Managing individual events

Quick Tutorial Full Training

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.

Showcase

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.

Deleting registration options and program items

Event registration options and program items can only be deleted if there were never any registrations recorded for them; this includes if someone was registered and then their registration was cancelled. Even if the registration was cancelled, the registration option or program item cannot be deleted.

Note: If you need to delete a registration option or program item that does contain or once contained registrations, you can instead update the settings to be for staff use only. See Adding program items to an event or Defining event pricing and registration options.

Deleting a registration option

To delete an event registration option, do the following:

    1. Go to Events > Find events.
    2. Open the desired event andclickEditon the Showcase tab.
    3. From the Pricing tab, locate the registration option you wish to remove.
    4. Click the Delete link.
    5. Click OK when prompted to confirm deletion.

Deleting a program item

To delete an event program item, do the following:

    1. Go to Events > Find events.
    2. Open the desired event you wish to modify.
    3. On the Showcase tab, in the Program section, find the program item to be deleted.
    4. Select the program item link to open it.
    5. From the drop-down, select Delete.
    6. Click OK when prompted to confirm deletion.

Dashboard

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. See Modifying the event-specific console.

Generating invoices

The Generate Invoices button enables staff users to generate official invoices for events. The invoices can then be sent to the Bill To contact for each registration.

When you click Generate Invoices, a new window is displayed. This window has a Registrations with an outstanding balance only option that is enabled by default. This functionality is restricted to staff users with an Event: 2 module authorization level. Registrations can only be invoiced once the batch containing the registration has been posted.

The generated invoices are assigned invoice numbers if they do not already have them, and orders are updated with an invoice number. If the Registrations with an outstanding balance only option is enabled, then invoices for registrations with no outstanding balance are not assigned an invoice number. The invoice date is updated to the date you generate the invoice.

On this new window, when you click Generate Invoices, a message is displayed either indicating the number of invoices generated or that no registrants were available to invoice.

The generate invoices window.

Click View invoices. A new window is displayed that shows all invoices for the event. Staff users can review invoice information for the specific event.o

Running reports

The Run Reports button displays several event-specific reports that can be immediately run. The following is a list of the available reports:

Print badges

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:

  • EventCode: The unique event identification code determined during your initial event set up.
  • (optional) First Name begins with: Enter a first name to display badges only for people with that name.
  • (optional) Last Name begins with: 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.

Print confirmations

Prints event confirmation notices for the selected event, including line item prices and amount due. To configure the Print confirmations report results, you can adjust the following parameters:

  • Display Organization Logo: Select Yes or No from the drop-down. If you select Yes, the organization’s logo will be included on the report.
  • Display Organization Name: Select Yes or No from the drop-down. If you select Yes, the organization’s name will be included on the report.
  • (optional) Registrant ID: Enter the ID of an event registrant to display a confirmation for that individual.

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

Registrant directory

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

  • Event: The name of the event.
  • 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 (*).
  • 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 Email: Select Yes or No from the drop-down list.
  • Include Full Address: Select Yes or No from the drop-down list.
  • Include Phone: Select Yes or No from the drop-down list.
  • 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.

Registration option registrants

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:

  • (optional) Report Title: Enter a descriptive title for your report.
  • Event: The name of the event.
  • Show Registrants for: Select either Registration Options or Program Items in order to display the registrants that are listed for each option.
  • 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 (*).
  • Include Wait List: 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 formatting for printing.

Program item registrants

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:

  • (optional) Report Title: Enter a descriptive title for your report.
  • Event: The name of the event.
  • Show Registrants for: Select either Registration Options or Program Items in order to display the registrants that are listed for each option.
  • 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 (*).
  • Include Wait List: 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 formatting for printing.

Print certificates

Prints certificates of completion for each attendee of the selected event. To configure the Event certificates report results, you can adjust the following parameters:

  • (optional) ID: Enter the name of the event.
  • (optional) Title: Enter a descriptive title for the type of certificate: for example, a Certificate of Completion.
  • (optional) Completion Text: Enter the completion text.
  • Display Event Name: Select Yes or No from the drop-down. If you select Yes, the event name will be included on the report.
  • Display Event Dates: Select Yes or No from the drop-down. If you select Yes, the date of the event will be included on the report.
  • Include Financial Entity Logo: Select Yes or No from the drop-down. If you select Yes, the logo of the Financial Entity will be included on the report.

    • Note: The Include Financial Entity Logo parameter uses the logo of the Financial entity for the selected event, if there is one defined. If there is no Financial Entity defined for the event, the logo parameter uses the Meetings entity. If there is no entity defined for Meetings, the entity defined as the default Financial Entity for the system will be used.

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

Planning report

Displays a summary of the event definition, with an option to include function summaries. The function summaries display time, date, and attendance information, as well as the space, resource, speaker, and staff requirements defined in the function Plan.

The planning report.

Planning report continued.

See Specifying resources for an event for more information.

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

Weeks out report

Displays the number of registrants for the selected event by the number of weeks prior to the event’s begin date. Select an Event from the drop-down to display registrant information.

