ers user guide · 2020-07-12 · provost information technology office event registration system ....

Provost Information Technology Office Event Registration System

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Event Registration System (ERS) (User Guide)

Contents:

A. Admin Site: 1. ERS Admin Overview/LogIn…………………………………………………………………………………………………2 2. Create an Event…………………………………………………………………………………………………………………..5 3. Schedule an Event……………………………………………………………………………………………………………….8 4. Update a Schedule……………………………………………………………………………………………………………..11 5. Add Questions for an Event………………………………………………………………………………………………..13 6. Update an Event ………………………………………………………………………………………………………………..16 7. Manage Registrations…………………………………………………………………………………….…………………..19 8. Cancel a Scheduled Event……………………………………………………………………….………………………….23 9. Adding and Removing ERS Administrators………………………………………………………………………….25 10. Registering another User…………………………………………………………………………………………………… 26 11. CheckIn……………………………………………………………………………………………………………………………….29

B. Regular User Site:

1. ERS User Overview..……………………………………………………………………………………………………………36 2. Register for the event..……………………………………………………………………………………………………….39 3. View and Update Profile……………………………………………………………………………………………………..41 4. My Registrations…………………………………………………………………………………………………………………42


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A. Admin Site:

1. ERS Overview/Login ERS system allows the administrators to create, schedule, update events and manage registrations.

• Log in to the ERS Admin site (https://ers.tamu.edu) using your NetID and password.

• Click the LogIn link on the homepage to access the Department Administrator functions.


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• This will redirect the user to the CAS page where they will login using their NETID and Password.


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After logging in, the Department Admin will see a list of avaible events along with additional menu items.

ERS Users explained:

The ERS system has 3 defined user types:

Department Admin – A Department Admin is the highest level of user for a department. This person will can:

-Add a User to the Department -Create, Cancel, Edit or Archive an Event -Create or Cancel a Schedule -Add CheckIn Admins for an Event -Register Another User for an Event -CheckIn a User for an Event Department Users – A Department user has less privilegs than a Department Admin. This person will be able to: -Register another user -Create, Cancel, Edit or Archive an Event -Create or Cancel a Schedule - Checkin a user for an event that have been made Checkin Admin for Regular Users – A regular user, (TAMU or NON-TAMU) can register or cancel event registrations for themselves.


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2. Create a new event

• Create a new event by navigating to the Event Setup page and clicking on the option on Events page.

• Enter the following Event Details:

Event Title is required field. Short Description and Long Description: Description of the event with brief/expanded

details. Department: This is generated automatically based on the department of the admin user

who is creating the event.


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Contact Email for event questions: This will appear on the event page for registrants to send an email if they have questions related to the event.

Allow people to only attend once: Mark the checkbox in order to group the different scheduled events of a single catalog event together so that it doesn’t allow the users to register for more than one scheduled event of that catalog event.

Who is Eligible to Attend: Select Faculty, Staff, Non-TAMU, Graduate or Undergraduate as intended attendees of the event.

Archived: Hide the event when Department Users first log in.

When you click the button, the event information will be saved.

You can also add questions in the Event Questions section by clicking the button. Questions can have answer types of Open Response (textbox), Multiple choice (radio buttons), or Drop

Down (dropdown list). Answers can be added for all question types but will only be displayed for Multiple choice and Drop Down. Answers and Questions can be reorganized by using the up and down arrows.

Once you click the button, the question will then be listed at the top.


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3. Schedule an Event

Schedule the event for the users to view and register for the event.

• Click on the link under the Event Schedules section on the Events Details page to schedule the event.

• On the Schedule Details section page enter the following details: Location Specify the location of the Event. Instructors/Presenters (Limit to 500 Characters or less): Include the names of instructors

for the session. Event Start Date and Event End Date: Select the Event start date and end date from the

calendar. Event Start Time and Event End Time: Specify the start and end times of the Event. in hh:

mm: AM/PM format. Registration Start Date and Registration End Date: Enter the registration start and end

dates so that the attendees can register for the event in time. Food Provided?: Mark the checkbox if food is provided. Seats: Enter the number of seats for the maximum attendees. Food Provided? (Limit to 500 Characters or less): Specify the type of food provided if you

have marked the checkbox of Food Provided? This allows the administrators to schedule the event without making it public, so that it can be available to the users only when it is ready.


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Send Confirmation/Cancellation Emails: Check Yes if you would like the registrants to be sent schedule changes via email.

Send 1 hour email reminder: Check Yes if you want the user to be sent a reminder 1 hour before the event

Send 24 hour email reminder: Check Yes if you want the user to be sent a reminder 24 hours before the event

Cancel this event: This option is only to be used when you want to cancel a schedule you have already saved and not when you are scheduling an event

Attendance By Invite Only: If the event is intended to a particular group of attendees, check Yes. You will have an opportunity to enter the UIN of invitees in the Registrations section when the schedule is saved.

Check In Permissions: Specify the UIN of the user to add who will be able to login and Check In registrants for this scheduled event.

Enter the UIN of the Check in Admin and click . Their name will be entered into a

list box. To remove a name, click it to highlight it and then click the link.

To Save the Schedule, select the button. When the schedule is saved, the Event Schedules section is updated.

In the Event Schedule section, select the link beside each Schedule will display the Schedule in a non-edition mode.


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4. Update a Schedule

To update a schedule, select the in the Schedule Details panel. This will open the Schedule in Edit Mode.

In Edit Mode you have the option to:

• Update a Schedule: To update a schedule information and Select • Cancel a schedule: To cancel a schedule, select Yes in the Cancel this event option

, then select . Your schedule will be cancelled and any registrants will be send a cancellation email.

