Category Archives: Registration Management

Email Templates

Adding a New Email Template

1. On the right of Reoccurring Distributions Click the plus icon () to start the one time distributions process.

2. A window will appear above to edit your information. Editing your emails is much like editing an HTML Pages.

Save As: The name of your Email Template
Subject: The subject of the email your registrant will see in their email.
Insert Merge Field: Choose from a drop down list of merge fields to include in your email template.

3. Click save icon () in upper right to save changes

4. Click “Send Sample” button to send your self a test example

5. To edit existing ‘Email Templates’ click on the edit icon ()

    • When creating event there are several email templates available for you to edit
    • Emails Include:

Email: Email template that will be sent to registrants
Final Page: Final page that is seen at the end of registration (Final.html pulls this page using merge field [[confirmation]]
Final Email Reminder: Final email reminder template
Pending Email: Email template that can be sent to unfinished records

Reoccuring Distributions

Adding a Reoccuring Distribution

1. On the right of Reoccurring Distributions Click the plus icon () to start the one time distributions process.

2. A window will appear to edit your information

Distribution Name: The name of your Distribution
Document to Email: Choose from the drop down the email template you have created for the distribution.
Person to Email Select from the drop down who is receiving the email, a registrant, exhibitor, or sales person
‘From’ Email Address: Enter the email that this email is being sent from
Sender/From email Name: Enter who the email is coming from
Starting Date: Enter the Start date of the email mm/dd/yyyy
Starting Time: Enter the Start Time of the of email to be sent out 00:00 AM/PM
Ending Date: Enter the End Date of the email to be sent out mm/dd/yyyy
Ending Time: Enter the End Time of the of email to be sent out 00:00 AM/PM
Server to Email From: Choose from the drop down the proper mail server to use.
Filter Type: Select from the dropdown to send to ‘All records’ or ‘Custom Filter’

Choosing a Custom Filter

  1. Field To filter on: These options consist of different merge fields used throughout the registration process. You can choose a filter based one what criteria you wish to email an attendee on, whether its an answer to specific demographic question, showtype, amount paid, etc
  2. Value to Filter on:Enter the answer, showtype code, amount paid, etc in this area
  3. Operator to Use:Select from several option that best fist your filter (equal to, less than/equal to, great than, etc.)
  4. Merge Filter: Click merge filter to merge together your selections

3. Click save icon () in upper right to save changes

4. Click “Send Sample” button to send your self a test example

5. To edit existing ‘Reoccuring Distribution’ click on the edit icon ()

One Time Distributions

Adding a One time Distribution

1. On the right of One Time Distributions Click the plus icon () to start the one time distributions process.

2. A window will appear to edit your information

Distribution Name: The name of your Distribution
Distribution Type: Choose if the distribution is one email, a 24 hour distribution or a reminder email.
Document to Email: Choose from the drop down the email template you have created for the distribution.
Send to: Select from the drop down who is receiving the email, a registrant, exhibitor, or sales person
Email Address: Enter the email that this email is being sent from
Sender/From email Name: Enter who the email is coming from
“BCC” Email Address
Seed Email Address: This email address will be sent the first email of distribution to ensure the email has been sent.
Starting Date: Enter the Start date of the email mm/dd/yyyy
Starting Time: Enter the Start Time of the of email to be sent out 00:00 AM/PM
Ending Date: Enter the End Date of the email to be sent out mm/dd/yyyy
Ending Time: Enter the End Time of the of email to be sent out 00:00 AM/PM
Distribution Status: This section will tell you if the Distribution has is pending, approved, or completed
Server to Email From: Choose from the drop down the proper mail server to use.
Distribution Dupe Criteria
Suppression Filter
Sales Person’s Email Address
Filter Type:

Choosing a Custom Filter

  1. Field To filter on: These options consist of different merge fields used throughout the registration process. You can choose a filter based one what criteria you wish to email an attendee on, whether its an answer to specific demographic question, showtype, amount paid, etc
  2. Value to Filter on:Enter the answer, showtype code, amount paid, etc in this area
  3. Operator to Use:Select from several option that best fist your filter (equal to, less than/equal to, great than, etc.)
  4. Merge Filter: Click merge filter to merge together your selections

