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Event Manager

The Event Manager is useful for selling admission to a convention or similar event. The Event Manager allows you to sell badges to an event, create tickets for admission to individual events taking place at the main event, create ribbons to redeem at the event for discounts, and create tokens to use as currency at the event.

 

  1. Select Event Manager from the New Content menu of the Admin Bar.

  2. The “Add/Edit Event Manager” screen will open.

 

 

  1. Enter a title for your event in the “Title” field.

  2. The “Menu Title” is the title as it appears in the site navigation and site maps. You can leave this blank and WebGUI will insert a menu title for you (by default, WebGUI will use the “Title”).

  3. The URL can also be left blank and WebGUI will generate a URL for you.

  4. In the “Description” field, enter a short description of the event. This will remain as static text and will appear beneath the event title and above badges available for purchase.

  5. Select the “Time Zone” in which this event will take place.

 

 

  1. In the “Badge Instructions” field, enter instructions for the registrant regarding the purchase and use of a badge. The badge allows admission to the event.

  2. In the “Ticket Instructions” field, enter instructions for the user regarding the purchase and use of a ticket. The ticket is purchased in addition to the badge, and allows a registrant to reserve a seat/spot at events, such as a special speaker or workshop, that are going on at the main event. You will want to use tickets for events that have limited attendance.

 

 

  1. In the “Ribbon Instructions” field, enter instructions for the registrant regarding the use of a ribbon. Ribbons can be purchased, and in return the registrant will receive a discount off of any related tickets purchased. See the section on creating ribbons for more information.

 

 

  1. In the “Token Instructions” field, enter instructions for the registrant regarding the purchase and use of tokens. Tokens can be redeemed at the event for physical goods, or put towards purchasing access to events once onsite if seats remain. See the section on creating tickets for more information.

 

 

  1. Choose your display settings from the “Display” tab.

 

    1. If the “Hide from navigation?” field is set to “Yes,” your Event Manager “Menu Title” will not appear in the site navigation.

    2. If “Open in new window?” is set to “Yes,” the Event Manager will open in a new browser window when viewed directly.

    3. If “Display the title?” is set to “No,” the title of the Event Manager entered in the “Properties” tab will not be displayed to users.

    4. You can choose a “Style Template” to be applied to the Event Manager if it is to be viewed directly. If viewed on a Page Layout, the layout style template will be used instead.

    5. You can choose a “Printable Style” for the page.

    6. Under “Main Template,” you can choose the template to use for the main screen which lists the badges for purchase. This is the screen registrants see upon initially viewing the asset.

    7. The “Schedule Template” is the template used to display the schedule for events.

    8. The “Schedule Locations Per Page” field allows you to set the maximum number of event locations that are displayed on each page of the Schedule. If you only have a few events, you can just set this field to the number of events. If you have around 10-20 events, then you might want to set this number to around half the number of total events. If you have many events you can leave this field at the default value.

    9. Under “Badge Builder Template,” you can choose the template to use for the badge builder screen.

    10. Under “Lookup Registrant Template,” you can select the template to use for the screen on which the Registration Staff Group can look up a registrant's badge.

    11. Under “Print Badge Template,” you can select the template to use for printing badges.

    12. Under “Print Ticket Template,” you can choose the template to use for printing tickets.

 

13. Choose your security settings from the “Security” tab.

 

    1. The “Owner” has full editing and viewing rights for this asset. Usually, the owner is the person who created the asset.

    2. The “Who can view?” field allows you to limit who can view this asset on the site. Select a group of users allowed to view this asset from the dropdown menu. If there are no viewing restrictions, leave the menu at Everyone. The Owner can always view the asset.

    3. Select who has editing rights for this asset from the “Who can edit?” dropdown menu. The Owner can always edit.

    4. From the “Registration Staff Group” dropdown menu, select the group of users that will handle registration. These users can look up and manage the badge registrations for any attendee. The screenshots in this chapter are taken as a user in the Registration Staff Group.

 

14. If you wish, enter metadata in the “Metadata” tab. The metadata tab is the standard tab seen amongst most assets.

 

15. When all your settings are complete, click save.

 

 

Add a Badge

Badges are used to purchase admission to an event. Once a badge is created, additional tickets to individual events being held at this main event can be created. So, you may have a conference (the badge), and at the conference there may be special workshops or presentations that require additional admission (tickets).

