To setup a new event or to review an existing event :
- Select Manage Events from the Main Screen.
- Select the event to review and double click on the event name or click the Add to add a new event.
The existing or new event will open with all the pages or screens corresponding to the event.
Event: Main Page
The Main Page consists of 8 major sections that describe the event. Make sure to enter all the necessary information about the event.
- Enter a name for the event
- Enter the start and end date for the event.
- Enter the dates when the registration starts and ends
- Enter the location of the event. Click on Show Map option to display the map for the event to users
- Select Enable Facebook Sharing option to make your event available in Facebook
- Select the person that will be the contact for this event.
- Provide an email for the event
- Other configurations options are: Use Purchase Tickets instead of Register option to change the wording for the event. Show the travel subsidy option will display subsidy information for attendees when they are in the process of paying. Allow the user to bring guests option allows attendees to register their guests. The option below will restrict the number of guest.
From this screen you can preview your event by selecting Preview Site. It is better to preview after you finish entering the information in the Web Content Page. To publish an event to the web, click in Publish to Web. Enter information in all the screens and review it before publishing the event.
Photo and PDF Screen
The system will allow a photo and a PDF file to be displayed. The photo has a maximum size of 250 pixels wide by 150 pixels high resolution. The PDF file is necessary in cases when there is more information needed about the event.
Web Content Page
This screen contains important fields that describe the event to participants or viewers on the web. The fields allow regular text to be entered, but if you want to have more control on the text, use html language.
- Main Description
- Registration Information
Note: After finishing with this screen, go back to the main screen, and do a preview of the site.
In this preview, you will see where all the information about the event is going in the main page of the event web page. Review your information and do the necessary changes before continuing to the other screens. The registration will not be allowed at this point because the site is not published yet.
Email Content Page
This screen only has two fields, Email Confirmation Header and Email Confirmation Footer. Add the wording that will be added will reflect in the email that will be sent to participants after they pay for the event.
Data Collection Page
Select the fields that need to be collected from attendees when they register. Unclick fields that will not be needed.
Custom Questions Page
Enter questions that you want to know from attendees. For example if you are planning to give out T-Shirts at the event, you might want to know their T-Shirt size when they register.
Event Waiver Page
If you are going to display a waiver to attendees, click on the waiver option. Then, enter the text for the waiver.
Note: Check with the Legal Department for examples of waivers.
You can enter activities that attendees can decide to participate or not.
Discount Codes Page
If discounts will be awarded for the event, enter the codes. The discounts can apply to a specified amount or a percentage.
Ticket Types Page
Enter as many ticket types that you will be selling. You can have more than one type of ticket.
If merchandise will be sold to participants, it will have to be setup here. Click on the add button to start setting up your merchandise. You can enter a title, description, photo, limit quantity per guest, and the merchandise options with price and inventory.
Payment Options Page
There are 3 payment options:
- Pay in full,
- Down payment
- Register provisionally and pay later.
Select the best options for your event.
Customer Payment Page
This page displays all the people that have registered for the event, and it includes the details of each transaction. You can cancel registrations, print statements and provide refunds by selecting a customer and selecting the specific button.
Registered Guests Page
If you allowed guests in your event, you will be able to see them in this screen. You can see who register them, and you can also remove the guest.
User Permissions Page
Enter the name of users that will have access to edit your event.
This screens contains the accounting information with the credit and debit account codes. The required fields get displayed or hidden depending on the Income Recording Option selected. The accounts entered must be valid GL accounts or Shelby accounts and they must match the company at the DHQ and Local level. Finance and IT are the only ones allowed to enter these codes.
Note: An event can’t be published to the web without accounting information entered.
The mailing page helps you to contact registered users.
The resource management page allows you to assign seats, hotel rooms, cabins or other resources to your event attendees.