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

View invoices

Displays a query menu that allows you to view results of event-specific invoices. These results can be refined by choosing All invoices or Open invoices from the Select a query drop-down.The following parameters are also available:

  • Generated on between: Enter a date range
  • Invoice number: Enter a value for invoice number
  • Registrant name contains: Enter a value for the registrant name
  • Registrant ID: Enter a value for ID of the event registrant
  • Bill to name contains: Enter the Bill to name for the event registration

Query results can be exported in the following file formats: Word, Excel, PDF, CSV and XML.

An Event Invoice report, which includes all the invoices for the selected event, can then be printed using the Print All Invoices button. This report can be exported as a PDF or Excel file.

Note: The EventPrintInvoices shortcut can be modified to change what report prints when using the Print All Invoices button by changing where the shortcut points.

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

Printing tickets

This button displays when Print Tickets is enabled for at least one registration option or program item of the event. When Print Tickets is enabled, you are able to print tickets With badges or Without badges for registrants of the program items and/or registration options. There are separate pages for each registrant.

Tickets with and without badges.

Managing speakers

The Speakers tab of the event Dashboard contains the following queries:

By speaker

The By speaker query lists each speaker for the event, their ID, Organization, and the number of Sessions they will present. Expand the row for a speaker to view the following information:

  • Function – The registration option or program item for which the speaker will present.
  • Begins – The date and time the speaker will present.
  • Speaker Type – The type of speaker, such as keynote speaker, moderator, presenter, or panelist. To define additional speaker types, see Defining event resource types.
  • Bio – Notes about the speaker.
  • Function Type – The type of function for which the speaker will present, such as a program item or registration option.

The function type column displayed.

Program items

The Program items query lists the speakers for each program item. Search for specific speakers using the available search filters.

On the speakers page, the Program items query lists the speakers for each program item

The Program items query includes links to the program items, where staff users can edit the planned speakers. For more details, see Editing speaker information for program items.

Registration options

The Registration options query displays the speakers for each registration option. Search for specific speakers using the available search filters.

Registration option.

The queries on the Speakers tab allow staff users to edit and export speaker information:

Editing speaker information for program items

The Program items query on the Speakers tab includes links to the program items, where staff users can edit the planned speakers.

To edit the speaker information for a program item, do the following:

  1. From the Speakers tab, select the Program items query.

    2. Select the Program items query.

  2. Select the Program Item.

    3. Select the program item.

  3. From the program item, click the edit icon.

    4. Click the edit icon.

  4. Select the Plan tab.

    5. Select the plan tab.

  5. In the Speakers area, edit the speaker plan by doing the following:
    • Click Add speaker to add a speaker.
    • Click the delete icon to remove the speaker.

      • An arrow pointing to the delete icon.

    • Click the edit icon to edit the speaker’s information.

      • An arrow pointing to the edit icon.

  6. The following speaker information is available for edit:
    • Speaker Type – From the drop-down, select a different speaker type.
    • Speaker – Click the Change icon to select a different speaker.

      • An arrow pointing to the swap speakers icon.

    • Speaker Bio – Enter or edit the associated notes about the speaker.

      • Note: The Speaker Bio fields accept HTML. If inserting a link, be sure to add the target="_blank" attribute. For example: <a href="https://www.advsol.com/" target="_blank">Linked text</a>

  7. Click the save icon to save your edits.

    8. An arrow pointing to the save icon.

  8. Click Save & close.
  9. Click Back to return to the event dashboard

    10. An arrow pointing to the back link.

For more information, see Defining resources for functions.

Exporting the speaker queries

To export speaker data from the event dashboard, do the following:

  1. From the Speakers tab, select the desired query.

    2. Select the desired query from the drop down.

  2. (optional) For the Program items and Registration options queries, search for specific speakers using the available filters.
  3. From the Export drop-down, select the desired file format. The query automatically exports to the selected file type.

    4. From the export button select the desired export file.

You can join certain invoice business objects with CsEvents to provide detailed invoice information to your specific event dashboards.

Example: You want to know how many registrants for the annual conference have a balance due. To do this, you must create a query and add it to the specific event dashboard.

Creating the query

To create the query, do the following:

  1. Go to RiSE > Intelligent Query Architect > New > Query.
  2. Enter a Name, such as Event registration with balance.
  3. (Sources tab) Select All sources and add CsEvent and EventInvoice.
  4. From the Relations area, add the following join:
    • CsEvent.Event Code = EventInvoice.Event Code
  5. (Filters tab) Add the following filters:
    Table: Properties
    PropertyFunctionComparisonMultipleValueAdd To Search?
    EventInvoice.BalanceNoneGreater Equal Constant0 
    EventInvoice.Event TitleNone    Required
  6. (Display tab) Add the following properties:
    • [CsEvent] Event Code
    • [EventInvoice] Balance
    • [EventInvoice] Bill To ID
    • [EventInvoice] Invoice Number
    • [EventInvoice] Registrant Full Name
  7. Save and Run the query.

