introduction to eSocial eSocial provides attendees with a centralized website in which to connect with other attendees before, during and after the event. The eSocial site allows attendees to see who else is coming, schedule appointments and message one another. Event planners can use eSocial for hosted buyer programs and matchmaking, while event marketers can offer the site as a sponsorship opportunity and include banner ads and other sponsor-specific branding elements. eSocial can also be used to support any networking program and can allow attendees to opt in to pre-designed activities, as well as allow attendees to create their own. eSocial is part of the etouches Pro line. Product Features • Attendee Directory eSocial automatically displays attendees that have registered through the eReg module to make it easy for attendees to see who is coming to the event. The directory can be password protected, if needed, and attendees can log in using their email address and reference number received following registration through etouches’ eReg module. eSocial gives etouches‘ administrative users the ability to create as many directories as desired through point-and-click configuration options. Administrative users may easily create directories based on attendee categories found in eReg as well as on any field created in eReg’s Attendee Info tab. This flexibility allows event planners to create exhibitor, speaker, award winner, Twitter, committee/chapter directories, as well as any other type of directory listing that would enhance the event experience. • Scheduling Attendees have the ability to request one-to-one or group appointments within eSocial. etouches‘ administrative users may set up scheduling to allow attendees to make any sort of appointment that they wish, including exhibitor appointments, hosted buyers programs or “ask the expert” sessions. Attendees may use the appointment scheduling feature to request appointments with specific people and/or to request different types of meetings with a group of selected individuals. Once requested meetings are accepted, the meeting is automatically displayed on each attendee’s personal calendar. The personal calendar will also display agenda selections created through the eReg registration process. Additionally, eSocial provides administrators with detailed reports of appointments and scheduled meetings between attendees. • Message Center Each eSocial user has their own message center in which to send/receive messages and meeting requests. Messages can be sent to one individual or a group of people can be selected from a directory and messaged together as a group. Each requested meeting automatically generates an email request which can be accepted or declined along with a message. All messages are stored in the Message Center for easy access. • Matchmaking eSocial works with the eReg module to allow attendees to select interest areas or topics/categories during their initial registration or at a later date when the attendee wants to modify their registration. The selected interest areas, topics or categories can be used to match attendees to one another, or match various attendee categories together. eSocial allows event administrators to auto-match attendees together as well as view matchmaking reports that are color-coded to demonstrate goodness of fit

 

       

eSocial walkthrough

other settings The other settings tab contains pages that allow you to edit Event settings, creates Groups/Filters, edit/create email templates, and name formatting.

other settings • event settings

There are two sections of the Event settings tab. The first section allows you to edit your event name, event code, event URL, or close eSocial to all attendees. Keep in mind making changes to the event settings will also change the settings of the event in your other modules such as eReg.

Other event information: In this section you will need to select the date and time formats you want to use within your event. These can be selected from dropdown menus.

other settings • group/filters

The Groups/filters page allows you to create groups of attendees, based on category selections, or answers to particular questions. By default you will have an “All Confirmed Registrants” group automatically created here. This default group includes all attendee categories and only Confirmed registration statuses.

 

       

Group editor: You can create custom groups by adding a new group, and selecting only specific categories and registration statuses. The groups you create here can be used to specify which registrants are displayed on the Attendee directory page in the module.

Custom filter: In addition to choosing categories and statuses for groups, you can also add custom filters to your group based on selections to your questions. Include when:

This dropdown allows you to choose whether an attendee will be included when one or all of the conditions are met. When set to “at least one”, only one condition must be met for the attendee to be included in the group. If “all of” is selected, all the conditions must true in order for the attendee to be included in the group.

Select question: Here you can use the dropdown to choose a standard system questions or custom questions. Keep in mind only questions with a single input can be used here, for ex: questions with a radio button or dropdown box input type.

Equal/not equal to: Based on your question selection, you will have to specify whether to display the attendee when their answer “is equal to” or “is not equal to”.

Selection:

 

       

The last dropdown box will change depending on the question that was selected. This box will populate your list of selections that the attendee could choose from.

Add condition: Clicking this button will add another question you can filter on. Keep in mind the more conditions you have in your group, the stricter your filtering will become.

other settings • email templates

Email templates: This page houses all your eSocial email templates. These templates allow you to customize each of the emails by adjusting formatting, adding content, etc. There are six different email templates that serve different purposes. Each email can be edited, copied, or deleted.