3. Click save icon () in upper right to save changes

4. Click “Send Sample” button to send your self a test example

5. Click “Get Number of Records” button to see exactly how many people will receive email.

6. Click “Add Shows” button if you wish to include previous shows in distribution.

Financial Processor Setup

Current Financial Processor Setup

1. Choose a Credit Card Processor from the dropdown to the right. Options include:

None
Verisign-PFP
AuthorizeNet
ICVerify
CyberCash
CyberSource
CyberSource (Old)
Other
PSI Gate
Paypal
WellsFargo
PaypalAPI
Paymentech
NMI

2. Choose a Card Processor Method from the drop down on the right.

  • This will determine if money is processed in real time or stored in the database for processing later

None: Funds are not stored
Internal Batch/External Batch: Funds and Charging information is stored for processing at a later date
Internal Realtime/External Realtime: Funds are charged and processed in real time
Internal Realtime/External Batch: Funds are charged internally in back end in real time but not externally through registration process
Internal Batch/External Realtime: Funds are stored internally, but charged through registration in real time.

3. Enter an Application to run in the entry box to the right; This will be the password to your funds processor.

4. Enter the Sever Host in the entry box to the right.

5 Enter the Reference Number in the entry box to the right.

6. Enterthe Merchant Descriptor in the entry box to the right.

7. Click the save icon() in the upper right of the Current Financial Processor Setup to save all changes.

Payment Type SetUp

Available Payment Types

1. Under Available Payment Types, choose from the drop down a payment type you would like to add.

American Express
American Express
Discover
Master Card
Visa
Cash
Check
Purchase Order
Invoice
Wire Transfer
Government PO
Diners Club
Paypal
In House Credit

2. Select Yes or No from the drop down to make the payment internal or external
3. Click save icon () on the upper right of the Available Payment Types

Manage Refunds

Requested Refunds

1. Click the “View Requested Refunds” Button.
2. Records with pending refunds will appear below

Actions: You can edit () or email attendee from this location
ID# A clickable attendee ID (if you click on the ID an attendee details window will appear)
First Name:
Last Name:
Reg Type: The individuals registration type
Amount Charged: The amount the attendee has been charged
Amount Paid: The amount the attendee Paid
Refund Amount: The final refund amount
Reason for Refund:
Details/Noes: Separate notes concerning the refund

3. To view notes and approve/decline refund click the edit icon ()
4. To mail Customer click the mail icon

  • Email Details Window will appear
  • Choose the correct email or select “Send Attendee Confirmation” button to send updated confirmation
  • Click “Send Receipt” button to send the attendee a receipt

Declined

1. Click the “View Declined Refunds” Button.
2. Records with declined refunds will appear below
3. To view notes and approve/decline refund click the edit icon ()
4. To mail Customer click the mail icon ()

  • Email Details window will appear
  • Choose the correct email or select “Send Attendee Confirmation” button to send updated confirmation
  • Click “Send Receipt” button to send the attendee a receipt

Approved

1. Click the “View Approved Refunds” Button.
2. Records with approved refunds will appear below
3. To view notes and approve/decline refund click the edit icon ()
4. To mail Customer click the mail icon ()

  • Email Details window will appear
  • Choose the correct email or select “Send Attendee Confirmation” button to send updated confirmation
  • Click “Send Receipt” button to send the attendee a receipt

1. Click the “View Problem Refunds” Button.
2. Records with approved refunds will appear below
3. To view notes and approve/decline refund click the edit icon ()
4. To mail Customer click the mail icon ()

  • Email Details window will appear
  • Choose the correct email or select “Send Attendee Confirmation” button to send updated confirmation
  • Click “Send Receipt” button to send the attendee a receipt

HTML Pages and Images

Available Files and Images

1. A highlighted eight (8) digit number will appear under Available Files and Images; this is your show ID and holds all HTML files, CSS folder, and Image folder.
2. To the right there is the available HTML files to edit.

