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 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 or click on the meeting # and then EDIT to edit a meeting already entered.

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. The early registration fee will apply to the days leading up to AND including this end date.

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

CONTENT FOR THANK YOU PAGE AND AUTO-RESPONDER EMAILS: For confirmed, unconfirmed and manual confirmations.

• 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.

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

REGISTRATION ITEM: The item to be listed on the invoice. (optional) Select an item to be associated with each registration. Each time a registrant signs up, all line items of the invoice will include this item. Use this feature to categorize income for reporting, or to determine the General Ledger posting method. For example, you can setup your meeting invoices to defer GL income until the meeting date.

Click OK to save information.

Additional information to add includes:

• Attendee Types: You will name each one, include the price and any validation based on groups someone must be in to qualify for this type. There is also a place to specify a certain number of spots available for a specific account for this attendee type before the price is adjusted up or down. Click OK to save changes.

• Guest Attendee Types: Name and price different guest types, if guest registration is available for the meeting.

• Session Information: Here you add session names, dates, times, whether or not to allow attendee and guest registration, a description, cost and any session options. Click OK to save.

• Additional Items for Sale: If you want the opportunity to sell items during meeting registration, select this and then select the item. Click OK to save.

• Discount Codes: If you want to offer discount codes for a meeting, enter the code. Click Registration Free to eliminate the registration fee. Or, enter a discount amount that you want taken off of the registration fee. You will then enter how many times this code can be used. Click OK to save changes.

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 MEETINGSMART2 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 MEETINGSMART2 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 CANCEL a User's Meeting Registration

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 MEETINGSMART2 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 number of total registrations for the meeting of interest. Next click on the Attendee # to open the record for the attendee who wants to cancel the meeting registration. On this screen you can click to CANCEL REGISTRATION. If the person has already paid for the meeting, you will need to refund the money via check or by reversing the charge on the credit card used.

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

Attendee Type Information

Here you will name the attendee type, enter the charge for this type and also enter an early registration fee if applicable.

Validation

Here you will check the groups of people that are able to sign up for a specific attendee type. Only people in the selected groups will be able to register as this attendee type and get the pricing specified for this type of attendee.

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.

Registration Cases

There are several cases of meeting registrations based on the role of the visitor. For instance, uses can register themselves up or an administrator can create a registration for them.

Administrator Registering Others 

An administrator can create a meeting registration for one or more attendees. If the attendee's email address belongs to a current system person record, that person will be associated with the attendee. If the email address is not in the database, a new person will be added. The first attendee added will be the one whose ecommerce account is used for payment. If the first attendee has no ecommerce account, one will be created in their name.

Authenticated User 

When an authenticated user (non-admin) creates a registration, each attendee's email will be associated with current person records and if one does not exist, a new person record is created for each attendee. The authenticated user's ecommmerce account is used for the transaction. If one does not exist it is created automatically.

User (non-authenticated) 

When an anonymous user creates a registration, it is assumed that they are the first attendee and their person record will be updated with information from the first attendee. A new ecommerce account will be automatically created for them. In this case, the email address they enter must be unique in the system or they will be asked to login first.

Session Information

If there are sessions during your event, you click on Add Sessions to enter information about each one.

Name 

The name of your session

Event Date 

The session date

From Time 

The session start time

To Time 

The session end time

Allow Registration Attendee 

Check this to allow attendees to register for this session

Allow Registration Guests 

Check this to allow guest to register for this session

Description 

A brief overview of the session topic

Sort Order 

The number of the session in a list when multiple session options are available

Fee Information 

If there are any charges for the session list them under default fee, default early fee, members only fee or members only early fee

Additional Items for Sale

If there are items you want to offer for sale to meeting registrants click on Add Items; you will select the item from a drop down list and click OK to save changes. If the item is something you do not currently have for sale, you must add it to the list of items on the website for it to appear in the drop down. To add a new item, login and click ADMIN, TOOLS, INVOICE MANAGER, DATA, ITEMS. Click ADD. Enter the item name in the Name field and click on the Pricing tab to enter the price. Click OK to save changes.

