Events Dashboard User Guide

Using the Interface

Events Dashboard View

While viewing the current list of events, you will see the following columns:

Status

The colored circles in this column are a visual representation of how the close the event is to reaching its attendance capacity.

Status indicator Legend:

Green: No issues
Black: the event has been cancelled
Red: The event is overbooked
Dark Green: The event is full
Yellow: The registration is within 5 spots remaining
Purple (only for certain units): The event is under review for approval
Orange (only for certain units): The post event email has not been sent.

Date/Time

This column displays the date and time when each event will begin.

Title

This column displays the name of each event, with an indicator show the status of the schedule

Title indicator Legend:

: The schedule is visible on the website.
: The schedule is not visible on the website.
: The schedule is available only by webcast.
: The schedule is only available in person.
: The schedule is available in person and by webcast.

In Person

What do these numbers mean? “0/0/0/0”

Example:

“53/0/49/100” == “53 Registered / 0 Waitlisted / 49 Attended / 100 Max. Attendance”

Webcast

What do these numbers mean? “0/0/0/0”

Example:

“53/0/49/100” == “53 Registered / 0 Waitlisted / 49 Attended / 100 Max. Attendance"

Total Att

This column displays the number of people that actually attended.

Pers

This column displays the number of personnel/presenters/panelists/ that are registered. This is useful when accounting for lunch counts, and staff working the event should not be registered as attendees.

Actions Dropdown List

Edit button

Clicking this will allow you to edit the event.

Copy Url

Selecting this option will copy a go.iu(pui).edu URL to your clipboard so it can be used elsewhere (such as flyers, other website pages, etc.)

Website Preview

Clicking this will take you to the website to view more information about the event.

View/Edit Registrations

Clicking this will take you to a page displaying information about attendees registered for the event.

Registered
Last/First Name
Email
School
Department
Reg. Type

Export to Excel

Clicking this will allow you to save the registrants in the current list to a Excel file on your computer.

Add Registration

Clicking this will display a dialog box allowing you to manually add a registration for the event.

Show ALL Registrations

Clicking this will allow you to see all attendees registered for the event.

Print Name Tags

Clicking this will display the names of attendees in a large format for printing name tags.

Print Attendance Sheet

Clicking this will display a printable page for taking attendance at the event.

Take Attendance

Clicking this will display a page for taking attendance online.

View/Edit Attendance

Clicking this will display a page with a list of attendees where you may manually add or delete attendance records.

Export to Excel

Clicking this will allow you to save the events in the current list to a Microsoft Excel file on your computer.

Override Attendance

Clicking this will display the dialog box that allows you to manually enter the number of attendees.

Add Attendee

Clicking this will display a dialog box allowing you to manually add an attendee to the event.

Registration Table Check-In

Clicking this will take you to a page that displays an interface for allowing attendees to check-in when they arrive at the event registration table. This view has been optimized for use on a tablet i.e. iPad, Surface, Galaxy Tab, etc.

Rolodex Attendance

Clicking this will display a page with a list of attendees where you can take attendance online.

Send Post-Event Message

Clicking this will display the dialog box that allows you to send a message once the event has concluded.

Send Did Not Attend Message

Clicking this will display the dialog box that allows you to send a message to attendees who did not attend the event.

Cancel Schedule

Clicking this will display the dialog box for editing information about the event and will show “Section 5” for cancelling the event.

Delete Schedule

Clicking this will immediately delete the event and manually override the actions that are usually completed when an event is "cancelled." i.e. cancellation emails will not be sent.

Duplicate Event

Clicking this will duplicate the event that has been chosen.

Export to Excel

Clicking this will allow you to save the events in the current list to a Microsoft Excel file on your computer.

Add New Event

Clicking this will display the dialog box for creating a new event.

Client View

Search

You are able to enter a last and/or first name in this field to search for clients that are able to register for events.

List of clients

Approved

This column denotes whether or not the client is approved to register for events. True means that they are approved; false means that they are not approved.

Name

These columns display the name of the client.

Email

This column displays the email address of the client.

Phone

This column displays the phone number of the client.

School

This column displays the client's school.

Department

This column displays the client's department within their school.

Reset Password

This column allows a client to have a link sent to their email where they can reset their password.

View History

This column displays a web page that allows a client to see their history of events attended.

Add new record

Clicking this will display a dialog box for requesting that a new client be added (so that they may register for events).

Event Search View

On this screen, you may search the catalog of future and past events stored in the system. The information displayed on this screen is formatted in the same fashion as the Events Dashboard.