Adding the query to an event dashboard

To add the query to the event dashboard, do the following:

  1. Go to RiSE > Page Builder > Manage content.
  2. Go to @/iCore/Staff_Dashboards/Specific_Event and Copy the Event Detail and Event Dashboard content records.
  3. Paste the records into a Shared content folder.
  4. Open the copied Event Detail record and select Add content.
  5. From the Content gallery select the Query Menu shortcut.
  6. Select the query you just created in the Source query or folder field, then click OK.

    7. Select the query you just created in the Source query or folder field, then click OK.

  7. Click Save & Pubish.
  8. Open the copied Event Dashboard content record:
    1. From the Event Dashboard content item, select Configure.

      2. An arrow pointing to the configure link.

    2. Click the Dashboard tab.
    3. From the Content to display field, select the Event Detail content record previously copied.

      4. Select the event detail content record previously copied.

    4. Click OK, then click Save & Publish.
  9. Go to RiSE > Site Builder > Manage shortcuts.
  10. Edit the EventDashboard and EventDetail shortcuts to point to the new content records. Click Update.

    11. Make sure to edit both the event dashboard and event detail shortcuts.

  11. Go to Events > Find event and select any event. From the Dashboard tab, you’ll see the new query.

    12. An event dashboard showing the new query.

Registrants

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

Viewing a registrant's individual registration

Staff users can view the registration details of each registrant by selecting the View registration link.

Note: The View registration link is also available on the Participation tab of the account page, under the My upcoming events section.

The View registration link displays the event registration details page. This page includes the event dates, a View event link that opens the event page, registration option, registration status, the date the registrant signed up for the event, the Bill to name, the total registration price, and the remaining balance.

The registrant’s Badge information is also shown on the details page. This includes the registrant’s Informal name and Full name, City, State/Province, Country, and who they are a Guest of (if applicable).

The Edit Registration link goes to the event Showcase, and allows Staff users to modify the registrant’s event registration details On behalf of the registrant.

Clicking the View Account Page opens the registrant’s account page.

Printing event confirmations

Event confirmations can be printed from the event registration details page by clicking Print Confirmation. This button is displayed for all event registrations. See the Event Registration Confirmation report for more information.

Printing confirmations from the event registration details page will update the Confirmation Sent date. For more on event confirmations, see Issuing event confirmations.

Printing event registration invoices

Event registration invoices can be printed from the event registration details page by clicking Print Invoice. This button will only display when an invoice has been created for the registrant.

Note: The EventInvoiceReport shortcut can be used to change what report prints when using the Print Invoice button by modifying where the shortcut points to.

See the Event Invoice report for more information.

Viewing program item registrations and question responses

Staff users can also view the registrant’s Program item registrations, including the program item name, the quantity, and the start and end date and time for the program item. The registrant’s responses to event questions are also included.

The program item registrations list, and the registrant’s responses to the event questions can be exported and printed.

The program item registrations list, and the registrant’s responses to the event questions can be exported and printed.

Note: Any modification to responses to event-level and function-level questions will not be retained until the cart is submitted.
For example, register for RegOption1 and provide responses to related questions. If we change the registration to RegOption2 and provide responses to related questions for RegOption2 then all responses related to RegOption1 are deleted as the cart is not yet submitted.
Submit the cart for RegOption2 and then view the registration. We can edit and change the responses to related questions from RegOption2 to RegOption1. We can provide responses to related questions for RegOption1 but the answers for RegOption2 will remain in the database until the cart is submitted again.

Questions

The Questions tab displays registrant responses to event-level questions.

The questions tab.

Note: If you copy an event or use a template to create an event, the event questions are copied over and cannot be deleted. If needed, you can hide questions. See Adding program items to an event for information on how to hide event questions.

Use the Response reports to report on the event questions:

  • Summary - 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.

    • Summary report.

    Summary report continued.

    Expand each section before exporting the report if you want all data to display in the exported report.

    Expand before exporting if you want names to display in the summary view.

    Expanded view continued.

  • Detail - Responses are displayed per question with the registrants full name and organization.

    • Detail view.

Event questions can be reported on using the FormDefinitionFieldData and FormFieldResponseData business objects. Do the following to create your own event question report:

  1. Create a new query.
  2. (Sources tab) Add the following sources:
    • FormDefinitionFieldData
    • FormFieldResponseData
    • NetContactData
    • CsEvent
  3. (Sources tab) Relate the sources:
    • FormFieldResponseData.Form Definition Field Id = FormDefinitionFieldData.Form Definition Field Id
    • FormDefinitionFieldData.Form Definition Id = CsEvent.Form Definition Id
    • FormFieldResponseData.Id = NetContactData.Id
  4. (Filters tab) Add any desired filters, such as setting the [CsEvent] Event Code property equal to a specific event.

    5. The [CsEvent] Event Code property configured for the query.

  5. (Display tab) Add the following display properties:

      From the display tab, add the following properties.

    • [FormFieldResponseData] Form Definition Field Caption - Alias this property as Question.
    • [FormFieldResponseData] Response
    • [NetContactData] Full Name
  6. (Sorting tab) Sort on [NetContactData] First Name, so that all responses for a single contact are grouped together.

    7. Sort on [NetContactData] First Name.

  7. Click Save.
  8. Click Run.

    9. The query results.