Email editor: When you click to add a new email, the first thing you need to select is the email type. The system will send the email based on the email type you select. For example, if you choose “Meeting accepted” the system will send the email when a meeting has been accepted by an attendee. Email address: This field allows you to specify which email address the email

should come from. For emails like “Meeting accepted” it’s best to use noreply@etouches.com or an admin’s email

 

       

address. To display the attendee’s email address, use the */email/* merge field in this field. Email content: In this area you will need to the format you want to create the email in. Depending on the

format selection, you will see various content boxes. Use the HTML editor to edit the email content, add links, images, merge fields, etc into these templates.

Other settings: You have the ability to turn on the Outlook integration with your eSocial event. When the Outlook integration is activated, the system will format your eSocial emails as Outlook meeting requests. Where applicable, attendees will have links to accept or decline meetings directly in the email, and manage meetings in their Outlook calendar.

This is how Outlook integration links may look like (dependent on the version of Outlook your attendees are using).

other settings • name formatting

The name formatting page will allow you to adjust how eSocial displays your attendees’ and vendors’ names when displaying the Matchmaking meetings. It is possible to have different name formats for different categories; the name format just needs to be made available to specific categories.

Name formatting options: The default name format will be created automatically and displays names in the following format; “First name last name, Company”. The default can be used for all categories, or edited and make available to select categories.

 

       

Name format editor: When you click to add a new name format, the format editor will open. Within this editor you will have the ability to add additional registrant data fields to the name format and include prefixes or suffixes. Fields to display: Use the dropdown to select fields of data that you want included in the name format. Keep in mind the more fields you add, the larger amount of text the system will display in the allotted area. Use the prefix and suffix boxes to add punctuation before a new field.

The bottom section of the name format editor displays checkboxes belonging to attendee category and sub categories. Use these boxes to select which categories you want the name format to apply to. Each category can only have one name format assigned to it. If a category is not assigned a name format and is used for Matchmaking, the meeting block will be blank because it will not display the name. The name format will be displayed when you generate Matchmaking meetings. Depending on the settings in your name format, it may look like this (format: First name last name, Company).

 

       

other settings • popup headers/footers

This page allows you to set up headers and footers for to popups that appear throughout eSocial. To add new headers or footers just click on the “Add header/footer” button.

Popup header/footer editor: Use the Popup dropdown to select which popup this content should appear in. Next select whether this is a header or footer.

other settings • miscellaneous

This page lets you set some other settings to your eSocial setup.

Here you can specify to redirect users to a certain URL when they choose to log out from eSocial.

 

       

matchmaking settings Within the Matchmaking settings tab you will be able to specify attendees and vendors, create matchmaking interests, and enable meeting restrictions.

matchmaking settings • vendors/attendees

The Vendors/attendees page displays a list of your attendee categories and sub categories, along with a dropdown box to specify the category as an attendee, or a vendor.

In most cases the majority of your registrants will be classified as attendees, with the minority being vendors. If you have a category such as “Speaker” that will not be participating in matchmaking, you can simply leave no selection in the dropdown box.

matchmaking settings • interests

The interests page allows you to create interests that your attendees and vendors will be selecting from. eSocial interests allow your registrants to rank ceretain areas of interest and your vendors to specify which areas they service. This information can then be used to match vendors with interested attendees.

Add interest: this will allow you to add an individual interest.

 

       

Import interests: if you choose to import interests you will have two ways of importing. The first allows you to paste each interest on separate lines of a text area. The second allows you upload a CSV file of interests.

Interest selections: Once interests have been added, you can specify the number of interests your attendees and vendors can select in eReg. Enter the minimum and maximum amount of interests that can be selected, these can be different between attendees and vendors. You will also have a checkbox to ask attendees or vendors to “weight” their interests within eReg. If this box is left unchecked, your attendees will simply tick a checkbox for each of their interests. When checked, after selecting interests attendees will be asked to rank their selections based on level of interest. This will give better matches when it comes to matching your attendees with vendors.

 

       

matchmaking settings • meeting interests

The Meeting restrictions page allows you to specify meeting lengths, matchmaking date and times, as well as create reserved times.

Meeting length: allows you to specify time increments and meeting length. The time increment you select will be the increment used in the time dropdown when creating a new meeting. The meeting length selected will be the minimum meeting length that any one of your registrants can select.

Matchmaking meeting dates and times: You will be able to specify which days of your event meetings can be scheduled on.

Matchmaking meeting reserved times: This allows you to block out specific times to ensure that your registrants can't create meetings at those dates and times. You may find this useful if you want to block out a specific time for a lunch or recess.

When you click to add reserved time, you will have a popup window to enter details. Within the editor you will need to specify which date the reserved time is for, as well as the start time and end time. Notes can be added as well, for internal use only, to ensure you and your colleagues understand what each reserved time is for.