Editing HTML Files

1. Click on one of the available HTML Files to edit.

Address.html
Change.html
Products.html
Transactions.html
Final.html

2. An edit screen will appear above.

Design: The HTML will be default open up to the design tab. Here you can edit basic text and see how the page will look. (do not cut and paste information into this tab)

HTML: In this tab you can edit any an all HMTL, included but not limited to links, tables, text colors, headers, etc (it’s best to make all edits to the content here)

Preview: This tab allows you to preview the page, showing all styling from CSS and edits.

Merge Fields

  1. On the left hand side after opening an HTML file to edit, there is a list of available merge fields. Merge fields are used to pull information from different parts of the platform into your site. Each merge field is influenced by the matching category within the Platform.
  2. Name and Address
    • Address Widgets
      • Address with No Legend Cell Phone Extra 1
      • Address Source CodeBox No Legend
      • Address 4 Box
      • Address No Box
      • Address No Box 1 Col
      • Address NoBox 2 Col
      • Address No Legend
    • Individual Fields
      • This list contains individual fields form the address template
  3. Demographic Questions
    • Demographic Widgets
      • Demographic 1 Column
      • Demographic 1 Column No Legend
    • Individual Questions
      • Place individual Demographic question fields in the registration process
  4. Products & Prices
    • Product Widget
      • ProductGroupNoPriceListViewPopUpURL
      • ProductGroupExpandableDescriptionNoPrice
      • ProductGroupExpandableDescriptionNoPriceNOJS
      • ProductGroupCurrentPriceListView
      • ProductGroupExpandableDescription
      • ProductGroup1PriceListViewPopUpURL
      • ProductGroupCurrentPriceListView
      • ProductGroupExpandableDescription
      • ProductGroup2PriceListViewSubGroups
      • ProductGroup1PriceListViewSubGroups
      • ProductGroupNoPriceNoDescPopupListView
      • ProductGroupHotel
      • ProductGroup3PriceListView
      • ProductGroup1PriceTabView
      • ProductGroup2PriceListView
      • ProductGroup1PriceListView
      • ProductGroupNoPriceListView
      • ProductGroupnopricenolegend
      • ProductGroupNoPriceTabView
    • Individual Fields
  5. Transactions Fields
    • Transaction Widget
      • TransactionsExhibitorCheckPolicy
      • Transactions2Colnolegend
      • TransactionsWithHotel2Col
      • Transactions
      • TransactionsExhibitor
      • TransactionsNoBilling
      • Transactions1Col
      • Transactions2Col
      • Transactions1Colnolegend
    • Individual Fields
  6. Event Fields
    • Show=EventName
    • Show=Location
    • Show=StartDate
    • Show=DisplayStartDate
    • Show=DisplayStartTime
    • Show=EndDate
    • Show=DisplayEndDate
    • Show=DisplayEndTime
    • Show=ContactName
    • Show=CallCenterNumber
    • Show=EmailAddress
    • Show=VenueName
    • Show=VenueAddress
    • Show=VenueAddress2
    • Show=VenueCity
    • Show=VenueState
    • Show=VenueCountry
    • Show=VenueZipCode
    • Show=EventLink
    • Show=EventDescription
  7. Menu Options
    • These include the individual showtypes
  8. Additional Choices
    • Widgets
      • Ebadge with Full Grid
      • No Twitter
      • Live Player With Slides

Uploading Images

1. All of your images are located in the sub-folder called “Images”

Existing Images: If you need to pull your image’s web link for use, simply open the folder, click on the file, then right click on the image itself. Depending on your web browser, you should see an option entitled “view image info”. This will pull up all the details of your image, including size and weblink location.

Folders: You can organize or re-organize your files into folders similar to an operating system like Microsoft Windows. To open or create a new folder, please use the icons listed, or click on the folder itself. Unfortunately for your protection, an existing folder cannot be renamed or deleted. This is the same with existing images and files. This is done to prevent accidentally deleting a critical folder or file in your campaign.

2. To upload a new image file, click on the Plus Icon ()

Restrictions: All image files must be 200 kilobytes or less. We generally recommend using a file extension which provides a good quality vs. size such as PNG.

Upload: You can upload up as many files as you would like at a time. By default, our system displays three upload links. If you need more, just click the “add” button to add another upload link.

Overwrite: If you are trying to replace an existing image, please click on the box at the bottom of the pop up entitled, “Overwrite if file exists?”

