event registration setup – v1 Draft 20140319
event registration setup CHECKLIST
/Notes / Sample
/Order of work:
· T-email(s) – might have to make 2 passes to complete these
· Event Links, Event Calendar Page
· Vidego set up; Webplayer page set up
· Event Links Summary email to Marketing, submitter
· Media link and set-up (e.g. Vidego, or DrSha TV) / Information is received by email or by Events Posting Request (online) form, and POS Event Creation (online) form.
Tmail(s)
Template Name format: Prefix “TEMPLATE:” then 3 digits for month, type 3 char month, 2 digit day, short description of event, -Mode of Attendance (-P, -W, -PG, -WG, -B) or GST INV
Title: Event name, location, date, how you are attending – Thank you for Registering
Content: Use info from the eblast draft, or tmail content sent directly to Support Team
Tmails: A product could have 1, 2, 3 (and for a retreat), or more tmails / Can duplicate from existing similar tmail, or create new.
There is a tmail for each mode of attendance, and frequently a separate one for the ‘guest invitations’ that are sent to the paying customers.
Sample: TEMPLATE: 003 Mar 01 FSHB 2014-W
The tmail(s) selected are shown below the list of available tmails in the Product set up.
Caution: When duplicating a product, active tmails must be re-set. Some tmails cannot be completed until guest links are created; the url and passcodes also get filled in later.
Event registration: New
Type: Virtual Product
Attribute set: 1 Event / Using the duplicate function can save some time, but ALL fields and tabs must be reviewed, AND the storefront info must also be proofed
General tab
Event title: Event name, location, date, how are you attending
Max Purchase: 1 for Limit to One
SKU: Workshop or Retreat, Event Name, Date, Attendance mode
Status: enable
URL key: Clear out the existing URL (if duplicating an item); the url will be generated by system
Visibility: Catalog and Search for regular registration, hidden items should be Catalog only
Event Type: Choose from dropdown
Descriptions: Add short description and long description / Sample: W-DHI-140315-W
Follow format of prior products; when in doubt – ASK.
Sample: W-DHI-140315-W
Prefix: W- R- T-
Event abbrev and 6 digit date
Suffix: -W, -WG, -P, -PG, B
Reporting tab
Enable quick reports = Y
Quick report Position: 4 digit ddmm
Revenue Code: x Project Code: x Cost Centre: x / Event abbrev, and attendance mode
Sample: 0101FSHBw
Accounting Codes should be provided by submitter, could be similar to duplicated item, or clues from event
Active-Exp Dates: Product Expiration Date
Active From: Set from the date registrations are allowed
(mostly, ‘today’)
End Date: Set for the day after the end of the event / For an event period of March 3 through March 5
Active From: 3/3/14
End Date: 3/6/14
Email Options tab
Product email enabled: yes
Product email sender: Customer Support.
Product T-email: Select tmail template from drop down / Caution:
When duplicating a product, active tmails must be re-set.
Prices tab
Price: Set price
Tax Class: Choose from drop down
Special Price: Set special price
Specials Dates: Insert as applicable
Images tab
Select or upload appropriate image: Click all radio buttons in that row, checkmark ‘Exclude’, do not checkmark ‘Remove’ / Keep In Person, Webcast, Blessings, Teleconference images in every product, but click the radio buttons for the mode of attendance of the specific link.
Webcasting Info tab
Set event start and real/actual end date.
Leave city blank for now
Tabs: Video, Design, Integration, Meta Information, Recurring Profile, Shipping / Leave these blank for now
Inventory tab
Manage Stock: Yes
Qty: Webcast, Teleconference: set to 10000
In Person: get venue limit/max
Maximum Qty Allowed: 1, by default
Stock Availability: In Stock / On Max Qty:
for Blessings Only, set to 10
for all others, set to 1
WebStores tab
Choose appropriate store front where the product/event is held. / Submitter indicates the location of the event.