Preset

This dropdown list allows you to store your search parameters so that you may easily recall and use them in the future.

Save As Preset

Clicking this button will save any of the information that you have entered or changed in any of the search fields. You will be prompted to enter a name for your Preset.

Internal Presenter

This field allows you to enter the name of a faculty or staff member to search for events in which they are a presenter. Example : Michael Trilus

Search String

This field allows you to enter search terms or keywords that will be used to find events based on the following information:

Event Description

Example : update registration information for event

Event Organizer

Example : Michael Trilus

Presenters at the event

Example : Michael Trilus

The title of the event

Example : Using the CTL Event Registration System: A Brief Tutorial

The location of the event

Example : UL1125M or Online or University Faculty Club

Type

This dropdown list allows you to choose which type of information will be searched with the keywords that you have entered in the Search String field.

Date Range

These fields allow you to select a range of dates for events to be searched.

Export to Excel

Clicking this after you have completed a search will allow you to save the events in the current list to a Microsoft Excel file on your computer.

Creating a New Event

You can use this section to step through the process of creating a new event in the system.

Section 1 – Information

On this screen, you should enter all applicable general information for your event. Please be specific.

Is this record only for internal record keeping?

Turning this toggle on will not publish the event anywhere. It is useful for creating and managing an event "behind-the-scenes". Example : Face-to-face workshops

What is the name/title of the event?

Example : Using the CTL Event Registration System: A Brief Tutorial

Who is the primary organizer or contact for this event?

Example : Michael Trilus

What is the email of the primary organizer or contact for this event?

Example : trilusm@iu.edu

Who should have access to the summary report for this event that are not part of your department/group?

Example : Michael Trilus

Event Tags

Example :

Enter a description of the event to go on the website

Enter a short description of the event to go in the newsletter or other

Enter a tweet for the event
Enter a Facebook post for the event

Variable Legend

Section 2 - Schedule

On this screen, you should enter all applicable information for each presenter. You can create multiple “schedules” for each event. Thus, you are able to make recurring events or schedule an event to be presented in-person at one time and online at different times.

What type of schedule is this?

In this field, you may enter the name, username, or email address to search for a staff or faculty member in the IU/IUPUI system. Example : Michael Trilus or trilusm or trilusm@iu.edu This field may also be referred to as Internal Presenter.

Start/End Date/Time

Please set when your event will begin and end. For multi-day events, be sure to create a schedule for each day of the event.

Where is this event being held?

You should enter the building and room number in this field for in-person events. Example : UL1125M or ET014 You should also enter the address of the building if it is not a campus building. You should enter “Online – Adobe Connect” for online/webcast events.

Enter the maximum number of people that can attend in-person/online…

The options displayed here are dependent on the event format chosen on the previous screen. If you chose a dual-format event, both in-person and online options will be displayed.

Enter the maximum number of people that can be added to the in-person/online waitlist…

The options displayed here are dependent on the event format chosen on the previous screen. If you chose a dual-format event, both in-person and online options will be displayed.

If someone from IU/IUPUI is presenting, select the name(s) from the box below…

Enter any presenters that are not in the IU/IUPUI system…

In this field, you may manually enter the name of anyone presenting that is not a part of IU or IUPUI. Example : Nikola Tesla This field may also be referred to as External Presenter.

If more information is located at a specific URL...

In this field, you may enter the URL for more information regarding the event.

If the registration is being hosted on another website...

if you have a pre-survey, follow these steps in Qualtrics. The user will be automatically redirected to the qualtrics survey after they have chosen their inital registration options, but before the process completes. Once they fill out the survey, they will automatically be redirected back to the registration page will the registration will be automatically completed.

Click on Survey Flow
Click on "Add a New Element Here"
Click on "Embedded Data"
Type in "email", in lowercase, in the field name
Click on the green "Save Flow" button on the bottom right of the popup.
Click on Survey Options
Under Survey Termination, "Redirect to a full URL", put in the URL of the registration page itself for the event, and add on to the end of the url "&psc=true", without the quotes. For example: https://ctl.iupui.edu/Workshops-Events/Events/EventRegistration?scheduleid=36aca707-7f94-6d00-37cf-921f790d7d4d&psc=true
Click on the green "Save" button on the bottom right of the popup.
Create and publish your survey!
When you get the distribution link from Qualtrics for the survey, put that into the "If you want to send registrants to another website BEFORE registering, what is the url?" textbox.

