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HPE Event Tool (eCalendar)

Userguide Version 5.0

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CONTENTS

1. Overview .......................................................................................................................... 4

1.1 Abstract ...................................................................................................................... 4

1.2 URLs ........................................................................................................................... 4

2. Quick overview of admin backend ................................................................................... 5

2.1 Accessing the backend ............................................................................................... 5

2.2 Country/Language selection page .............................................................................. 6

2.3 Top and Left hand navigation ..................................................................................... 8

3. Setup and update your event ........................................................................................... 9

3.1 Quick setup of a new event......................................................................................... 9

3.2 Changing event details ............................................................................................. 20

3.3 Setting up customer registration ............................................................................... 22

3.3.1 Modifying the registration form ........................................................................... 24

3.3.2 Modifying the confirmation email ........................................................................ 26

3.4 Retrieving your customer registration list .................................................................. 28

3.5 Providing HPE employees with access to the event registrant on reports ................ 29

3.6 Copy Events ............................................................................................................. 29

4. Advanced event management ....................................................................................... 31

4.1 Creating and managing agenda lists and breakout sessions .................................... 31

4.1.1 Creating a new agenda or a breakout session ................................................... 32

4.1.2 Copying the agenda ........................................................................................... 40

4.2 Managing pages and documents .............................................................................. 41

4.2.1 Creating a new sub-page ................................................................................... 43

4.2.2 Creating and managing documents related to the event .................................... 48

4.3 Adding links to the right-hand navigation .................................................................. 48

4.4 Invitation lists ............................................................................................................ 50

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4.4.1 How to upload an invitation list ........................................................................... 51

4.4.2 How to set up the sending date and email text of your invitations ...................... 51

4.5 Marking customer attendance ................................................................................... 54

4.6 Featured events ........................................................................................................ 55

4.7 Filemanager .............................................................................................................. 56

4.8 Manage locations ...................................................................................................... 56

4.9 Manage Speakers ..................................................................................................... 58

4.10 Deregister Customer ............................................................................................... 59

4.11 Archive .................................................................................................................... 60

4.12 Template Management ........................................................................................... 62

4.13 Custom content for Calendar File (ICS) .................................................................. 63

5. The reporting section ..................................................................................................... 64

5.1 Registrant Info .......................................................................................................... 64

5.2 Session Registration Info .......................................................................................... 65

6. Using the front end of the tool ........................................................................................ 66

6.1 Overview: The calendar page ................................................................................... 66

6.2 Overview: The event pages ...................................................................................... 67

6.3 How to register for an event ...................................................................................... 68

6.3.1 Overview ............................................................................................................ 68

6.3.2 Select the way to register ................................................................................... 69

6.3.3 Completing the registration ................................................................................. 70

6.3.4 Thank you page .................................................................................................. 71

6.4 Generic pages .......................................................................................................... 71

6.4.1 Forgot Password ................................................................................................ 71

6.4.2 Forgot UserId...................................................................................................... 72

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1. OVERVIEW

1.1 ABSTRACT

HPE Event Tool is a self-service tool that allows event managers to publish events details in an approved standard format, and manage events registrations in real-time.

The frontend webpages give a quick overview of HPE activities available for our customers, while the admin interface allows event managers/planners a quick setup, editing and management of events.

1.2 URLS

Event Tool is available as follows:

- External frontend site for endcustomer registrations http://www.hpe.com/ww/eventsfrontend

- Internal frontend site for the HPE internal events https://pro-ecalendar-internal.itcs.hpecorp.net/Calendar_hpe.aspx?cc=at&lang=de (replace cc and lang with needed combination)

- Backend admin site https://h40132.www4.hpe.com/management/login.aspx

To access admin backend tool, you need an account which can be requested via CenterPoint – HPE.com ticketing system: https://usplsvulm150.americas.hpqcorp.net:8443

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2. QUICK OVERVIEW OF ADMIN BACKEND

2.1 ACCESSING THE BACKEND

In order to access the backend of the application, you have to follow the link:

https://h40132.www4.hpe.com/management/login.aspx

Access will require an account and can be requested via CenterPoint: https://usplsvulm150.americas.hpqcorp.net:8443

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Login screen If you have trouble logging in using your account, you can use the links “Forgot UserID” and “Forgot Password” to retrieve your credentials again.

