign People to Groups (AT/V06)

• See list of attendees associated with an event• Assign attendees to groups.

Assign People to Groups (AT/V06)

Office View Event Reporting

Use Admissions Profiles to create an extract of event information regardless of the module to which the event is associated.

Prospect Reporting Profiles (AT/PRF)

of the module to which the event is associated.

Questions

A copy of this presentation may be obtained by sending a request to Melanie Madurski at [email protected] t t M l i t th il b ith ti Please contact Melanie at the email above with any questions you may have following this webinar

events management part 1 - empower student …€¦ · events management part 1 ... any...

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