Meeting Manager

The Contensive Meeting Manager is an extension of the Contensive Invoice Manager. It is used to track online meeting registrations.

Getting started

Meeting Manager is an online registration system that allows admins to create "events/meetings" and then allows users to register for those meetings. The system tracks the registrations and payments (if there are any) and generates reports for admins to run their meeting. To use the system you must first set up your meeting and then add the meeting registration add-on to a page on your site. In order to process credit card payments you must also have a payment gateway set up on your site.

Features

Meeting Manager is an add-on that enables online event and meeting registration. The following major features are included:

• Online payment processing through the leading online transaction processors
• Offline payment processing with itinerary emails
• Fully customizable registration captions
• Customizable attendee fields
• Easy to use meeting configuration panel
• Simple to add registration process on any webpage
• Multiple simultaneous meetings
• Meeting sessions with individual pricing
• Early signup discounts for meetings and sessions
• Discount code mechanism
• Attendee Reporting

How to Install the MeetingSmart Add-On

Click here for information on Installing Add-Ons.

How to create a meeting

Go to the admin area and select the Meeting Manager Administration link from the admin Navigator. This will display a list of all meetings. In the bottom left of the screenis a link to "Add a new Meeting". Clicking on this link will open the "Add a New Meeting" screen. Meetings are required to have a Name, Start Date, End Date. Optional features include:

Early Registration Date - This allows you to set a discounted price for registrations that take place before the date.

Allow Meeting Discount Codes - Discount codes work like coupons, they provide a discount off of the registration price of the meeting. You can create a code and set the number of times it is allowed to be used

Allow Guest Registrations - This determines whether or not Guests are allowed to register for the meeting, pricing for guests will be determined later

Skip Login Registration Step - This removes the first step of the registration process which asks the user to log in. do not check this box if you want to validate attendee types

Add Attendee to this group - If you want to add attendees to a group for communication(group emailing) purposes create a group and select it in the drop down. This will add all attendees to the group

From Address for Emails - Emails generated by the system related to this meeting wil use what you enter here as the "from address" in emails

Notification Group - If yo wish to have certain people in your organization notified when a registration takes place add them to a group and select that group here

Session Sort Method - Sessions are additional events within the meeting you may want to ask people to sign up for, the order those sessions appear in the registration process is determined here

Pay Methods - All available pay methods on the site are listed here you can choose which ones are allowed to be used for this meeting.

After the meeting is saved there are 3 email messages that need to be created:

Content for Unconfirmed Registrations - When a registrant signs up for a meeting and doesn't pay with a credit card (i.e. paymethod selected was Check, PO or some other deferred payment method) they are considered unconfirmed (we don't have their money). This is the email that goes to those attendees

Content for Confirmed Registrations - When a registrant signs up for a meeting and pays with a credit card they are considered confirmed (we have their money). This is the email that goes to those attendees

Content for Manual Confirmation - When an unconfirmed registrants money comes in then admins can go to the registration and check a box that states they are now confirmed (manual confirmation, we just got their money). This is the mail that tells them their money was recieved and they are now a confirmed registrant.

How to Add Meetings

When you are logged on as an Administrator, you will select the ADMIN option from the menu. You will then click on MANAGE ADD-ONS, then MEETINGSMART, and finally MEETINGSMART ADMINISTRATION from the Navigator on the left side of your screen. This will provide a list of menu options on the right side of your screen. To add a new meeting, click on ADD A NEW MEETING.

Then you will see a record where you will set the following meeting specifications:

MEETING: Enter the meeting name

START DATE: Enter the meeting start date

END DATE: Enter the meeting end date

LOCATION: Enter the city and state where the meeting will be held

FACILITY: Enter the facility name where meetings will be held

FACILITY LINK: Enter the website for the facility

HOTEL: Enter the preferred hotel name where attendees may stay

HOTEL LINK: Enter the website for the hotel

DESCRIPTION: Enter a brief summary of the meeting or event purpose

EARLY REGISTRATION DATE: If you offer a discount for early registrations, enter the end date here

CHECKBOXES for: Allowing discount codes, allowing users to register guest, and to skip login requirement

ADD ATTENDEES TO THIS GROUP: Select a group, if any, that you want attendees added to

FROM ADDRESS FOR EMAILS: Email that you want any emails generated for this meeting to include in the FROM line

NOTIFICATION GROUP: Group of people that will be notified when anyone registers for the meeting

SESSION SORT METHOD: Specify how sessions will be sorted for the meeting

PAY METHODS: Specify accepted payment methods (To use PayPal, you must have a PayPal account and transfer your account information to MeetingSmart settings; to add additional pay methods, click PAY METHODS and then ADD at the top of the screen.)

Add Meeting Registration to a Page

When you are logged on as an Administrator, go to the webpage where you want the meeting registration to be located. Login and click on EDIT. Click the paper/pencil icon to edit the page. Put your cursor in the copy block and click on Add-ons in the menu and MEETINGSMART REGISTRATION. Click on the FEATURES tab. In the field "Requires Secure SSL Connection" check the box. Click OK to save the add-on to the page.