2.2 COUNTRY/LANGUAGE SELECTION PAGE

If your user account is valid for more than one country/language, you will be prompted with this page. Please select the country/language you want to continue administering events for. If your account is limited to 1 country/language only, you are sent directly to the next page without the need of choosing a country/language.

Once you have selected your country of preference, you are directed to the start-page of the backend for this tool where latest announcements are being posted.

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2.3 TOP AND LEFT HAND NAVIGATION

The top navigation of the admin interface allows you to perform 3 basic actions:

Element Description My Profile Guides you over to a page where you can change your HPE Passport

password, email address and name stored Logout Will end the current session in the backend Change If you have been assigned to multiple countries/languages, the link will

get you to a page where you can change into the backend of another locale

The left-hand navigation of the backend expands just like your windows explorer to provide you with access to the different areas of the tool. Please note that some are accessible only if you have extended access rights.

Element Description Event Management

This section holds all elements that you need to create, update and manage our events

Localization This section available to country administrators so that the localization of the front end elements can be performed

Reporting Here you can find various reports

Help Shows FAQs that were added by Superadmin

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3. SETUP AND UPDATE YOUR EVENT

3.1 QUICK SETUP OF A NEW EVENT

The creation of a new event is done by completing the info in the following 2 tabs:

- Overview - Frequency - Pages&Documents

By clicking “Create new event” in the left navigation, you start the process.

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1. On the first page, you set the basic parameters to the new event.

a. Select the event profile via drop down

Event profile Description Public event This event can be seen by all customers on the event

calendar country landing page, e.g https://h22166.www2.hpe.com/Calendar_hpe.aspx?cc=es&lang=es

Non-public event These events will not be listed on the search page. Only customers who received the url to the event page by email or other means can register.

Internal event This event type will only be shown at https://pro-ecalendar-internal.itcs.hpecorp.net/Calendar_hpe.aspx?cc=at&lang=de so it will not be shown to customers outside HPE.

Restricted site event Your customer will need a password to log in to see this event. This password will be set by the event creator during the event creation.

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Unique registration event

(imported invitations)

Only customers who received an invitation with a special booking code can register to your event. Each email contains one special link to the registration page. The system will only allow one registration per link. All other registration attempts will be logged in the system but the registration will not be able. This way the system makes sure that one link was only used once for a registration.

External event The title and description of the event will be shown on the event calendar country landing page, but the event pages and registration forms are hosted outside of Event Tool

Co-branded event For events in cooperation with other companies. The invitation mails can include the brand label of the other company

b. Choose the category of your event (Hint: more than one category can be selected), a business group, as well as the Market Segment. If you need to have a new category created, ask your country manager as he has the privileges to add these. Also see section 4.8. If you have chosen EB as the business group for your event, you’ll be required to add an APRIMO ID.

Assign a title, short description and a time zone. Choosing the correct time zone is very important as it influences the last registration time, the agenda and also the calendar file that is sent along with the confirmation email. Internal comments and providing a social media Share link on the event main page are optional!

Add the main contact person to this event. This contact person will also be the one receiving questions from customers through the Contact Us feedback web form. You can either choose an existing record from the drop- down or provide separate details – you can also use a generic email address to which you have access to. Click "Continue" to go to the next page.

You are guided over to the Pages&Documents for the event.

Here you will be required to add the following items:

- Main image for desktop (1000 x 275 px) - Main image for emails/mobile (200 x 185 px) - Event description

To add an image, please click on “File Library” and use the files you have previously stored. You can also add a new image by following the steps:

- once in the File Library, click ADD just below the images list

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- browse for the image you want to upload, select it and click UPLOAD

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- you can change the title to give the picture a more meaningful name and then click SAVE on the bottom-right of the window

- to use the new uploaded picture, select it from the list by clicking on it and then click SELECT

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To add an image for emails/mobile, please click on “File Library” and use the files you have previously stored. To use a new image, follow the same steps as above.

To add an event description, please use the free text field.

! Pasting the text from a pre-formatted source (like Word or pdf) can break the formatting of the page. It is recommened to “clean” the text by pasting it first in Notepad and then copy the clean text from there and paste it into Event Tool. You can make use of the embedded Editor for format your text.

Hint: use Shift+Enter to add a break row ( html <br> tag equivalent)

All three tasks are shown within image below:

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You can also save your changes as a template in order to reuse them for other events.

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Furthermore, you can add the following :

- Customized Thank you page – un-check “Use default Thank you page” and you’ll be required to customize the Thank you page for your event.

