Conferences - Adding Workshops, CEUs, and Managing Registrations

This page explains how to add workshops to a conference, assign Continuing Education Units (CEUs) to workshops, and manage client registrations.

Navigation:
Main Menu → Services → Conferences
Applies To: Enterprise

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Adding Workshops to a Conference

Workshops are optional features of a conference, either displaying a schedule of activities or allowing client registrations.

To Add a Workshop:

1. After the conference is created, go to view mode of the conference section.
2. Select the Workshops tab.
3. Click the Add Workshop button.
4. Fill out the necessary fields:
   • Workshop ID: A unique identifier (up to 15 characters).
   • Status: Select the status of the workshop.
   • Title: Up to 200 characters.
   • Description: Provide a detailed description.
   • Date, Time, and Day: Set the workshop's date, time, and day.
   • Enrollment: Set the minimum and maximum enrollment.
   • Location: Specify the location.
   • Presenter 1: Required field for the primary presenter.
   • Presenter 2: Optional field for a second presenter.
   • Display Online: Check Yes to display in the WebReg module.
   • Enable Registration: Choose Yes to allow registration or No for view-only.
   • Extra Fee: Check Yes to require an additional fee.
5. Click Create to save the workshop.

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Adding CEUs to a Workshop

To assign CEUs to a workshop:

1. View the workshop and select the Credits tab.
2. Click Add Credit to assign CEUs.

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Adding the Conference Menu to the WebReg Module

Conferences do not appear in the regular Course Search menu. You need to create a new menu option to display conferences in the WebReg module.

To Add a Conference Menu Link:

1. Go to Admin/Security → Settings → Web Links.
2. Click the New Web Link button.
3. Enter the following details:
   • Link Title: The text that will appear to clients (e.g., "Conferences").
   • Link URL: Enter the following URL, replacing YOURSITE with your organization's site:

     bashCopyhttps://registration.xenegrade.com/YOURSITE/searchResults.cfm?conference=1
     

   • Type: Select Same Window.
   • Location: Select Left to display the link in the menu.
   • Order: Set the menu order to 2 to display it second, after Course Search.
4. Click Create.

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Managing Conference and Workshop Registrations

Registering Clients for Workshops:

1. From the WebReg module, clients can register for workshops after adding the conference to their cart.
2. In the Admin Module, once the client is added to the conference, the Workshops option will appear in the Client Assignments screen.
3. To modify workshop registrations, click the Add/Modify button on the Workshops screen.
4. Follow the on-screen instructions to make changes.

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Important Notes:

Registration cannot occur when:

• Workshops overlap in dates or times.
• The workshop is full (no waiting list).
• The additional fee for the workshop has not been purchased.

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Conclusion

By following the steps provided, you can successfully manage workshops, add CEUs, and configure your conference menu in WebReg. This will ensure a smooth process for your clients and efficient conference management.

For further assistance, refer to related articles or contact support.