Add an Event to the Website

 

1. Read the chapter titled “Events Features in Detail” in the Administration Manual.

 

2. Verify that the Events Feature has been activated. See tutorial titled, “Activate the Events Feature”.

 

3. Prepare an Event Brochure using MSWord and store it on your computer as a PDF or HTML file.

 

4. For upload of HTML file with associated linked files (page elements) such as JPEG, GIF, etc., it will be necessary to have all such files in a Support Folder stored in the same directory as the HTML file using the following Naming protocol:

 

HTML File Name = mypage.htm

 

5. Click on the Events add icon on the Site Administration Menu page.

 

6. On the Event Management Page enter the event description, title, date and time of event.

 

7. Select Enable Registration as Yes if you wish to allow online registration.

 

8. Click on the Add Brochure icon to add the event brochure created in earlier step. Or, you may use lookup icon to locate a document already stored in document library.

 

9. Enter event location details

 

10. Enter data into Make Checks Payable To tab section – Information input by Administrators into this section will be used to instruct visitor who request to pay by check.

 

11. Enter Who to Contact for More Information Details information.

 

12. Select accepted payment methods.

 

13. Enter the number of Allowable of Days Prior to Event Date to Cancel or Change to Registration.

 

14. If necessary limit the number of possible registrants by entering an event limit. If total registrants exceeds this limit, late registrants will receive a message indicating the event is sold out

 

15. Select Yes for the Require Entry of Registrant Names field if you want registrants to enter guest attendee names – needed for event badge printing process.

 

16. If event will be open to non-members (persons without logins) they will be required to signup before registration. System uses default contact registration unless a quick registration form is selected in the SignUp Form field. If you haven’t created an abridged contact record signup form AKA Quick Registration then create one. See the tutorial titled, “Build a Quick Registration Page”.

 

17. Select a staff member or event coordinator to receive notices of new event registrants and place their email into the Send Response Notification Email To Field. NOTE: Verify that a Response Notification Template is selected in Event Features Management. See tutorial titled, “Activate the Events Feature”.

 

18. Enter a Reporting Class Field if your organization uses them. – This field is used as a filter for reports based on reporting classes usually set up by committee or chair responsibility (For example, events, communications, membership, etc.). See the tutorial titled, “Entering a Reporting Class”.

 

19. Set up Registration Types and Fees

 

The description fields of the Registration Types and Fees Detail are filled by default for the convenience of System Administrators.  You can change the values by clicking on the edit icon for an individual item.

 

Logic is used to determine whether certain items should be displayed to a logged in visitor. For example, a logged in visitor who had membership type status would see the Member Registration Type, the Guest Registration Type and the Member’s Employee Registration Type, if they were active, but would not see the Non-Member selection because it would not apply.

 

Include Checkbox – The Administrator can check and uncheck the boxes by clicking on them. A checked box indicates active status, in which case a visitor will be able to signup for the checked item when registering for an event.

 

Description Field – The Description Field displays a purchasable item at registration signup and can be updated to display registration types to visitors when they register for an event on the public portion of the website.

 

Cost Field – This field is for FUTURE IMPLEMENTATION.

 

Price Field – The Administrator enters the price of an event type in the Price Field.

 

20. Click on Registration Types and Fees edit icon and set up item rules as necessary for the specific event’s policies and prices. See the tutorial titled, “Administering Registration Types and Fees”

 

21. Set the Active Field to Yes.

 

22. Enter an expiration date. The Expires Date Field provide for the input of a date, after which the event will no longer be displayed on the visitor (public) portion of the website. It does not delete the record but tags the record so it will be filtered from display.

 

23. Set the Chapter ID Field if your organization uses multi site synchronization.

 

Level Field – The Level Field is applicable to multi-chapter synchronous installations of PORTALPRODIGY where levels, such as National, Regional, State and Local are4 used to filter the display of records.

 

24. Set the privacy settings

 

25. Click the Save button.

 

26. You may automatically send an event notification to members by clicking the broadcast button if a template was created. See tutorial titled “Create a Universal Automated Event Announcement Email Notice”