- Subpages - Add any supporting documents

Also you can choose, as a defined Contact Person, to receive the users’ cancellation emails for tracking purposes. You can, as well, disable the de-registration option from the different emails.

To move on with the event creation, click “Continue”.

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2. Next, you need to define the frequency and choose the locations for the event.

Click the "Add location/frequency" button to add at least one occurrence for the new event.

a. Select the start- and end-date as well as your last registration date (optional). Here, dates are in the format mm/dd/yyyy.

For a limited seats event, here you can add the maximum number of seats and also can choose to hide or show the number of seats available in the webpage.

If you are using a waitlist for your event, click on “Activate Waitlist” – don’t forgot to setup also a Waitlist email to be sent to customers once the max number of seats was reached.

b. Choose the location for your new event from the drop-down menu or add a new location by clicking the “Add” button. When adding a new location, you can also add the address, plan details and also upload a map image.

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c. Save your settings by using the "Save" button and continue to create your agenda (optional step). Details on the agenda page and on breakout sessions can be found in chapter 4.1.

Once completed, click "Continue", return to the Frequency overview page and either add a new occurrence of the event or click “Continue” again.

You can also edit the calendar file that can be added to the confirmation email if required. For this, please click on button “Edit ICS” for each location to customize the calendar file.

This will guide you over to the following page:

You can now enter a subject and the content. To save your changes, please click on button “Save”. Please note that you can customize the calendar file with plain text only and links. No text formatting is allowed. If you are setting up an agenda, the subject of the calendar file (.ics) will be updated automatically with the session name(s) when it is saved in Outlook.

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3. At last, you can choose to publish the event immediately or at defined later date. You also need to define an archive date when the pages are no longer available to your audience and also the event entry is moved to Archive and not showing up anymore in the Manage Events list in the backend.

Make your selection and click the "Publish" button.

Congratulations! You have created a new event ready for your customers. If you have chosen to publish the event immediately and your event profile is public, the event will show up on the event calendar homepage of your country.

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3.2 CHANGING EVENT DETAILS

Within „Manage events“, you have the possibility to edit or delete an event already existing in the tool.

- “Delete" button

Click on it and you can delete an event. You will be asked to confirm the deletion.

- “Edit” button

Click on it and you can modify this specific event. This button takes you to the following screen:

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From this screen, you can either modify the general settings for the event or use the top navigation to access all other sections specific for the event:

Element Description Overview Provides you with an overview of the generic settings for the

current event. Also allows editing these.

Frequency To add, remove and edit occurrences with their locations to the event.

Pages& Documents

Enables you to change the main event page, add subpages and documents.

Forms & Emails This is where the registration form and a feedback form can be set up. In addition, emails such as confirmation emails and waiting list emails can be modified here.

Invitation If you want to send out invitation emails (250 max} you can use this feature.

Attend Allows marking of the attendance of your event participants. This information is valuable for a later export into Aprimo.

Navigation Enables the management of event-specific right-hand navigational links.

Reporting Allows a quick-access of registration information.

Session Reporting Allows access to session related report

Attendee Approval If you are using an acknowledgement email, then you can approve the registrants after validating them. Upon approval, approved registrants will receive the confirmation email.

Cancelled User Here you can check who registered and then cancelled their registration.

To modify any generic information of the event like the title, its BU assigned or the main contact person, simply click the “Change" button next to the specific section and modify your settings.

Unpublishing an event will remove the registration button from the page and will also remove the event (if it is a public one) from the country overview page, but the page will remain visible for those who have the link.

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3.3 SETTING UP CUSTOMER REGISTRATION

The event tool has a built-in registration form&process so that customers can sign-up to your event. To make use of this, go to the "Forms & Emails" section and click the "Change" button.

To enable the built-in customer registration, select the Registration form and the Confirmation email. To edit the forms/emails, click the "Change" button; you will see an “Edit” button for each.

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You can furthermore edit the following forms and emails:

- Confirmation email

- Waitlist email

- Cancellation email

- Reminder email

- Thank you email

Contact event owner form can only be activated or de-activated – no changes are possible.

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3.3.1 MODIFYING THE REGISTRATION FORM

When editing the registration form, you will find the following options:

- You can remove the fields "Home country", “Preferred Language" and "Email" contact preference from the non-HPE Passport registration form by clicking the “Deactivate" buttons next to the fields.