 

You can create Badge Groups that will allow you to associate individual badges with tickets to events. When a user buys a badge, s/he will be directed to a screen showing all tickets available for purchase at the event. Badge Groups are how you make the association between badges and tickets. See the section on Badge Groups for more information.

 

  1. Click the link to “Add a badge” located beneath the Event Manager asset title and description.

  2. The “Event Manager Badge” screen will open. Registrants will purchase a badge to gain admission to an event. You can have multiple badges for an event if you want to give users options. For example, a three day event may have a badge for each individual day, and perhaps a discounted badge for attendees who chose to attend all three days or who register early.

 

 

  1. Enter a title for this badge in the “Title” field.

  2. The “Menu Title” is the title as it appears in site navigation. You can leave this blank and WebGUI will insert a menu title for you (by default, WebGUI will use the “Title”).

  3. The URL can also be left blank and WebGUI will generate a URL for you.

  4. In the “Description” field, enter a short description of the badge. Once this badge is created, this text will appear as hover help when the registrant's cursor moves over the badge title in the Event Manager screen, shown below.

 

 

  1. At the bottom of the screen is the “Related Badge Groups” field. Badge groups are used to associate badges with tickets. Badges can be related to a badge group, and when tickets to events within the badge are created, the tickets are related to the same badge group. When registrants select a badge to purchase they will be directed to a screen that contains all tickets to events in the same badge group. If a registrant purchases a badge, and tickets, and then removes the badge from his/her cart, all the tickets related to that badge will also be removed. See the section on Badge Groups for more information.

 

 

  1. Choose your display settings for this badge in the “Display” tab. These are the standard display settings common amongst most assets.

 

    1. If the “Hide from navigation?” field is set to “Yes,” the badge “Menu Title” will not appear in the site navigation or site maps.

    2. If “Open in new window?” is set to “Yes,” the badge will open in a new browser window when viewed directly.

    3. If “Display Title?” is set to “No,” the title of this badge entered in the “Properties” tab will not be displayed on the web page.

    4. The EMS Badge Template is the template used to display badges in the Event Manager. If you have a custom badge template, you apply it here.

 

9. Choose your security settings from the “Security” tab. Again, these are the standard security settings.

 

    1. The Owner has full editing and viewing rights for this badge. Usually, the Owner is the user who created the badge.

    2. The “Who can view?” field allows you to limit the group of users who can view this badge on the site. Select a group of users allowed to view this badge from the dropdown menu. If there are no viewing restrictions, select Everyone in the menu. The Owner can always view the badge. This can be helpful if you want to make badges for the same event available at different prices for certain users, like a discounted price for registered users as opposed to the general public.

    3. Select the group who has editing rights for this badge from the “Who can edit?” dropdown menu. The Owner can always edit.

 

10. If you wish, enter metadata in the “Metadata” tab. The metadata tab is the standard tab seen amongst most assets.

 

11. Choose your inventory and price settings from the “Shop” tab.

 

    1. “SKU” stands for Stock Keeping Unit. In this field, you can enter an inventory code or product number for this badge, or leave the value created for you.

    2. Under the “Vendor” dropdown menu, you can choose a person or company defined in the commerce system to receive credit for selling this badge.

    3. If the “Ships Separately?” field is set to Yes, this item will accrue shipping costs separately from other items in your cart. Since a badge is not a physical item to ship, you can probably leave this field set to No.

    4. In the “Full Price” field, you can enter the amount to be charged for this badge. This covers admission to this event; tickets will be charged separately.

    5. If you are offering an early bird discount, you can enter the early bird price in the “Early Bird Price” field.

    6. If you are offering an early bird discount, enter the date on which the discount ends in the “Early Bird Price End Date” field.

    7. If you are offering a discounted price for pre-registration to this badge, you can enter that price in the “Pre-Registration Price” field.

    8. If you are offering a discounted price for pre-registration to this badge, enter the date that this offer ends in the “Pre-Registration Price End Date” field.

    9. In the “Seats Available” field, you can enter the maximum number of seats to be sold for this event. Each badge that is sold will deduct one seat from this number in the Event Manager screen.

    10. If “Override tax rate?” is set to “Yes,” you can override the default tax rate set in the Shop administrative screen. This allows you to apply a different percentage of tax for this badge than you would other items sold through your Shop.

    11. In “Tax Rate Override,” enter the new percentage to be used in calculating the tax rate. The rate entered here will only be applied to the badge if “Override tax rate?” is set to “Yes.”