 

       

meeting settings Within the Meetings settings tab you will be able to specify schedules and restrictions for your meetings as well as create your own meeting types and locations.

meeting settings • schedule/restrictions

Here you can add limitations to when meetings can be scheduled for your event within eSocial. This will allow you to setup particular days and times when meetings can be created, as well as reserving particular times on those days that meetings are not allowed.

Select Setup Option: Here you can choose whether you want to use a simple or advanced setup for your schedule.

Simple scheduling options: Here you can only choose one beginning and end time for each of these days.

Advanced Scheduling options: Here you can choose different start and end times for each day. It will also allow you to delete any days that you do not wish to have meetings

Reserved Time: Here you can block out time on days where you do not want attendees to be able to create meetings. For example you may want to reserve time for lunch or breaks.

 

       

meeting settings • meeting types

Here you can add different types of meetings to your eSocial. It also lets you limit the types of meetings that attendees can generate between one another. For example you may not want attendees to schedule meetings with speakers; therefore you would create meeting types for them that do not include the meeting with a registered speaker. All you have to do is click on the “Add meeting type” button

Name: name that you would like displayed to attendees for this Meeting Type Notes: only displayed for etouches users.

Meeting dates & times: allows you to setup your meeting types to have the ability to use the standard date & times, or to setup specific times on each day.

Meeting locations: This section will pull the standard available locations for your eSocial. You will be able to remove any locations that you wish to make unavailable. You can also allow attendees to type in their own meeting location.

 

       

Reserved Times Specific to this Meeting Type: Here you can setup a reserved time will allow you to block out any times periods that you wish to not allow the creation of this meeting type.

Meeting Categories: This section allows you to select the categories that can create this type of meeting as well as which categories this meeting type can be created with.

Other/ Miscellaneous: Here you can set the minimum and maximum numbers of participants that can be invited into this type of meeting.

 

       

meeting settings • meeting locations

Here you can add specific meeting locations to your eSocial for your attendees to choose from. Just click the “Add location” button to begin.

Give this new location a name and add the capacity to make sure it is not overbooked.

This section allows you to limit meeting types that can choose this location.

From here you can limit what days this location is available.

 

       

my website In the My Website tab you will have the ability to adjust the look and content of your eSocial site in the.

my website • website editor

The Website Editor page displays your current eSocial login page, and will be where you will make any changes or add information to your web page. Before you add/edit any details in your eSocial page, it will look similar to the screen shot below:

The system will automatically label your first page as your login page and display sections of content including login fields and some standard sample content.

Selecting different pages: To move between different pages in your eSocial site you can click on the item in the menu bar or select the page from the dropdown. It is best to use the dropdown to navigate your pages because it will contain the pages you choose to not display in the navigation bar.

Parent Page: Selecting a page from this dropdown creates this new page as a child of the one chosen parent page.

 

       

Page Layout: Here you will select how you would like this page to be layed out. You have the option to add a header, footer, right side bar, or left side bar in addition to your main body section.

When editing a page you will be given the same field selections to edit as you did when you add a new page. (Shown Above).

Selecting Delete page will delete the current page you are on. The system will prompt you to verify if you would like to delete this page. There is no way to recover the page once it has been deleted.

When selecting to reorder tabs a popup will allow you to drag and drop the pages in the updated order you would like them to appear in the top navigation.

You have the ability to add ten different types of content to a page on your eSocial web site. Just click the Add Content button (pictured to the right) on the page you would like the data to

be added to. You can then give the content a name and choose to display that name as a title for the section.

 

       

Login box:

The Name field will be the name of this content and it will not be displayed by default. You can choose whether you want to display this name on the page.

This sections allows you to choose which two pieces of information will be used as login credentials. You can also determine what page the user will be logged in to.

In this section you can choose which attendees can log into the eSocial module based off the attendee status and category selections.

 

       

This section lets you setup and alter the email your attendees receive if they can not remember their login credentials. Attendee Directory:

Here you can select the fields that you would like displayed in your attendee directory as well as by what field this should by sorted by.

This section lets you select the fields that are displayed in your more informaiton pop up windows as well as what selections can be made within the popup.

This allows you to limit your attendee directory to only pull those attendees within a group/ filter that can be created under your other settings within eSocial. Here you can choose what kind of search option you want to display.

 

       

Attendee Schedule:

Select which colors each item will display as on the attendee’s calendar.

Select different options for how the schedule will be displayed. You can also let the attendee create a PDF from their schedule.

Logged in user details:

This will be the information that will be displayed about the attendee that is logged into eSocial. Here you have the ability to add as many fields about their registration.

Meeting awaiting response This content type will display a box on your eSocial site that displays any pending meetings that have not yet been responded to by other attendees. Example below:

 

       

Messages: This content type will display a box on your eSocial site that includes any pending from other registrants. Example below:

Pre determine what color your unread messages should be displayed in.

