Follow

Manage Events

Calendar

Calendar View

1. Options to choose the month/year of the event
2. Sort by Event Type (types are set up by Super Admin under Settings>Event Types)
3. Sort the events by the assistant attached to the event
4. Advanced Search option
5. Add a new Event (see Adding an Event step for further information)
6. Inactive events are shown to Agency Administrators users only in a faded gray. Click on the event to access other options within that event.
7. Events shown in blue are active events which are available to all users to see

Adding an Event

Adding an Event - Step 1

1. * Title of Event (required field) (this is one of the fields the Advance Search searches)
2. Sub Title
3. * Event Type (required field) - Select the event type - these options are added by an agency Super Admin under Settings>Event Types
4. Secondary Event type
5. * Is Public (required field) - choose yes for all users to be able to see and choose no for just agency administrators to see. If "No" is selected, the event will show in light gray text in the calendar view for the agency administrators
6. Publish - there is an interface with the MyLearningPlan Pro Development Catalog. The default is "Yes" to share this events data with the catalog. Choose "No" if the event is not to be included in the MyLearningPlan interface
7. Remove from CMS4Schools - if the agencies web page is hosted by CMS4Schools and the mQR events are listed on their site, choose "yes" if this event should be omitted from the list. The default is "no" to always show on the web site
8. Remove from Agency Reports - select "Yes" if the events data should not be included in the Agency Reports data
9. Apply Canceled Style to the calendar view listing - The event will show in light gray text, but can  still be an active event for users to see. This feature was put in place for events that were canceled.
10. * Choose the date of the event
11. * Choose the start time of the event
12. Choose the end time of the event
13. Add an additional note
14. Delete option
15. * Location of the event (required field) - if the location isn't an option, click the check box to add the location. Locations can be updated by the agencies Super Admin under Settings>Event Locations
16. * Facility (required field) - The facility it related to the Location. If the facility isn't listed, check the "The facility is not listed above..." check box and add it. Facilities can be updated by the agencies Super Admin under Settings>Event Locations
17. Email Reminder 1 - choose whether or not to send an email reminder and the number days before the event
18. Additional note for Email Reminder 1
19. Add Another Date - this will create another date/location for this event

Adding an Event - Step 2

1. Description - Describe the event in this text area. (this is one of the fields the Advance Search searches) If pasting data into this text area, it will format best if the Paste as plain text icon (looks like a clip board with a "T" on it) is used because it will remove the formatting.
2. Register Notes: Add any registration notes
3. mQR has a feature to create a catalog (Super Admin permissions ~ Settings>Agency Reports). Use this drop down to attach the event to the catalog topic, which are set up under Settings>Catalog Topics (available by permission)
4. Add the intended audience the event is targeted for
5. Add the Catalog description

Adding an Event - Step 3

1. Attachments can be added (example: brochures)
2. Name the attachment
3. Enter the base price of the event (an option to add discounts to the event will be described later)
4. Select the payment methods you want displayed
5. Describe set up instructions for the event
6. Enter the minimum/maximum number of users that can register for the event. Once the limit is reached, users will be placed on the waiting list.
7. The registration deadline defaults to the number of days the agency sets under Settings. There is an option to over ride the agencies default here.
8. Choose the number of days a user can edit their event choices. It will default to the agency's default setting under Settings
9. Choose the number of days a user can cancel their registration. It will default to the agency's default setting under Settings
10. Select whether the user should get a confirmation email
11. Option to add additional notes to the email
12. Select "N/A" or the topic (s) to attach this event to. Users can search for events by topic

Adding an Event - Step 4

1. Check if credit is available for this event
2. *Select the project name/code (required field)
3. Enter the Alio Fund code for this event
4. Select the Agency Contact
5. Choose if the contact wants an email sent for each registration
6. Select the Agency Assistant
7. Choose if the assistant wants an email sent for each registration
8. Select the WI Educator Standards attached to this event (see Adding an Event>Step 5 for more details)
9. Select the WI Evaluation Standards attached to this list (see Adding an Event>Step 5 for more details)
10. Click "Submit New Event" to add the event

Adding an Event - Step 5

1. When "Yes" is selected for "WI Educator Standards" and/or "Wisconsin Evaluation Standards" the standards will show
2. When the cursor is hovered over the standard, the standard name will show The "Wisconsin Evaluation Standards" will interface with MyLearningPlan

Class List

1. List of available options
2. Identifying information - this can be edited under the Edit Event option
3. Link to register a user not in the myQuickReg database
4. Link to register multiple existing users. This link is available by permission
5. Link to register an existing user
6. Edit - update or delete a registration
7. Name - the name of the person registered. It is a link to the users profile for editing purposes
8. A link to email the user
9. The date/time the registration was placed
10. User data attached to this registration. When a user registers, a snap shot of their data is attached to the registration.
11. Payment information - click on the payment amount to edit existing payment information
12. The balance due
13. Make a payment or credit - click link to make additional payments or to issue a credit

Class List - Steps to Process a Refund

*Note: the above image is 3 screen shots combined into one image

Steps to process a refund

Once a person is cancelled you can process a refund.