• Copy a Schedule: To copy a schedule, select . You will be prompted with the following message:


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If the data in the form is what needs to be saved, click OK on the prompt. If the data needs to be updated, Select Cancel. Make the necessary changes in the Schedule Details section and then

select . Select OK to save a new copy of the schedule. The copied schedule will be displayed in the Event Schedules section.

Questions to Attendees: Add questions for the attendees to fill them while registering for

the event. Questions can be of two types: 1. multiple choice question, where you can add responses to the question from which the attendee selects one option. 2. Open response question for which the attendee writes answer. Note: It is mandatory for all the participants to answer these questions while registering for the event.


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5. To Add Questions for an Event

After an event is created, questions for registrants can be added to the event. Questions are added in the Event Questions Section of the Event Details page.

Enter the following details for an event question:

Question Text: Enter the question text Question Type: A question can be either Open Response or Multiple Choice. For Open response questions, you only need to enter the question text.

Select the button to save a question.


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After a multiple choice question has been added, you can add the response options the user will see. Response options should be added one by one.


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Then select the link next to the answer to be saved.


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6. Update an Event To update an event: Update the created event details like the name, description and eligibility via the Department

Events page

Click on the link next to the Event Name in the event listing table.

This navigates to the Edit Event Details page where you can update and save the event details.


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7. Manage Registrations

Click on the link under the Event section of the Event Details page of the specific schedule you need to manage registrations for.

Select to display a list of registered users for this scheduled event. The event registrations will be displayed in the event registration panel.


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From this section an administrator can register a user for an event, create a list of invitees’, email all registered users or generate reports.


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To manage user registration

Register a user: To register a user, click

Enter the UIN of the user and click

Click to register the user for this scheduled event


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Cancel Registration: To cancel a user registration select for the user registration to be cancelled.

Update Attendance: To update the list of participants who have attended the event for each participant who has attended the session and click on the Update Attendance link.

To add a list of attendees

Enter the UIN of the user to be invited

Click to add the user you would like to invite

The user will be added to the Invited list

To delete an attendee from the list, click


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To email all registered users

Click , it will display the following form.

Enter the Subject and Message and click to email all registered users.


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• Report Options Select the appropriate link to generate a form with participants UIN, Name, Email address, signature. You can choose from Roster Options which fields to add/remove in the roster list.

List of participants generated using Sign In Roster link.

Download Attendance Data – generates an Excel spreadsheet that is downloaded to the user machine

Download Q & A Data – generates an Excel spreadsheet that is downloaded to the user machine

Sign In Roster, Attendance Roster and Attendance Report generate a new web page with the selected data.


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8. Cancel the Scheduled Event

To cancel an event, the event must be in edit mode. Click in the Schedule Details panel.

This puts the schedule in Edit mode. Click the button to cancel the schedule.


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A pop-up appears to confirm the cancellation of the event.

The Schedule show up as cancelled in the schedule listing.


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9. Adding and removing ERS administrators

View the administrators for the departments using the Add User link in the main menu. The Department Admin can add other Department Admins and Department Users to this department.

To Add a User

Navigate to the Add User Page

Click on the button to bring up the menu at the bottom, in which new Administrative Users can be added by searching their UIN.

Enter the UIN and select the button. This will return a user listing.


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Select the appropriate user role and click . The User will be added to the department.

To Remove a User

Select the and the user will be removed

10. Register Another User Select Register Another User in the Admin menu. A user can be registered by searching for

events the student is eligible to register

It returns a list of events the user is eligible for


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Select Register to add the user to the registration list. It will display the registration page with details for the event

Select Register to add the user to the registration list. It will display the registration page with details for the event. When the user is registered, they will receive an email with event details for this event.


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11. CheckIn an Attendee Attendees can be checked in to an event by CheckIn Admins. When the CheckIn link is

clicked list of events that the admin is eligible to checkin attendees for will be displayed.

Click the CheckIn link next to the event users need to be checked in for


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Swipe the ID Card or enter the UIN of the user to be checked in Click CheckIn via UIN


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If the user is not already checked in for the event, you will receive a message that will allow

you to register the user and check them in by clicking the register user link. The user is then checked in for the event


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A checkin admin can also search by student to check a student in to an event

A checkin admin can also search by student to check a student in to an event. A list will be displayed with events the user is registered for.


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Click the CheckIn link. This link will check in the student and will redirect to the checkin page to display a list of students checked in for the given event


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B. Regular User Site:

1. ERS User Overview ERS user site allows the TAMU and non TAMU users to register for the events. ERS user site (https://ers.tamu.edu ) has two logins: a) For TAMU users b) For Non-TAMU users

a) TAMU Users can login using their NetID and password.

https://ers.tamu.edu/


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Logging to the ERS site as TAMU user displays the list of events available for TAMUs only.

b) Non-TAMU users can login using their email address.

Non-TAMU users without an account can create one using the

link.


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Logging into the site as non-TAMU user lists all scheduled events.


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2. Register for the Event

Note: The process of registering for the events is similar for both TAMU and Non-TAMU users. To

see which events they are eligible to register for, click on the link in the menu.

The user can register for the event by click on the link of the event to be registered for.

Fill in the details for the questions asked for registration and complete registration. Additional questions are mandatory as they are related to that particular event.


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After the user completes the registration the user will be redirected to the Profile page with the list of events that are registered for. A confirmation email will be sent to the user with the event details.


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3. View and Update profile The user can view his/her profile using the Profile tab on the ERS main page.

User can update his/her details by making any required changes and clicking the Save Changes button


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4. My Registrations This Profile also lists the details of Active and Cancelled Registrations. User can view the registrations and also has an option to cancel the registrations using the link beside the event to be cancelled.

ers user guide · 2020-07-12 · provost information technology office event registration system ....

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