- You can add custom fields to your event registration by selecting the field type from the “Add new element" drop-down and then clicking the “Add"-button.

Simply fill in the label for your new custom field, enter the tip for your customer and select whether you want to have this as a mandatory field in your registration and if you want to save this field type as a template. Then click on “Save” to continue to the previous screen.

Hint: When adding a drop-down type of fields, always make sure your first value is “Please select” or the equivalent. Otherwise, your form will not function properly.

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CUSTOM PRIVACY SECTION You can set up a custom privacy section and fill in header, custom privacy text and optin labels.

HPE PASSPORT REGISTRATION The HPEP registration is selected by default and customers can register with their HPE Passport credentials. If this is not needed for your event, you can de-activate very simple by clicking No.

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Adding predefined fields from the previously saved templates can be done from the "Add field/multi template" dropdown, selecting them and clicking the button “Add”.

3.3.2 MODIFYING THE CONFIRMATION EMAIL

Although a part of content for the confirmation emails is retrieved automatically from information you have added before, you can still modify the confirmation email like all other emails the tool sends out by clicking the “Change” button on the "Forms and Emails" screen.

All you need to add is a subject and the personal message to your customers.

You can further personalize the message sent to your customers by adding placeholders like: first name, last name etc. To add a placeholder in your emails, click on the [P] in the editor’s menu.

To see whether the emails were changed as requested, please click the "Preview" button.

If you, as a contact person for the event, want to receive a copy of end-customers registration, check the box next to “Send Confirmation emails BCC to event contact.

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As you will notice, the look & feel of the emails is similar to the design you applied to the main event page. In addition, the email contains a lot of standard information such as the date and location for your event, the agenda and a button for customers to cancel their attendance. The content for these elements are being filled in dynamically at the point of registration of the customer.

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3.4 RETRIEVING YOUR CUSTOMER REGISTRATION LIST

To get an overview of the registrations you received for your event so far, go to Reporting tab section for your event.

Select the location for which you want to retrieve the report, optionally mark the time span you need the report, un-check any un-needed fields and then click "Screen output" or "Export Excel" to pull your report.

You will retrieve the full data entered by your customers, including the answers to all custom-created form fields.

If no registrations have been made for the event, then the message “No users are currently registered for this frequency” will appear; otherwise you’ll be presented with the list of fields you can select to have included in the report.

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3.5 PROVIDING HPE EMPLOYEES WITH ACCESS TO THE EVENT REGISTRANT ON REPORTS

If you want to enable an HPE employee with access to the current registration report, you can add a contact using the HPE email id. Click "Add" for applying the settings.

Your HPE contact can now pull the reports for this event after you have provided your contact with the link listed in the Event Reporting access section in the Reporting tab.

3.6 COPY EVENTS

Event tool gives you the possibility to copy an already existing event and to choose which location – in case you are copying the event to another locale – shall be assigned to the copied event.

To copy an existing event, please select from the left navigation bar “Copy events”.

You will see the following screen:

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Here you can copy the event by processing three steps:

1. Choose a “Source Country/Language”

2. Choose the “Event to copy”

3. Select 1 or more countries where the event should be copied in the “Destination Country/Language” section

Click on the button Copy event.

This action will take you over to the “Manage events” page, where you can go and edit your copied event and assign a valid location for the event you have just copied – copied events will not have an assigned location by default, so you need to assign one to make the event visible.

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4. ADVANCED EVENT MANAGEMENT

4.1 CREATING AND MANAGING AGENDA LISTS AND BREAKOUT SESSIONS

The event calendar tool has a special section to enter the agenda for events. This agenda will then be shown on a special agenda page, so that you will not need to take care of formatting the agenda table layout.

The agenda can contain regular items and breakout sessions, which are managed using the same interfaces. In addition, the agenda is added to the confirmation email that can be sent to participants of your event.

To start adding and managing agenda or breakout session items, go to: Manage events -> Frequency and click the “Agenda” button.

This will lead you to the following screen:

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Click Edit to customize the agenda for your event.

4.1.1 CREATING A NEW AGENDA OR A BREAKOUT SESSION

You can now perform the following tasks:

- Specify comment of agenda - Specify size of agenda - Copy agenda from location

If you want to edit a particular agenda, you can use the following button:

- Copy agenda from other day - Edit - Delete

The most common task is to edit an agenda.