 

12. When all settings are complete, click “save.” You will be returned to the Event Manager where the badge you just created will be displayed. Members of the Registration Staff Group will see links by which to delete or edit this badge. The green Buy link is what registrants click to purchase this badge. Below, you can see an Event Manager that contains three badges.

 

 

Create Tickets

Tickets are used to sell admission to individual events within a badge. For example, you might have a main event (badge), and at the event are a number of special speakers for which you need to charge admission. In addition, those speakers' presentations may have limited seating. Tickets allow you to sell a limited number of seats to a specific presentation.

 

  1. In the main Event Manager screen, click the link to “View Tickets,” located beneath the asset title and description. The “Tickets” tab will open. The tickets tab is part of a screen called the Badge Builder. A registrant selects a badge to purchase, and then “builds” that badge by making additional purchases from the tabs in this screen.

  2. Click the link in the upper left hand corner to “Add a ticket.” The “Event Manager Ticket” screen will open.

 

 

  1. Enter a title for this ticket in the “Title” field.

  2. The “Menu Title” is the title as it appears in the site navigation. You can leave this blank and WebGUI will insert a menu title for you (by default, WebGUI will use the “Title”).

  3. The URL can also be left blank and WebGUI will generate a URL for you.

  4. In the “Description” field enter a short description of the ticket. Here is where you could provide instructions for the registrant or a description of the event. This text will appear as hover help when the registrant's cursor moves over the ticket title in the “Tickets” tab.

  5. At the bottom of the screen, there is a field to enter an “Event #”. In this field, you can enter a number to represent this event. Each event number should be unique, as it is useful for referring to the event in a catalog or program.

 

 

  1. In the “Duration” field, you can enter the number of hours the event will last.

  2. From the “Location” dropdown menu, select the location where the event will take place. If the event's location is not listed in the dropdown menu, you can enter a new location in the text field to the right of the menu. This new location will appear in future “Event Manager Ticket” screens, under the “Location” dropdown menu.

  3. The “Related Badge Groups” field allows you to associate this ticket to a badge group. Tickets can be placed in the same group as a badge. Then, when a user purchases a badge, s/he will be shown the tickets that are related. See the section on Badge Groups for more information.

  4. If Ribbons have been created for tickets at this event, they will be listed under the “Related Ribbons” field. Check the box next to a ribbon that can provide a discount for this ticket.

  5. In the “Start” field, you can enter the date and time that the event will begin. You may either manually enter the start date and time or select a date and time from the calendar picker.

     

       

    1. To manually enter the date and time into the “Start” text field, you can enter the date using the format YYYY-MM-DD and the time using the 24-hour clock format HH:MM:SS.

    2. To select a date and time from the calendar picker, click anywhere in the “Start” text field, and a calendar will open. Click the arrows to the left or right of the month name to select a month and year, then click to select a date for the event to begin. In the “Time” field located beneath the calendar, you can enter a time for the event to begin, using the 24-hour clock format HH:MM. When you have finished selecting a start date and time, click the “X” located in the upper right corner of the picker.

  6. Choose display settings from the “Display” tab.

 

    1. If “Hide from navigation?” field is set to “Yes,” the ticket “Menu Title” will not appear in the site navigation or site maps.

    2. If “Open in new window?” is set to “Yes,” the ticket will open in a new browser window when viewed independently.

    3. If “Display Title?” is set to “No,” the title of the ticket entered in the “Properties” tab will not be displayed to registrants.

 

14. Choose security settings from the “Security” tab.

 

    1. The Owner has full editing and viewing rights for this ticket. Usually, the owner is the user who created the ticket.

    2. The “Who can view?” field allows you to limit who can view this ticket. Select a group of users allowed to view this ticket from the dropdown menu. If there are no viewing restrictions, leave the menu at Everyone. The Owner can always view the ticket.

    3. Select who has editing rights for this ticket from the “Who can edit?” dropdown menu. The Owner can always edit.

 

15. If you wish, enter metadata in the “Metadata” tab. The metadata tab is the standard tab seen amongst all assets. Tickets in an Event Manager can also be assigned their own Meta Fields. Those fields will be displayed at the bottom of the Metadata tab. See the section on Ticket Meta Fields for more information.

 

16. Choose your inventory and price settings from the “Shop” tab.

 

    1. “SKU” stands for Stock Keeping Unit. In this field, you can enter an inventory code or product number for this ticket.

    2. Under the “Vendor” dropdown menu, you can choose a person or company defined in the commerce system to receive credit for selling this ticket.