Edit Profile: This selection allows you to add fields that attendees will be allowed to update while logged into eSocial. These changes will syncronize with data in eReg.

These will be the fields that attendees will be allowed to update while logged into eSocial.

This can be used if you wish to redirect an attendee to a different url once they update their data within eSocial. If you do not wish to redirect the attendee to an alternate site, simply leave this field blank.

Edit Interests: This will allow attendees to view and edit their interests for the matchmaking piece of eSocial. Custom HTML: Add any other content you want on your eSocial site using the etouches HTML editor. Community: Add the ability for attendees to communicate in a group forum.

Reorder Content: You can reorder content by dragging and dropping. Whenever the pointer turned into a four arrow pointer, you can grab and move the content around. When moving content, a red outline will appear where it will be placed.

 

       

my website • event logo

Here you can use the eReg logo or you can upload a logo for your eSocial site. For more information refer to the Look & Feel manual or video.

Check this box if you want to use the same event logo for eSocial that you use for your eReg site. Otherwise you can choose a different logo.

my website • colors & fonts

In this section you can either choose the background page colors and the font styles of your eSocial. You can also choose to copy from eReg or use different settings. For more information refer to the Look & Feel manual or video.

my website • advanced styles

In this section you will have the ability to alter the colors of your Top Navigation menu as well as alter the widths/padding/ and margins for your eSocial site. For more information refer to the Look & Feel manual or video.

 

       

eSocial reporting

Standard Reports: These reports consist of the Summary Report, Meeting Report, Matchmaking and Interest completion reports.

Summary Report: When you click on Summary report, the system will display statistics regarding Event Summary, Stats per day, and a Meeting type summary. This report can only be viewed within etouches and displays items such as total meeting requests (confirmed and cancelled), message sent, and meeting type values.

 

       

Meeting Report: This report displays a list of all the current meetings in eSocial. This report will also allow you to edit any meeting request, view the meeting details, location, etc.

Interest Completion Report: This report shows all of the attendees in eSocial and the number of interests they have selected.

Functions: There are two functions available in eSocial, Print Schedules, and Matchmaking. You can also view meeting locations in the schedule.

Print Schedules: Clicking the print schedules function will allow you to choose to print schedules for groups of confirmed attendees at once, or for a group of attendees in a certain category.

Matchmaking: The matchmaking function will take you to a new screen where you can generate and view your current matchmaking meetings. By default, you should see your Vendors on the left hand side of the screen, the meetings with the attendees will be listed on the right side. You can use the dropdown box to switch

 

       

the views so that attendees are listed on the left and their meetings with vendors on the right. Until matchmaking meetings are generated, you will not see any meetings on the right hand side. To generate meetings, click the “Auto Generate meetings” button in the top left corner of the screen.

When you click Auto generate meetings, a window will open allowing you to specify which days and which vendors to generate meetings for. If you have already generated matchmaking meetings previously, you will see a history of the completed generations. You will have the ability to undo any matchmaking generations, and can also view the number of vendors used in the meeting creation.

Specify Vendors: In this section you can choose which vendors you want to generate meetings for. If meetings should be generated for all Vendors, leave this box checked.

 

       

Specify Dates/times: This section allows you to specify which date and times to generate matchmaking meetings on. You will have a checkbox for each day of your event in eSocial. If the box for a day is checked, meetings will be scheduled for all available times on that day.

Other settings: In this section you can adjust the requirements for a minimum acceptable match. Use the slider to specify the minimum score a match must have in order for an appointment to be created. Keep in mind if pushed all the way left, there will be less meetings since you will only allow very good matches. If pushed all the way to the right, you will have significantly more meetings although some will be better matches than others. Using the checkbox will ensure the system recognizes previously scheduled non-matchmaking meetings when scheduling matchmaking meetings. When viewing the matchmaking meetings, clicking on a meeting will populate icons allowing you to take action with the meeting.

Edit ( ): the edit icon opens the meeting editor which allows you to change the attendee’s status for the meeting, compare schedules, adjust the meeting content, location, etc, and also send a meeting request email. Delete ( ): the delete icon will allow you to delete the meeting. You will receive an alert prompting if you are sure you want to delete the meeting. View attendee details ( ): clicking on the “View attendee details” icon will open the standard attendee record. Within the attendee’s record, you can edit their registration information, making changes to their interests, or edit/update meetings.

Move to next day ( ): Click the arrow to move the meeting to the same time on the next day. The meeting view will also refresh taking you to the following day displaying the meeting. You can also move meetings within the same day by dragging and dropping to a new time slot. The meeting time will automatically adjust. If you move a meeting into a new time slot and the attendee already has a meeting in that time slot, you will get the following message.