This will take you to the form to manage your agenda items details:

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You can now perform the following tasks: - Add new block - Add new track - Add new session

4.1.1.1 CREATING A SIMPLE, SESSION-BASED AGENDA

To create a simple agenda you will need to add sessions to build your event schedule.

Click on ‘Add new Session’.

In the pop-up window that opens you will need to fill in the required settings.

Choose the type of the session as per descriptions below:

Option Description Agenda item This is a normal agenda item with no special

restrictions

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Session with customer registration If you want your participants to sign up for breakout sessions, you should use this agenda type. Using this element, the tool will make sure that participants cannot sign up to sessions that run in parallel. The participants will be sent a personalized agenda in the confirmation email, listing only the generic sessions and the ones they signed up for.

Session This is a normal session with no special restrictions

Header This is a non-action, non-clickable item used as a header or separator in the schedule.

Select the Block and Track for the session (as initial settings, ‘default block’ and ‘default track’ should be chosen). In Session Information, select Start and End time for the session from the dropdown lists. The time is in a 24-hour format and is split into 5 minute periods.

If needed, select or add Speakers.

Depending on the type of session, you might need to set a limited number of seats (mainly for Session with customer registration). The tool will not allow more registrations than this number of available seats.

In Subject, define a short description of the session. This will appear on the frontend of the Agenda page as an entry in the Agenda table.

In Description, add additional details about the session. This information will appear to the customers once they click on the Session subject in the Agenda table.

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To save your changes, please click on “Save”.

Once you have added all items for the agenda of your locations, a new agenda page will automatically be created in the front-end of the tool so that your participants can easily see the agenda and mark breakout sessions for reservations:

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Clicking on each Agenda item will open a pop-up window containing the details set up in the backend.

4.1.1.2 CREATING A COMPLEX AGENDA

Adding Blocks and Tracks to an agenda is useful for complex events, with several activities going on at the same time, in the same room of the event or in different ones.

Blocks are the largest unit of an Agenda and refer to an event setting that includes several ‘rooms’ where the event is held.

Tracks are the second element in terms of size of an Agenda and refer to certain ‘domain areas’ within a room.

Sessions are the basic elements of an Agenda and the key unit for creating a schedule.

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A Block can have multiple Tracks which can host multiple Sessions. In reverse order, a session can be spread out from a single place in a Track to an ‘All day’ sessions, covering all Tracks and all Blocks. However, a Track can only be assigned to a single Block.

Initially, the Agenda contains a default Block and a default Track. Several more of these elements can be added to properly describe the setting of your event.

To add a new Block, click the Add new Block button on the top menu.

In the Edit Position of Block you will see the existing default block. Give your new block a name and click Save.

To delete the initial block, you can click on its name in the Agenda table and click on the Delete Block button.

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Onwards, you can add as many Blocks as you wish.

To add Tracks to your agenda, click on Add new Track.

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Choose the Block you want to place the Track in and give it a name. This name will not be shown on the Agenda page.

After adding the necessary tracks, you may see the structure of each block by clicking its name in the Agenda table.

To add sessions to this structure, follow the instructions described in 4.1.1.1 Creating a simple, session-based agenda.

However, this time, please mind the blocks and tracks settings.

You can create an All day session, one that spreads over an entire block or one that is only assigned to a single track, as exemplified below:

The frontend layout will translate to:

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4.1.2 COPYING THE AGENDA

In order to speed up the creation of agendas, you can copy the complete agenda of one event to another, to a different location, or amongst the days of an event.

Copying the agenda from another event or location:

Initiate the copy process by clicking "Copy agenda from other day" on the frequency overview page of your event. This will lead you to the following page:

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You can now choose which one of the agendas can be copied by clicking on “Copy this agenda.

Afterwards, you can click on “Continue”, this guides you over to the “Frequency overview” page where you can choose the agenda and assign the copy to it.

4.2 MANAGING PAGES AND DOCUMENTS

To alter the main page for your event, to add sub-pages or to relate documents to the event, you need to enter the "Pages&Documents" tab of your event.

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To modify the content, please click on “Change”.

You are taken to the description page which allows you to modify the content of your main event page. In addition, you can start adding sub-pages and documents at the lower part of the interface.

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4.2.1 CREATING A NEW SUB-PAGE

Once you clicked "Add new subpage", you are taken to a simple interface. This will allow you to add the title and the content of your new sub-page:

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Hint: If you want to add an image within the content of your sub-page, click the image icon in the WYSIWYG-editor.