    3. If “Ships Separately?” is set to Yes, this item will accrue separate shipping costs in addition to other items in your cart. Since this is not a physical item to ship, this field can be left at No.

    4. In the “Full Price” field, you can enter the amount to be charged for this ticket.

    5. In the “Seats Available” field, you can enter the maximum number of seats to be sold for this ticket. Each ticket that is sold will deduct one available seat from this ticket. If a ticket is returned, the seat will be replenished.

    6. If “Override tax rate?” is set to “Yes,” you can override the default tax rate set in the Shop administrative screen. This allows you to apply a different percentage of tax for this ticket than you would other items sold through your Shop.

    7. In “Tax Rate Override,” enter the new percentage to be used in calculating the tax rate. The rate entered here will only be applied to the ticket if “Override tax rate?” is set to “Yes.”

 

17. When all settings are complete, click save. After saving, you will be taken back to the “Tickets” tab where you can continue creating additional tickets.

 

 

Ticket Meta Fields

Upon entering the Tickets tab, a link will be provided by which you may create Meta Fields for the purpose of assigning metadata to tickets in this Event Manager. Meta fields created in this way will only appear for Ticket assets. To create Meta Fields for tickets:

 

  1. Enter the Tickets screen by selecting View Tickets in the Event Manager.

 

 

  1. At the top of the Tickets tab are a number of links. The second from the left is Meta Fields. Click on the Meta Fields link to open the Meta Fields screen.

 

 

  1. Click on the “Add An Event Meta Field” link to open the screen on which you can create a new meta field.

 

 

  1. In the “Label” field, enter the label for this field. This is the label the user will see on the screen.

 

 

  1. Set the “Visible?” toggle to Yes or No to determine if this field will be visible.

  2. Set the “Required?” toggle to Yes or No to determine if this meta field will be required.

  3. Select the “Data Type” for this field from the dropdown menu. WebGUI will validate the data input by the user to ensure it matches the data type you select. For example, if “Email Address” is selected, and the user enters something other than an email address, an error message will be displayed.

 

 

  1. The “Possible Values” field is where you enter the values from which users may select. Each value is separated by a carriage return. This field is only used with the following Data Types: Checkbox List, Combo Box, Hidden List, Radio List, Select Box, and Select List.

  2. If a Data Type was chosen that requires a list of values for the user to choose from, you may wish to set a “Default Value.” This is the value that will be pre-selected for the user upon viewing the meta field. This is useful if there is one value that is far more common than the others, as it will be automatically selected for you. A default value must directly reference one or more of the values entered in the Possible Values field.

  3. Click save to create the meta field. You will be returned to the Meta Fields screen, where the meta field you just created will be displayed, along with a toolbar from which you may delete the field or edit it. The “View Tickets” screen will take you back to the Tickets tab.

 

 

To apply this meta field to a Ticket, enter a ticket's Metadata tab. This can be done at the time of Ticket creation, or by editing an existing Ticket.

 

The meta fields you created will be displayed at the bottom of the Ticket's Metadata tab.

 

 

 

Import and Export Tickets

At times, you may find it necessary to manage tickets in an external spreadsheet application. The Event Manager will allow you to export existing Ticket data, and then import it again. Upon importing the data, the Event Manager will update the existing Tickets on the site to reflect any changes in the imported data.

 

Upon entering the View Tickets screen, you will see an Import and Export link at the top.

 

 

To export existing Ticket data, click on the Export link. The Event Manager will generate a .csv file for you to save on your computer, seen below.

 

 

This data can then be used in an another application. Using the export function will give you a base import file to work from in an external application.

 

To import Ticket data back into the Event Manager, click on the Import link in the View Tickets screen. You will be presented with a screen that allows you to configure the import.

 

 

If no "Asset ID" is specified for a particular row in the import file, then a new Ticket will be created. If the assetId is specified, then an existing ticket will be updated to reflect any changes in data. You can optionally leave out fields from your file if you only want to import data for certain fields.

 

Badge Groups

Badge Groups are used to relate events to each other. Specifically, a Badge Group allows you to relate tickets to a specific badge in the Event Manager. A Badge Group is created, and a specific badge and a number of related tickets are associated with that group. When registrants purchase a badge, they are shown all tickets available for purchase at that event. The Event Manager knows which tickets to show the user based on their common association with a Badge Group.

 

1. Click the “Badge Groups” link located beneath the Event Manager's title and description. The “Badge Groups” screen will open.

