Conferences

Using Courses and Sections to Set Up Conferences

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Navigation:    Main Menu »» Courses »» Courses (view + Sections tab)

Applies To:    Enterprise

Overview

Conferences are a special adaptation of a Course and Section used to offer a Conference style event complete with an optional schedule of workshops.  Conference records that are enabled to display in the WebReg module will display under a separate menu item other than the Course Search.  If there are no enabled Conferences, the menu item will not display.

Setting Up a Conference

• Add a Course record and set the Product Type = Conference.  Complete other Course fields as desired.  Save the Course record
• Add a Section to the Course.  Add all required fields including Start Date and End Date. 
• Note that the Calculation Method field can only be set to Per Quantity and the Teacher 1 field is required even though that field is not used to display presenters.
• To enable registrations for the conference workshops, set the Workshop Registration Enabled = Yes.
• The Message Box Text field is used to display the WebReg left column instructional text on the Workshops Schedule page.
• Complete other Course Section fields as desired.  Save the Course Section record.

Adding Conference Fees

• Add Conference Fees using the same method as adding Course Section Fees using required and variable fees as desired.  If the conference has different fees based on the date of registration, add Effective Start and End Dates to the fees as appropriate.  More info
• If a specific workshop has an optional additional fee, add an Optional fee and enter the Workshop ID in the Workshop ID field of the optional fee record.  In the Workshop record, check the Extra Fee field = Yes.
• If all workshops on one day require an additional fee or an optional fee, add a variable fee and enter the Workshop Date in the Workshop Date field of the variable fee record.  In all the Workshop records for that date, check the Extra Fee field = Yes.  This is a useful method if offering a multiday conference in segments where a client can purchase each day as a separate unit.
• Note: Quantity discounts are not enabled for Conferences and Workshops.  Only Early Reg and Promo Code discounts can be used with conferences.

Adding Workshops to Conference

The following steps allow a user to manually create workshops.  To copy all existing workshops from another conference section, use the [Copy] button while on the Workshops tab.

• Workshops are an optional feature of a Conference.  Workshops can be added as a view only schedule of activities including lunches and breaks, or workshops can be added with the ability to allow client registrations into the workshops.
• After a Conference has been added to a Course Section, go to view mode of the Conference section.  Go to the Workshops tab.  This tab only displays if the Course Section is a Conference and the user has permission to view/modify Workshops.
• From the Workshops tab, click the New button to the upper right of the Workshop list.
• Workshop ID:  A unique identifying ID similar to a Course ID or Section ID up to 15 characters.
• Status:  Status of the workshop.
• Title:  Title of the workshop up to 200 characters.
• Description:  Description of the workshop.
• Date:  Date of the workshop.
• Start and End Time:  Times of the workshop.
• Day of Week:  Day the workshop is held.
• Minimum and Maximum Enrollment:  Min and max enrollment for the workshop.  Waiting lists are not used for conferences.  When a workshop is full, registration is cut off.
• Location:  Location of workshop.
• Presenter 1:  Primary presenter.  Required field even if set for TBA.
• Presenter 2:  Optional second presenter.
• Al Presenters:  If this text field is used, it overrides the Presenter 1 and 2 fields in display areas.
• Display Online:  Check = Yes to allow workshop to display in the WebReg module.
• Display Available Slots:  Check = Yes to display available slots in the WebReg module.
• Enable Registration:  Check = No if the workshop is viewable only and registration is not allowed.  Check = Yes to allow a registration option into the workshop.
  
• Extra Fee:  Check = Yes to require purchase of an additional fee for the workshop.
• Number of CEUs:  Enter a number = the value of CEUs for the workshop.
• Notes:  Any desired notes used internally.  This field does not display in the WebReg module.
• Save the workshop record and add as many new workshops as desired.  Lunch and breaks can also be scheduled using the above fields and make them display only for scheduling reference.
• If the Staff record has text entered into the [Bio] field and the Branch profile setting for [Show Teacher Bio] is enabled, the Bio will also show on the WebReg module when a client views the workshop schedule.

Adding Conference Menu to WebReg Module

• Conferences do not display in the regular Course Search menu option of the WebReg module.  Instead, a new menu option is needed to display conferences.
• From the Admin Menu >> Settings >> Branch Profile.  Go to the view mode of the Branch Profile.
• Click on the Web Links tab.
• Click the New button to the upper right corner of the Branch view screen.
• Title:  The actual link text the client will see on the page.  We suggest using the word Conferences.
• Website URL:  The full URL of the link.  In this case that will be as follows where YOURSITE would be your organization’s site name.  Organizations with custom URLs should modify the following URL accordingly.URL Start and End Date:  Leave blank.
  • https://registration.xenegrade.com/YOURSITE/searchResults.cfm?conference=1
• Type:  Select Same Window as the target window for the link.
• Location:  Select Left to display the link as a menu option.
• Image:  Leave the image field blank.
• Order:  We suggest setting the menu order = 2 so the Conferences menu displays second in the list, right after the Course Search.

Adding Registrations to Conference and Workshops

• From the WebReg module, clients can register for workshops once they add the Conference to their cart. 
• From the Admin Module, user can register clients for workshops once the Conference has been added to the Client Assignments.  At that time, a Workshops option will display in the drop down select list while on the Client Assignment screen.  Go to the Workshops screen.
• Click the Add/Modify button to the upper right corner of the Workshops screen.
• Follow the instructions on the submit form.
• Registration cannot occur when:
  • Workshops overlap dates or times.
  • Workshop is full (no waiting list allowed).
  • Extra Fee workshop has not been purchased.
  • To add or delete registered workshops, reopen the Add/Modify button and make changes as required.