Then proceed by clicking "Browse server" to find your image in the file manager or to upload a new image.

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If you want to upload a new picture, click the "Add" button that will bring you to an upload screen.

To reuse an existing picture from the server, select it by clicking the title of the desired image.

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You will now see the image chosen before. If you are happy with your selection, click “Select" and "Ok" in the next window.

The image will then be added within your content for the page. Note that you can make use of the various alignment attributes you see when marking the image and clicking the image icon to retrieve its properties.

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Once finished, you can preview your choice by clicking on “Save and preview button” or directly save your changes.

You can now order your all subpages created for this event.

You can perform the following tasks:

- Move up - Move down - Edit - Delete

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4.2.2 CREATING AND MANAGING DOCUMENTS RELATED TO THE EVENT

You can manage the documents related to your event in the documents section.

Click “Add new document" if you want to relate a new document to the event, click edit or delete to modify documents you have related to this event before.

Adding and editing the properties of a related document work very similar. After clicking the corresponding button, you are taken to a screen which holds the title you want to see for the document, a short description and a button to continue to the file library where you can select or upload documents just like you did alter images in the previous section.

After adding at least the title for the document and picking one file from the file library, click "Save" to keep your modifications and to return to the main “Pages&Documents” screen.

4.3 ADDING LINKS TO THE RIGHT-HAND NAVIGATION

The right-hand navigation automatically includes the following links:

A link to the main page of your event, and links like “Agenda”, “Speaker”, your subpages and the links to uploaded documents. All links are of course only displayed if you have added for example a speaker or a subpage.

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If you want to add some more links to your event, you can do this in the “Manage events" section.

Having chosen your event you can select "Navigation" in the top navigation of the backend.

To add any new link, please click on “Add new link”, this guides you over to the following page:

You can now enter the link text and the URL, to save your changes, click on “Save”.

Of course you can change or delete your additional links by clicking “Edit” or "Delete".

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4.4 INVITATION LISTS

Additional to giving all users on the web the possibility to register to your event you can send out invitation emails to your special costumers. Or you can set up your event as a non-public event so that only your invited customers can register.

A maximum of 550 invitees is allowed due to anti-spam regulations.

For sending out invitation emails you select "Invitation" in the "Manage events" section.

Here you will find the possibility to upload a .csv file including the addressees of your invitations.

You will also find information about the sending date etc.

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4.4.1 HOW TO UPLOAD AN INVITATION LIST

To upload your invitation list you have to click the “Upload button". Now you have to browse for your list. The list can be uploaded either as a Siebel list or as a tab-separated list.

Please do not forget to select if your .csv file is Siebel format or not.

A template for the .csv file can be found at http://h41112.www4.hp.com/events/files/invitation_upload.csv

Note: If your list is a tab-separated list the first line must be Business_Email_Address First_Name Last_name followed by your contacts. The next line would be for example John.Doe@gmx.de John Doe

4.4.2 HOW TO SET UP THE SENDING DATE AND EMAIL TEXT OF YOUR INVITATIONS

To send out your invitations you have to insert information about the sending date and fill in the text of your invitation mail.

This will be done by clicking on "Change" in the "Invitation sending" section (see first invitation list screenshot)

This will lead you to a page where you have to select the location of the event you want to send out the mail for. If you have selected your location you will be prompted to the following page.

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Please enter the subject and the text of your invitation email and select if this mail should be sent out now or later using the checkbox at the bottom of the page.

If you uncheck "Send email now" a calendar will appear where you can set up the date of sending out your invitations.

The invitation would then be send out during the auto daily process.

To check if your email looks as you wanted please press “Preview". Now you can see the current mail in a popup.

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Then click "Continue" to go on.

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4.5 MARKING CUSTOMER ATTENDANCE

To get a better overview of who has really joined the event you can mark the customer attendance in the event calendar tool. If you have used an Aprimo invitation list, the data will be sent to Aprimo automatically.

To mark the customers' attendance please select “Attend” in the "Manage events” section.

Now please click "Change" to get to the following screen.

Then click "Edit "next to the location you want to track attendance for.

On the next screen you will find a list of all registered customers. By using the checkboxes next to the names you can mark their attendance.

For saving please press "Continue".

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4.6 FEATURED EVENTS

You can mark several events which should be shown in the front end in the

“Featured events" section of your event calendar country homepage:

Please mark the event you want to feature and provide the “Text” or “Banner” mark. Then, click “Continue”.