Online Registration Form

Click Add Registration Form to select what information you will ask users to enter when registering for a meeting. You can specify which fields are required in order to complete registration. Click OK to save changes.

Meeting Instructions

Click Edit Meeting Instructions to change what users see as they go through the steps of the meeting registration process. Make changes to the copy of any step and click OK to save changes.

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.

Select Meeting (Optional)

This screen will display only if a meeting was not selected by the administrator for this registration page, or it there is only one valid meeting.

Log in (Optional)

On this screen you can login or choose to continue registration without login. However, in order to get member pricing, you need to login and be a member of any groups specified for discounted pricing. Also, if the email address used for the first attendee matches an existing user, you must login to continue for security reasons. If you do not wish to login, you can register using a different email address that is not associated with a user account on the website.

Add Attendees

You will first add the email address of all attendees you wish to register. Click ADD ADDITIONAL ATTENDEE to add more registrants. When you are done, click CONTINUE. On the next screen you will enter required information for the first attendee, click CONTINUE and enter the information for all remaining attendees. Click CONTINUE.

Edit Attendees

Add Guests

If your meeting is set up to allow guests, you will enter guest details on this screen, and click CONTINUE to go to the next step.

Select Sessions

On this screen you will select any session options that have been set up. Click CONTINUE to go to the next step.

Add Up-Sell Items

If you have any items for sale, you can select them on this screen and enter the quantity for each item. Click CONTINUE to go to the next step.

Purchase

You can review your registration and click the PREVIOUS STEP button as needed to make any changes. When you are ready to pay, enter payment information and click COMPLETE. You will be directed to a THANK YOU page with a copy of your invoice.

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.

• Login and go to ADMIN, MANAGE ADD-ons, MeetingSmart, MeetingSmart2 Administration. Click REPORTS from the menu.
• Select the meeting you want in the Select a Meeting field.
• Select Participant Roster from the Report List field.
• Click Create Report.
• Next click on the link that says: Ascii Export version (Right click and 'Save Target As')
• This will give you a CSV file that you can import to Excel.

The following column headers are in the download report:

• Attendee# - System generated attendee number
• Name Prefix - Name prefix field (text)
• Last Name - Last Name field attendee
• First Name - First name field attendee
• Badge Name - badge name field attendee
• Company - Company field attendee (text)
• Title - title field attendee
• Address - Address field attendee
• Address 2
• City - City field attendee
• State - State field V
• Zip - Zip field attendee
• Email - email field attendee
• Phone - Phone field attendee
• Fax - fax field attendee
• Spouse/Guest - Spouse/guest field attendee
• Guest Count - number of guests associated to attendee
• Attendee Type - drop down select
• Special Needs - special needs field attendee
• Session Name - name of session attendee signed up to attend
• Registration Date - date of the registration
• Confirmation Date - Date payment for registration processed succesfully
• Cancellation Date - ???
• Pay Method - ???
• Attendee Meeting Charge - Line item cost of registration
• Attendee Session Charge - line item cost of sessions
• Attendee Amount - total of meeting charge and session charge
• Registration Amount - Total of registration associated to the attendee
• Amount Paid - Total of amount paid for registration associated to the attendee
• Refunded Amount - ????
• Amount Due - ????
• Membership Number - Membership number field attendee
• Discount Code - Discount code entered on registration associated to this attendee
• Invoice - Invoice number of the invoice generated by this registration

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

Test Cases

These tests represent automated tests saved in the testcases folder of the project's GitHub repository. Datasets describe data configurations. tests must be used to setup datasets.

dataset1 

name=meeting1, 1 attendee type ($1), 1 session ($2), no guests, set to url /meeting1

test 1 

verify test site configuration

1. root login
2. Test Tools installed

test 2 

delete all meetings, registrations, attendees

test 3 

setup meeting1

Revision History

January 15, 2016

• Added Attendee Registration Form auto creation - when a new meeting is added, a default Registration form is created for it.
• fix: confirmation emails were not being sent.

March 10, 2016

• Clarified wiki registration cases for each role: admin, user, guest
• fix: When a registration fails for a non-authenticated user, only one account and one invoice should be generated

April 5, 2016

• fix: some servers exit on meeting load and return blank page for admins.