After you create the meeting registration page, you need to specify which meeting the page applies to. When you are logged on as an Administrator, and are on the registration page, login and click on ADVANCED EDIT. Click the wrench in the menu and click the arrow scroll to select the meeting. Click UPDATE to apply the change.

How to EDIT Meetings

When you are logged on as an Administrator, you will select the ADMIN HOME option from the menu. You will then click on MANAGE ADD-ONS, then MEETINGSMART, and finally MEETINGSMART ADMINISTRATION from the Navigator on the left side of your screen. This will show a list of all meetings currently planned on your website. Click on the meeting # to open the meeting record. On this screen you can click to edit meeting settings, and add/edit attendee types, sessions or discount codes.

If you want to change what fields are displayed or required during meeting registration, you can click on CONFIGURE REGISTRATION PAGE at the top of your screen.

Click on SETTINGS to change settings for the MeetingSmart registration process and click on the REGISTRATION STEPS TAB if you want to edit what text registrants will see at each step as they complete their registration.

Terms

Attendee 

The person who will be attending the meeting

Registration 

A meeting signup, which may include multiple attendees

Guest 

Someone who will be accompanying an attendee, like a spouse.

Session 

An event within a meeting that attendees and/or guests can sign up to attend

Session Selections 

Some sessions may require additional selections. For example, a session can be a meal and the session selections can be menu items.

Session Selection User Input 

Sessions selections can optionally require input from the user. For example, this might be for an 'other' selection where the registrant enters a text string.

Roles

Administrator 

A site administrator. Site administrators can add attendees to a registration that will be prepopulated based on their email address.

Authenticated Users 

A site user who has logged in. They can add multiple attendees, but only their own attendee record can be prepopulated based on email address.

Users 

A site user who has not logged in. They may sign up multiple attendees, but no prepopulation occurs

Meeting Manager Administration

Administration includes meetings creation and reporting. it is handled through the Meeting Manager addon from the website's backend.

When you are logged on as an Administrator, you will select the ADMIN option from the menu. You will then click on MANAGE ADD-ONS, then MEETINGSMART, and finally MEETINGSMART ADMINISTRATION from the Navigator on the left side of your screen.

Attendee Types

Quantity Adjustments

Use quantity adjustments to create automatic discounts or extra charges based on how many attendees from a single account purchase using this attendee type. For example, you may want to add an extra charge if over 10 people from the same account signup for the meeting. To do this, create a quantity threshhold of 10, and an adjustment of 10.

Adjustment Threshhold 

Leave blank to display quantity adjustments. When provided, this is the maximun number of attendees allow before adding the adjustment.

Adjustment Charge 

(Optional) When an adjustment threshhold has been entered, this additional charge will be added to each attendee using this attendee type that exceeds the threshhold

Discount Codes

Discount Codes provide a way to distribute a discount for a particular meeting. To use discount codes, enable discount codes for the meeting, configure the codes, and distribute them as needed.

Discount codes apply to a single attendee registration, and not to the attendee's sessions or guest charges. If a registration includes multiple attendees, each attendee signup would have to enter a separate code, each code counting toward the code's quantity limit.

Discount codes dot not apply to Up-sell items sold with the meeting registration.

Discounts can be either FREE, or up to a specific discount amount. If the amount exceeds the attendee registration charge for the attendee, the additional discount is lost (the discount can never create a negative balance, or be applied to attendee sessions or guest fees.)

The number of times a code is used is tracked, and can be seen in the meeting edit screen.

You can limit the number of times a code can be used by setting the number available. When the number used equals zero, the code is no longer valid.

Meeting Manager Registration

Registration is a process of steps taken by a registrant to sign up for a meeting. It culminates in an account charge for the meeting.

Meeting Reports

Access reporting from the Reporting tab of Meeting Manager Administration.

This will show a list of all meetings currently planned on your website. At the top of the screen, click on the REPORT link at the top of the screen. From here you will select the meeting from the drop down menu. Finally, select the type of report you want from the REPORT LIST drop down and click CREATE REPORT. You will see a display of the report your requested, with options at the bottom to print or export report data.

Participant Roster: Lists all meeting attendees with address; click on attendee number for details about a specific registrant.

Participant Spouse/Guest Roster: Lists all meeting attendees, (that have registered guests) spouse/guest name; and badge name for attendee. Click on attendee name for details about a specific registrant.

Participant Roster by Attendee Type: Lists all meeting attendees by type of attendee (such as member vs non-member); click on attendee # for details about a specific registrant.

Participant Roster by Session: If your meeting includes session options, lists all meeting attendees with session selection; click on attendee number for details about a specific registrant.

Participant Count by Company: Lists all meeting attendees and provides a count for each company and a total meeting count.

Participants Unconfirmed: Lists all meeting attendees who are not confirmed and provides their charges, payments and balance.

Participant Cancellation: Lists all meeting attendees who have cancelled and provides total amount paid and amount refunded.

User Input By Session Option Lists all attendees and Guests who have chosen a session with a user input option and displays the Attendees Name, Attendee #, Company, Session Selection, and Session Option User input.

MeetingSmart FAQ