1. Click edit next to the Name
2. Put a "0" in the override Cost box
3. Put a checkmark in the Cancel box
4. Click Submit Changes
5. On the class list click on Make a Credit
6. Click on District or Personal
7. Recommendation: If sending a check back to the District or Person then click Check and write in the box – Check Refund
8. Check the box Yes, payment has been received.
9. Recommendation: Make payment notes of the refund
10. In the amount box type in -$XXX or the amount you are refunding
11. Click Submit
Now there will be a refund statement available to print under Reports

Waiting List

1. Click on "Waiting List" to see the users who have registered after the Maximum amount has been reached. The number of registrations on the waiting list is shown in parenthesis
2. The user's name is a link to their users profile
3. There is a link to email the individual user
4. Email the entire list of users on the waiting list
5. A snap shot of the users data is used for the registration
6. If the maximum number allowed is increased under "Edit Event", the radio button options will show to choose a registrant to move from the waiting list to the class list
7. Click Register after the selection is made

Workshop Waiting List

The workshop waiting list reports registrants that have registered and selected options from the Addons & Reporting and the number of options available has been exceeded.

1. Select 'Workshop Waiting List"
2. Choose the workshop
3. Check the check box to cancel
4. Click Submit

Addons & Reporting

The addon and reporting tool is useful when additional financial data needs to be collected for the event.

1. Select Addons & Reporting
2. Add the title or label for the section
3. Describe what data is being sold or collected
4. Enter the price here if all the items cost the same
5. Description of the option
6. Cost of the option if different from the other options
7. How many of the option you have to sell
8. Sort order
9. An option to add more options
10. Multiple Options Allowed: - check this box if the user can select more than one option
11. Click Add to add the option

Addon Reporting

1. Select Addons & Reporting
2. Print the list of addon details
3. Download the details of the addons
4. Click here to see the options the user has chosen
5. Email a registrant

Discounts

1. Add the Description to the discount
2. Add the amount of the discount to be deducted from the amount of the event
3. If the discount can be cumulative with other discounts offered, check the cumulative check box
4. If the discount is limited to a certain number of registrations, add the number of registrations allowed per agency
5. If the total number of discounts allowed may be limited, enter the quantity of registrations allowed here
6. Add the Begin/End date for the discount. This would be used for the previous "Early Bird" pricing
7. Add a discount code. This option is designed to give users a code to apply a discount to their registration. This code can be limited to a certain number of registrations
8. If the event has Addon options, the options can be required to receive the discount
9. Choose membership group(s) that can receive a discount
10. Choose organization(s) that can receive a discount
11. Select a state that can receive a discount. This would give the discount to users that have selected the discount state on their profile

Reports


Reports - Avery 5160 Labels

1. Click on Reports
2. Click on Avery 5160 Labels
3. Sample of labels printed on Avery 5160 labels

Reports - Certificate of Participation

Select Certificates of Participation from the Reports option
1. Select an image from the Agency Stamp Image drop down. Images can be added under Settings>Background/Stamp Image Library (permission based)
2. Click on View to see the image selected
3. Select where the image should be positioned on the certificate
4. Select/deselect all the registrants
5. Click on Create Certificates
6. Certificate example

Reports - Credits

Select Credits from the Reports option
1. Option to create the report in .pdf format
2. Number of credits the participant earned. (credits can be added under "Record Attendance")

Reports - Download Participant Data

1. Select "Download Participant Data" from the Reports Option
2. After clicking open on the download file, the event participant data will open in an Excel spread sheet

Reports - Event Detail / Ad-hoc

Select "Event Detail / Ad-hoc" from the Reports Option
1. Sort the report by 'Bill To', 'Last Name', or 'First Name'
2. Check the box if the report is sorted by 'Bill To' and Subtotals are wanted for each organization (i.e. District)
3. Option to put a line under each organization (i.e. District)
4. Orientation options
5. Font size options
6. Select the data for the report
7. Choose the number of rows the header row should repeat for
8. Enter the name of the report
9. Click this button to create the report with the options selected
10. Click the 'PDF Format' link to build the report in PDF format