Custom Lists

Adding a Custom List

1. To Add new Custom Lists click the plus icon () on the upper right of the Custom Lists box.

2. An edit box will show at the top of the screen

List Name: Enter the name of your custom list to be used
Value to Display: This entry is what will show during the use of the custom list
Value to Store:This entry will show on all reporting
Sort Order: enter a numeric value to place where in the list the entry will fall

3. Click the Save Icon () on the upper right in Custom List Detail.

Adding a Custom List Entry

1. To Add a new Custom Lists click the plus icon () on the upper right of the List Details for:[[custom list name]].

2. An edit box will show at the top of the screen

List Name: This will be pre-populated with the list name
Value to Display: This entry is what will show during the use of the custom list
Value to Store:This entry will show on all reporting
Sort Order: enter a numeric value to place where in the list the entry will fall

3. Click the Save Icon () on the upper right in Custom List Detail.

Address Templates

Address Templates

1. To Add new address templates click the plus icon () on the upper right of the current template box.

2. To Edit a Current Address Template click the default template “Attendee” on the left hand side under Current Templates.

3. The selected address field will populate on the right with fields to edit

Template Name: Here you can edit the Template name that best suits your needs.

# of Extra Fields: Select a number of extra fields you desire for addition information (mobile phone; emergency contact; emergency contact name; etc)

4. Click the Save Icon () on the upper right in Header Information.

Editing Selected Address Templates

1. In the “Details” Information, address field will populate on the right including (First Name, Last Name; Company; City; State; Email; etc.)
2. To edit each field Click on the edit () an edit box will appear above Details

Field:The field that an entry will fall under in all reporting
Text: Entry here is what shows on html pages
Sort Order: Where the Item will fall in the address information page.
List Name: Choose a custom list to populate an entry
Default Value: A pre-entered entry can be entered here
Required: Check to make an entry required for this field
Editable: Check to enable editing for this Field
Use as Input Field: Check to have this field appear on contact page
Validate: Check to ensure valid entry (E-mail, Source code)
Drop Down: Check to make field feature a drop down (best used with custom list)

Fields of Entry:

Prefix
First Name
NickName
MiddleInt
Last Name
Suffix
Title
Company
Street1
City
State
Zip Code
Country
Telephone
Email
Source Code
Extra1…Extra40

3. Click the Save Icon () on the upper right in Address Detail.

Source Code

Current Source Codes

1. Click on the Plus () icon in the tools section of your Current Source Code Box.

2. An edit box will show at the top of the screen.

Source Code Details Tab

Source Code: Enter the title of the Source Code.
Description: Enter a brief description of the Source Code.
Rate Code: Selecting this will have a Source Code reflect a certain price across reg types and products.
Reg Type: Attaching a Reg Type to a Source Code will change a registrants Reg Type to the one selected affecting products and prices.
Product Group: Attaching a Product Group to a Source code will cause the selected product group to show during the registration process on the products stage
Internal Use Only: Selecting Yes or No to make only available for admin use.
Enforce Limit: Select Yes or No to limit use of Source Code to set quantity
Length to Check By: Set numaric value to keep Source Codes
Quantity Mailed/Available: How many times a Source Code can be used.
Sort Order: Where the Source Code will fall in the Source Code list.

3. Click the Save Icon () in the tools section of the Source Code Detail Box.

To edit a Source Code:

1. Click on the edit icon () in the Source Code row you would like to edit.

2. An edit box will show at the top of the screen. See field descriptions above ^

3. Click on the Save Icon () in the tools section of your Current Source Code Details Box.

To delete a Source Code:

1. Click on the Delete icon () in the Source Code row you would like to delete.
!Please make sure you want to delete this Source Code versus not use it!

To Import Source Codes:

1. Click on the Import () icon in the tools section of your Current Source Code Box.

2. An Import Source Code box will show at the top of the screen.

Import Source Codes Tab

Step 1. Setup your file layout: In this section, specify each column with the descriptions that explained above ^. If you do not want a specific column then leave that drop down ‘Skip’.
Step 2. Select File: Choose a Tab-Delimited file by clicking the ‘Select’ button, browse for the file, select it and then click the ‘Upload and Import Now’ button.