Managing events

An event can be managed entirely through the Staff site, however some administrative features are exclusively configured in the Advanced Accounting Console. Your Advanced Accounting Console includes an Events page with additional access to often-used features. For more information, see Defining an event.

You must close an event before event MEETING and MEETFUNC activity records can be created. When closing a completed event, a registrant's order data is replaced with an event MEETING activity record.

If the Create Detail Activity checkbox is selected on the Event Function Detail window for a specific function, a MEETFUNC activity record will be created for this function when the event is closed. you can tell at a glance which event functions have this checkbox selected by looking at the function list in the Define an Event - event details window. The Activity column specifies YES if the checkbox is selected.

You must ensure that you have selected the Create Detail Activity checkbox for the desired functions before you close the event.

If the Delete Event Definition on Close option is enabled on the Event System Preferences window the definition and planning records for the event are purged when you close the event. If this option is disabled, the event and product planning information remains in iMIS, the event detail is purged, and a C appears in the Status field to indicate that the event has been closed.

You can close an event any time after completing all event registrations. Open receivables are tracked in AR/Cash for any outstanding balances.

If you are licensed for CEU and tracking continuing education unites for one or more functions within the event that you are closing, you must update the attendance for those functions before closing the event. If an individual is marked as a no-show, you must remove that individual from the function to avoid creating a MEETFUNC activity record for the no-show.

  1. Open the event.
  2. Review the Activity column in the function list to ensure that a value of YES is displayed for every function for which you want MEETFUNC activity records created when you close the event. To change an Activity value to YES, edit the function and select the Create Detail Activity checkbox in the Event Function Detail window.
  3. Click More and select Close Current Meetings. If the system finds current registrants, a message is displayed stating that the event has current registrants.
  4. Click Yes. A system message prompts you to verify closing the event.
  5. Click Yes. A message is displayed notifying you that all event details will be removed and that activity history will be generated for all of the registrants.
  6. Click Yes to close the event.

When you cancel an event, iMIS automatically reverses the accounting entries that were created during order processing. The income accounts are debited and AR/Cash is credited. All open receivable balances for unpaid orders are closed (brought to zero balance). For registrants who have already paid, the reversed entry results in open credits. Open credits can be refunded or can be applied to other orders or event registrations.

If you enable the Delete Event Definition on Close option on the Event System Preferences window the event definition is deleted when you cancel the event. If the option is not enabled, the event you are canceling appears on the list of events on the Define an event window with the status of X.

  1. Canceling an event, unlike canceling a registration, is irreversible. All registration details are always deleted after an event is canceled.
  2. Open the event.
  3. Click More and select Cancel Current Meeting. If the system finds current registrants, a message prompts you to verify the cancellation of the event. Click Yes if you receive this message. A system message prompts you to verify canceling the event.
  4. Click Yes. A message prompts you to verify canceling the event because the action is not reversible.
  5. Click Yes to cancel the event.

Every event in iMIS has its own unique console. From a single location, staff event managers are able to see at-a-glance statistical information, run reports and print badges, view registrants, and view and edit event and program item details.

The event-specific Dashboard tab provides a quick view of important, up-to-date registration information and statistics for a specific event. The dashboard information is configurable.

Staff users also have the ability to configure custom Staff dashboards for each event. This can be configured when creating a new event.

The Reports area displays a graphic panel with links to Print Badges, Registrant Directory, Registration Option Registrants, and Program Item Registrants:

Note: Event questions can be reported on using the FormDefinitionFieldData and FormFieldResponseData business objects.

Displays a report containing registrant badge information. The badges display the full name, informal name, title, organization, city, state/province, and country of each registrant. This report is configured to print badges on Avery 5392 badge stock. To configure the Print Badges report results, you can adjust the following parameters:

  • Event Code: The unique event identification code determined during your initial event set up.
  • First Name (optional): Enter a first name to display badges only for people with that name.
  • Last Name (optional): Enter a last name to display badges only for people with that name.
  • Include Guests: Select Yes or No from the drop-down list. If you select Yes, guests are grouped together with the primary registrant and their badge will display only their name and a note that they are a guest of their primary registrant.
  • PDF and Excel icons: Select an icon to export the report as the designated file type.

    • Note: You must export a report as a PDF in order to preserve the Avery 5392 formatting for printing.

Displays a 2-column report that lists all event registrants and their information. To configure the Registration Directory report results, you can adjust the following parameters:

  • Report Title (optional): Enter a descriptive title for your report.
  • Include Guests: Select Yes or No from the drop-down list. If you select Yes, guests are grouped together with the primary registrant and their badge will display only their name and a note that they are a guest of their primary registrant.
  • Include Cancelled: Select Yes or No from the dropdown list. If you select Yes, cancelled registrations are included in the report and are distinguished by an asterisk (*).
  • Event Code: The unique event identification code determined during your initial event set up.
  • PDF and Excel icons: Select an icon to export the report as the designated file type.

    • Note: You must export a report as a PDF in order to preserve formatting for printing.

Displays a list of registrants and the organizations they belong to for each registration option. To configure the Registration Option Registrants report results, you can adjust the following parameters:

  • Report Title (optional): Enter a descriptive title for your report.
  • Include Cancelled: Select Yes or No from the drop-down list. If you select Yes, cancelled registrations are included in the report and are distinguished by an asterisk (*).
  • Show Registrants for: Select either Registration Options or Program Items in order to display the registrants that are listed for each option.
  • Event Code: The unique event identification code determined during your initial event set up.
  • Include Waitlist: Select Yes or No from the dropdown list. If you select Yes, guests are grouped together with the primary registrant and their badge will display only their name and a note that they are a guest of their primary registrant.
  • PDF and Excel icons: Select an icon to export the report as the designated file type.

    • Note: You must export a report as a PDF in order to preserve formatting for printing.

Displays a list of registrants and the organizations they belong to for each program item. To configure the Program Item Registrants report results, you can adjust the following parameters:

  • Report Title (optional): Enter a descriptive title for your report.
  • Include Cancelled: Select Yes or No from the drop-down list. If you select Yes, cancelled registrations are included in the report and are distinguished by an asterisk (*).
  • Show Registrants for: Select either Registration Options or Program Items in order to display the registrants that are listed for each option.
  • Event Code: The unique event identification code determined during your initial event set up.
  • Include Waitlist: Select Yes or No from the dropdown list. If you select Yes, guests are grouped together with the primary registrant and their badge will display only their name and a note that they are a guest of their primary registrant.
  • PDF and Excel icons: Select an icon to export the report as the designated file type.

    • Note: You must export a report as a PDF in order to preserve formatting for printing.

The Showcase tab is the landing page for events, and displays the same information your event registrants see. Event details, functions, and options are configurable from this section. For more information about using the showcase tab, please see Creating an event and Registering for events.

The Registrants tab presents a listing of all the registrants for a selected event.

The Questions tab displays registrant responses to event-level questions. Answers are displayed in a percentage format for yes/no questions, in a graph format for multiple-choice questions, and as a collapsible list for open-ended response questions.

Event questions can be reported on using the FormDefinitionFieldData and FormFieldResponseData business objects.