Only Public, External or Co-branded events may be set as Featured. In the Highlights section on the main HPE Event Calendar homepage you will see the events marked as Featured:

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4.7 FILEMANAGER

The "Filemanager" allows you to delete files that you have uploaded before. Simply click delete to remove a file.

4.8 MANAGE LOCATIONS

If you click on the "Add new location" button you can create a new location with address and other information. If you want to rework one location you have to click the “Edit” button. Likewise to delete one location you click: easily delete.

You can also create or change rooms for a location by clicking “Rooms”.

When editing or adding a location, you see the following mask to change the locations name and address:

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Fill in the mask and click on “Continue”. This guides you over to the list of locations.

If you want, to view the rooms details, please click “Rooms”. You will see the following page:

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To add a new room, please enter the room name and click “Add new room”.

4.9 MANAGE SPEAKERS

To manage your speakers, please select “Manage speakers" in the “Event Management" section in the left navigation.

This will lead you to a screen with the following options: “Add a new speaker" and "Edit" or “Delete" an existing speaker.

After clicking on “Add new speaker”, you will see the following screen:

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Here you can enter the name of the person and upload a photo while using the file library.

Please choose any of the persons available or click on “Add” to add a new file.

If you assign o speaker to a special part of your event the customer can see these information by selecting 11Speaker11 in the right hand navigation of your event.

Please click on “Save” to save your changes.

4.10 DEREGISTER CUSTOMER

If you need to deregister a customer, please select "Deregister Customer” in the left hand navigation of the “Event Management" section.

Now you can select your event to get a registrant list.

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To deregister a customer, please select the “Deregister” button.

Please note that there will NOT be o second question to confirm this action and it cannot be undone.

4.11 ARCHIVE

The event management tool gives you the possibility to archive events or to restore any event you would like to re-use at any point of time.

To view the two possibilities described above, please choose the task “Archive” within the “Event Management” section from the left navigation bar.

This will guide you over to a page where you can either archive an event by clicking on the button ARCHIVE or restore an event by clicking on the button RESTORE:

To archive an event, please click on the button ARCHIVE, this will guide you over to the following page:

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You can now choose which event you want to archive by clicking on the checkbox located on the left of the event name.

To finish your task, please click on the button ARCHIVE.

A confirmation message appears showing the ID of the archived event.

To view your archived events, please choose “Archive” once more from the left navigation bar and click the button RESTORE.

To restore an event, please select the event you need to restore and click the RESTORE button.

A confirmation message appears showing the ID of the restored event.

Now you can edit the newly restored event and make needed changes to it.

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4.12 TEMPLATE MANAGEMENT

The event management tool gives you the possibility to delete any of the template fields for custom questions that you can add on the registration form. This list is populated with the question templates that you have previously saved on the specific country instance.

In order to save a question as template, you will need to add the question on the registration form first, then check the “Save as field template” box before pressing Save.

To view all the field templates you have previously added, please select “Template Management” from the left navigation bar.

This will guide you over to the following page:

You can delete any of the headlines by clicking on the button DELETE.

Please bear in mind to accurately select the template as no message of confirmation is shown, but your selected template will be deleted by clicking the button!

Now you can view your changes by selecting the “Add field template dropdown list”.

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4.13 CUSTOM CONTENT FOR CALENDAR FILE (ICS)

If needed, the user has the possibility to create a custom content for ICS file which will be created after the registration.

On the frequency list page, each frequency has a button “EDIT ICS”

This button will lead the user to the ICS Detail page.

The content part will be added to the system generated ICS.

In case the user registration has multiple Sessions, the content part will be added to each session entry in the ICS file.

Definition of the ICS standard can be found here: http://en.wikipedia.org/wiki/ICalendar

An example:

BEGIN:VCALENDAR

VERSION:2.0

PRODID:-//hacksw/handcal//NONSGML v1.0//EN

BEGIN:VEVENT

UID:uid1@example.com

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DTSTAMP:19970714T170000Z

ORGANIZER;CN=John Doe:MAILTO:john.doe@example.com

DTSTART:19970714T170000Z

DTEND:19970715T035959Z

SUMMARY: Event title + Session headline

DESCRIPTION: Content (from the custom ICS description)

END:VEVENT

END:VCALENDAR

5. THE REPORTING SECTION

In this section you can track the registrations and waitlists for your events, the events logs and statistics and also export data to Aprimo.