In this field, you may enter the URL so attendees may register for the event. There is also a field where you may enter a shortened URL.

After attending this webinar, I feel more confident in my ability to...

In this field, you may enter the primary learning objective you wish to gain from attending the event??

If you have a survey...

If you have a survey that registrants can complete after the event, please enter the URL of that survey in this field.

Enter the URL of where users can find resources for this event

If you have resources or informational materials that registrants may need/want for the event, please enter the URL or location of those materials in this field.

If you have multiple workshops/locations...

If you have multiple workshops/locations, please enter the prompt in this field.

Cancel Event

You may cancel your event by choosing “Yes.”

Create a message that you want to post on the website when the event is cancelled…

This message will display on the website after you cancel the event.

Create a message that you want to email the registrants when the event is cancelled…

This message will send an email to all registrants when after you cancel the event. You may choose to immediately send the email message directly from this screen. You may choose to enter a message that will be saved and used if you decide to cancel the event at a later date.

Schedule(s)

After you have entered the correct information, you should click the “add schedule” button. The information will be cleared from the fields and stored in the box at the top of the screen. You may now enter information for another schedule of the same event. i.e. creating a replayed online/webcast event for an in-person event You may delete stored schedules by clicking the small “X” on the left side of the stored schedule.

Note: Deleting a stored schedule will also delete any registrations assigned to it.

If you wish to change the date or time for your event, please do not delete the current schedule. Instead, please edit the already active schedule to reflect your changes.

Section 3 - Messaging

On this screen, you are able to create and store custom messages that will be shown/sent to a user after certain actions in the event registration process are completed.

Message Type

Confirmation email for an in-person event registration

This message will send an email to the user after they have completed the registration process for an in-person event.

Confirmation email for a webcast registration

This message will send an email to the user after they have completed the registration process for an online/webcast event.

Website message when about to be waitlisted

This message will be displayed during the registration process if the event registration has reached maximum capacity, informing the user that they will be placed on the waitlist.

Confirmation email for a waitlist registration

This message will send an email to the user after they have completed the registration process if they have been added to the waitlist for any event.

Override web confirmation after completing registration

This message will send an email to the user after they have completed the registration process if they have been added to the waitlist for any event.

Reminder email

You can enter how many hours before the event you would like a reminder email to be sent to all registrants.

Update reminder email

This message will send an email to all registrants the specified number of hours before the event.

Override photo release statement

This message will send the photo release statement in the form of an email. There is also a toggle to disable the photo release statement.

Website change notice

This message will display on the website when there is a change to the event information.

Email change notice

This message will send an email to all registrants when there is a change to the event.

Web message for cancelling registration

This message will display on the website when a registrant cancels their registration for the event.

Who should be notified when a registrant cancels their registration?

This field is provided to enter the email address of who needs to be notified when a registrant cancels their registration for the event.

Registrant cancellation email

This message will send an email to the user who needs to be notified when a registrant cancels their registration for the event. There is also a field to include the subject title of the email.

Post-event email

This message will send an email to all registrants after the event is over.

Did not attend email

This message will send an email to all registrants who did not attend the event.

Internal Notes

In this field, you may enter any useful comments that you may need to save. These notes are not visible to registering users.

Variable Legend

Section 4 - Extras

Should this event show up on any other websites that use this event system?

In the box, you may choose to add one or more websites that will display information about your event.

Clone on additional websites?

Checking this box will allow you to clone the

Override the sender of messages for this event

This field allows you to override the email address that is associated with sending out messages for this event.

After complete each of the previously described sections, you must click the “Create Event” button at the bottom of the screen to save your event in the system.

Editing or Cancelling an Existing Event

After your event has been created, additional functions (listed below) will appear and are available for editing.

When any changes are made to event information, you must click the “Update Event” button at the bottom of the screen to save your changes.

Section 1 - Information

You have all the same options in this section that you did when you created the event. You may edit them at any time.

Section 2 - Schedule

You have all the same options in this section that you did when you created the event. You may edit them at any time. You may delete stored schedules by clicking the small “X” on the left side of the stored schedule.

Note: Deleting a stored schedule will also delete any registrations assigned to it.

If you wish to change the date or time for your event, please do not delete the current schedule. Instead, please edit the already active schedule to reflect your changes.

Section 3 - Messaging

Custom Quick Message

This message will not be stored after you leave the page. You can enter a message here to immediately send an email to registrants or attendees of the event. You can enter an email address from which the message will be sent.