Only one store should be check marked for Events
Categories tab
In person – events, workshop or retreats
Webcast – events, workshop or retreats, and webcasts
Guest Passes – clear all checkmarks / Remove all checkmarks for GUEST links or any
Tabs: Related Products, Up-sells, Cross-sells / Leave these blank for now.
Custom Options - Mostly used for Guest Pass link:
Title: Sponsor’s name
Input type: Field
Is Required: Yes
Sort Order: 0 / Price: 0
Price Type: Fixed
SKU: blank
Max Characters: 0
/ This section is where/how we collect additional required registration information.
Tabs: Product Restrictions, Product Prerequisites, Enable Subscriptions / Leave these blank for now.
Check your work.
ISHE>Reports>Prod Summary - check all information for each store/line item – this is a horizontal presentation of many of the fields.
If a correction must be made, select the appropriate StoreView from the drop down box, and select the product to edit.
If the product is visible in the storefront, click the store link (f/ Product Summary) to ensure link is live and view the live item in the store.
Once verified correct – draft a summary email or respond to ticket: to Marketing / submitter, with cc to Isabel
The next steps:
Request passcodes / changes with Advantage Conferencing
Set up Event (Calendar) Webpage
Create/send the Event Links Summary (Cynthia, Ximena, Firuzan, PageUpdates@, cc Isabel, bcc Tech Team
Set up at Vidego timer and url for paid events; this gives us the url for the viewing page (will add to tmail and webplayer page)
Tyson – please write up a checklist for Vidego, and when the time comes, for the Media Player
Create the webplayer page, and the corresponding gold and white boxes.
When all above received/done: go back to tmail, fill in info (url, passcodes) and re-send the tmail to registered customer groups
Note, when we’re on Media Server, we will direct people to their membership page instead of Vidego urls.
event registration setup – by TOPIC
SHORT CHECKLIST
/Abbreviated Notes
/Order of work:
· T-email(s) – might have to make 2 passes to complete these
· Event Links
· Event Page
· Summary of Event links to Marketing, submitter
· Media link and set-up (e.g. Vidego, or DrSha TV) / Information is received by email or by Events Posting Request (online) form, and POS Event Creation (online) form.
Tmail(s)
Tmails: A product could have 1, 2, 3 (and for a retreat), or more tmails / Caution: When duplicating a product, active tmails must be re-set. Some tmails cannot be completed until guest links are created; the url and passcodes also get filled in later.
Event registration:
New Type: Virtual Product; Attribute set: 1 Event
Or Duplicate a very recent one to work from / Using the duplicate function can save some time, but ALL fields and tabs must be reviewed, AND the storefront info must also be proofed
General tab / Name, SKU, URL, Status, Visibility, Type, Descriptions
Reporting tab / Quick Reports; Accounting Codes
Active-Exp Dates: Product Expiration Date / Set for the day after the end of the event
Email Options tab / When duplicating a product, active tmails must be re-set.
Prices tab / Price, tax class, specials
Images tab / Click the radio buttons for the mode of attendance
Webcasting Info tab / Set event start and real/actual end date. Leave city blank
Tabs: Video, Design, Integration, Meta Information, Recurring Profile, Shipping / Leave these blank for now
Inventory tab / On Max Qty: for Blessings Only, set to 10
for all others, set to 1
WebStores tab / Submitter indicates the location of the event; one store
Categories tab / Remove all checkmarks for GUEST links or any
Tabs: Related Products, Up-sells, Cross-sells / Leave these blank for now.
Custom Options - Mostly used for Guest Pass link: / To collect additional required registration information.
Tabs: Product Restrictions, Product Prerequisites, Enable Subscriptions / Leave these blank for now.
Check your work. ISHE>Reports>Prod Summary - StoreView, click the store link
Once verified correct – draft a summary email or respond to ticket: to Marketing / submitter, with cc to Isabel
The next steps:
Request/ed Passcodes
Event Page (for DrSha / WWR Calendar
Event Link Summary Email
Set up at Vidego timer; url
Create viewing page; webplayer page
Return to tmail and fill in passcodes and webplayer url
Re-send the proper tmail to customer groups