5.1 REGISTRANT INFO

The most important report is the registrant report. This report shows you who registered for your event in the different locations you offer.

To create this report, select an event first.

Then select a location and press "Screen Output" or "Excel Export" depending on your needs.

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The report will show you who has registered to the event, who is on the waitlist and also who has attended the event if the information was marked in the tool.

5.2 SESSION REGISTRATION INFO

The event management tool gives you the possibility to view the registration info of persons that have registered to a particular session of an event.

To view this list, please select “Session Registration Info” from the “Reporting” Section on the left navigation bar.

This will guide you over to a page where you can choose the event name and the event location from a drop down list:

Please bear in mind to select each individual location in case you want to generate a participants list for the whole event!

You can now choose whether to view a screen output – please click on button “screen output” – or to download an excel report – please click on button “export excel”.

After generating the list, you will see the following information:

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The above screenshots show both possibilities to extract the report.

The reports’ columns show the following data:

• Global_User_Id • Event_userId • MCC_Code – reflects the session name • Date • Starttime of the session • Endtime of the session • Date_of_Registration • Firstname • Lastname • Email • Event • Location

Same report can be obtained from Event Management -> Manage Events -> Click on Edit for the event you need to extract the report -> go to Session Reporting tab

6. USING THE FRONT END OF THE TOOL

6.1 OVERVIEW: THE CALENDAR PAGE

The HPE Event Calendar can be accessed from each country homepage by going to the About HPE section and clicking on the Events link or by accessing https://h22166.www2.hpe.com/calendar_hpe.aspx directly. This page was created to offer a good overview to the customers. It combines three elements: the "Search for events", "Filter by" and a "List of Events".

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You can search for event by using the “Search for events” field.

To gather several events, you can use the “Filter by” option – which can be extended by clicking on the button “Show more”.

Within the “List of events”, you can view events for a particular country depending on the filter and search settings.

By clicking on the name of event the customer is directed to the event page where all available Information belonging to that special event is presented.

6.2 OVERVIEW: THE EVENT PAGES

The event is presented at least with a single page, but can be completed with more pages like an agenda or subpages containing additional information. Event documents can be given for download.

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The first and obligatory page shows the main event image, a description of the event and essential event information such as start/end date(s) and location.

If available, the page will show the last registration day, number of free seats and a register button as well. How to register is explained in 8.3.

In order to sign up for the event, please click on the button “Register”.

When using the HPE Passport registration option, some of the default event questions are prefilled with data from HPE Passport (UserID, First/Last name, email address, Country, Language)

6.3 HOW TO REGISTER FOR AN EVENT

6.3.1 OVERVIEW

To register for an event you want to visit, simply select the event you are interested in from the "List of events".

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Click on the “Register” button.

Depending on the Registration form settings made in the tool backend, pressing the ‘Register’ button has 2 alternative results:

1. If the HPE Passport Login intermediate page is not deactivated, the customers have the chance to use their HPE Passport credentials to register to the event. The process is described in 8.3.2.

2. If the HPE Passport Login intermediate page is deactivated, the customer is lead to the registration form;

6.3.2 SELECT THE WAY TO REGISTER

Customers can choose between three options for their registration:

- Clicking the button "Get an HPE Passport" will get the customer to a registration form, which registers him to the event and to HPE Passport in one run.

- By login in with an existing HPE Passport account the customer's standard information will be prefilled to the event registration form.

- By clicking "Register for event" the customer can sign up to the event without making use of HPE Passport.

Example of the “Get HPE Passport” page:

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6.3.3 COMPLETING THE REGISTRATION

Regardless of the way chosen to register for the event, you will get to the sign-up form where the mandatory fields must be filled in. Once completed, please click "Submit".

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6.3.4 THANK YOU PAGE

You will be directed to the "Thank You page" when you have successfully registered. You will find a summary of your registration, later on you will receive a confirmation mail. By following the button "Event Calendar Home" you get back to the main page of the Event Calendar.

6.4 GENERIC PAGES

6.4.1 FORGOT PASSWORD

If you forgot your HPE Passport password you have to enter your HPE Passport User ID and email address. You will receive an email with your login data to set a new password.

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6.4.2 FORGOT USERID

If you have forgotten your HPE Passport UserId, you will have to enter your email address, last and first name. If these are correct, the Userld will be displayed.