Reports - Financial  / Ad-hoc

Select "Financial / Ad-hoc" from the Reports Option
1. Sort the report by 'Bill To', 'Last Name', or 'First Name'
2. Option to put a line under each organization (i.e. District)
3. Orientation options
4. Select the data for the report
5. Choose the number of rows the header row should repeat for
6. Enter the name of the report
7. Click this button to create the report with the options selected
8. Click the 'PDF Format' link to build the report in PDF format

Reports - Interfund Transfer

Select "Interfund Transfer" from the Reports Option. This report shows the particpants who have selected interfund transfer as a payment type for this event.
1. Click here to create the report in PDF format

Reports - Invoice (District)

Select "Invoice (District)" from the Reports Option. This report shows the participants who have selected District>Invoice or PO as a payment type for this event.
1. Click this link to create report as a PDF
2. Select 'All' or the individual organizations (i.e. districts)
3. Check the box to only view the registrations who do not have a 'Date Invoiced' entered.  Unchecking the box will print all registrations that have District>Invoice or PO selected as a
payment type.
4. Click this button to add the data invoiced filled with today's date
5. Enter the Invoice number (optional)
6. Enter the date of the invoice (optional)
7. Date Invoiced can be manually entered
On the bottom of this page, there are two additional options listed below:
Check the box to mark payment as received for each district invoice printed
Click the "Save Invoice Date" after the district invoices have been printed in PDF format

Reports - Invoice (Personal)

Select "Invoice (Personal)" from the Reports Option. This report shows the participants who have selected Personal>Invoice as a payment type for this event. (note: the option to allow personal
invoice can be set by each agency under Settings>Default Settings)
1. Click this link to create report as a PDF
2. Select 'All' or the individual
3. Check the box to only view the registrations who do not have a 'Date Invoiced' entered.
Unchecking the box will print all registrations that have Personal>Invoice selected as a payment type.
4. Click this button to add the data invoiced filled with today's date
5. Enter the Invoice number (optional)
6. Enter the date of the invoice (optional)
7. Date Invoiced can be manually entered
8. Check the box to mark payment as received for each personal invoice printed
9. Click the "Save Invoice Date" after the personal invoices have been printed in PDF format

Reports - Name Tags

 

Select "Name Tags" from the Reports Option
1. Select the sort order for the labels
2. Select the background image for the label. Images can be uploaded by a user with "SuperAdmin" permissions under Settings>Background Image Library
3. Click on "View" to view the background image selected
4. Click the "Uncheck All" to de-select/select all registrants selected
5. Individually uncheck any registrants a label is not needed for
6. Sample of name badge with background image
7. Name badges print best on Avery 5395 labels

Reports - Receipts

Select "Receipts" from the Reports Options
1. Select 'All' or the individual organization (i.e. district) to print receipts for
2. Select 'All','District' or 'Personal'
3. Click here to print the receipts in PDF format
4. Click the link by registrants name to print just that receipt

Reports - Receipts (blank)

1. Select "Receipts (blank)" from the Report Options
2. Sample of the blank receipt

Reports - Refund Statement

Record Attendance

Recording Attendance and Credits

1. Click Record Attendance
2. Click here to select/unselect all registrants
3. Click here to select/unselect an individual registrant to record attendance
4. Add credits earned for this event

Email Event Roster

Email Event Roster - Step 1

1. Click Email Event Roster
2. Enter the "From" email address
3. Add additional email address beyond the registrants
4. Option to update the "Reply to" email address
5. Option to update the "Subject" line of the email
6. Editing options
7. Enter the message of the email
8. Add attachments here

Email Event Roster - Step 2

1. Unselect /select all registrants
2. Select which registrants the email should go to individually
3. Send the email
4. Copy the selected email addresses

Edit Event

1. Click here to update the event details

Custom Fields for Event

Add additional fields to collect additional data for the event

1. Click 'Custom Fields for Event'
2. Select the type of tool to collect the data
3. Choose whether or not if the field is required
4. Add description of the options available
5. Add the options available
Click 'Add' at the bottom of the screen

Delete Event

1. Click on Delete Event
2. Click on "Yes, Delete This Event", warning, there is not a way to get a deleted event back.
*Note: You can only delete events that do not have any payments received.

Duplicate Event

1. Click on Duplicate Event
2. Add the date, time and location of the new event
3. Click on Submit New Event

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

0 Comments

Please sign in to leave a comment.
Powered by Zendesk