Meeting Manager
The Contensive Meeting Manager is an extension of the Contensive Invoice Manager. It is used to track online meeting registrations.
Contents
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.
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.
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 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 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.
How to Generate Meeting Reports
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 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. You can also select a particular session or session option, but if you want a report with information about the meeting in general, do not select a particular session or option. 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.
Meeting Reports
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 with spouse/guest name; 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 numbere 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: Lists all meeting attendees and provides total meeting count; click on attendee name for details about a specific registrant.
Participant and Guest Count: Lists all meeting attendees and provides a guest count for each and a total meeting count.
Participant Count by Company: Lists all meeting attendees and provides a count for each company and a total meeting count.
Participant Count: Lists all meeting attendees and provides total meeting count; click on attendee name for details about a specific registrant.
Participant Roster by Last Name: Lists all meeting attendees in alpha sort order by last name and provides total meeting count; click on attendee name for details about a specific registrant.
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.
Meeting Charges and Payments: Lists all meeting attendees and their registration date, charges, payments, amount refunded and balance, as well as a total for each dollar amount; click on attendee name for details about a specific registrant.
Meeting Charges and Credits by Attendee Type: Lists all meeting attendees and their registration date, charges, payments, amount refunded and balance, as well as a total for each dollar amount by attendee type (such as member and non-member); click on attendee name for details about a specific registrant.
Meeting Online Transactions: Lists all meeting attendees and their registration date, confirmation date, charges, payments, amount refunded and balance, as well as a total for each dollar amount (also lists pay method); click on attendee name for details about a specific registrant.