 

 

2. Click the link to “Add a Badge Group.

 

 

3. In the “Badge Group Name” field, enter a name for this badge group. The Badge Group Name will appear in the “Related Badge Groups” field when creating Tickets and Badges.

 

4. You will be taken back to the main “Badge Groups” screen. The Badge Group you created will be displayed, along with links by which to delete and edit existing Badge Groups. From this screen, you may either “Add A Badge Group,” or “View Badges” you've created.

 

 

    1. If you choose to add another badge group, you will be taken to a “Badge Groups” screen with a fresh “Badge Group Name” field. Repeat the same process to add a badge group to your Event Manager.

    2. If you do not wish to add any more badge groups to your Event Manager, choose “View Badges.” You will be returned to the main Event Manager screen, where you can view the badges you have created.

 

Associate Badges and Tickets with a Badge Group

Now that a badge group has been created, you can associate badges and tickets within your Event Manager with this badge group. If you know you need to associate tickets and badges early on, you may want to create all necessary badge groups first, then move on to creating badges and tickets.

 

  1. Click the link to “Add a badge,” located beneath the Event Manager asset title and description. Or, click the Edit link to edit an existing badge. In this example, an existing badge was edited.

 

 

  1. The “Event Manager Badge” screen will open. If this is a new badge, enter the appropriate information; if this is an existing badge, proceed to number 3.

  2. At the bottom of the screen, in the “Properties” tab, is the “Related Badge Groups” field. Now that a badge group(s) has been added to your event, it will be displayed here. You may check the box to add this badge to a badge group you have created. Continue through the remaining tabs in the “Event Manager Badge” screen as instructed in the previous section.

 

 

  1. After saving, you will return to the Event Manager. Next, you need to associate tickets with the same Badge Group as this badge.

  2. Click on the “View Tickets” link near the top of the Event Manager asset.

  3. Upon entering the Tickets tab, click the “Add a ticket” link to create a new ticket, or click the Edit link of an existing ticket. See the section on creating Tickets to learn more about Tickets.

  4. In the Event Manager Ticket screen, select the appropriate badge in the “Related Badge Groups” screen.

 

 

  1. Save the ticket.

 

In this example, a number of tickets were created, and each was assigned “Conference” in the “Related Badge Groups” field. In addition, the Conference badge was assigned the same related badge group.

 

If a registrant selects the Conference badge for purchase, s/he is asked to fill in some personal information. After clicking the Add to Cart button, the registrant is then directed to a screen on which all tickets contained within the same badge group are displayed. From the tickets screen, the registrant selects which individual tickets s/he wants to add to the purchase and clicks the green Buy button. After doing so, the Conference badge, along with the individual tickets, are added to the registrant's shopping cart. The images below show this process.

 

 

A user can remove a ticket from the cart, and the seat being taken up by that ticket will be replaced and made available once again for purchase. If a user removes a badge from the cart, all related tickets will be removed as well. So, a user can not attend an event purchased through a ticket without purchasing a badge for full event admission as well. In essence, the badge is a prerequisite to the ticket.

 

Create Ribbons

Ribbons allow discounts to be applied to tickets. A ribbon is created, and then associated with tickets in a ticket's Properties tab. When tickets and a corresponding ribbon are placed in the registrant's shopping cart, the ribbon's discount will be applied to the price of the tickets.

 

  1. Select the “Ribbons” tab located to the right of the “Tickets” tab.

  2. The “Ribbons” tab will be displayed.

 

 

  1. Click the link to “Add a ribbon.” The “Event Manager Ribbon” screen will open.

 

 

  1. Enter a title for the ribbon in the “Title” field.

  2. The “Menu Title” is the title as it appears in the site navigation. You can leave this blank and WebGUI will insert a menu title for you (by default, WebGUI will use the “Title”).

  3. The URL can also be left blank and WebGUI will generate a URL for you.

  4. In the “Description” field, enter a short description of the ribbon. Here is where you could provide instructions for the registrant. This text will appear as hover help when the registrant's cursor moves over the ribbon title in the “Ribbons” tab.

  5. Choose display settings in the “Display” tab.

 

    1. If the “Hide from navigation?” field is set to “Yes,” the ribbon “Menu Title” will not appear in the navigation.

    2. If “Open in new window?” is set to “Yes,” the ribbon will open in a new browser window when directly viewed.

    3. If “Display Title?” is set to “No,” the title of the ribbon entered in the “Properties” tab will not be displayed.

 

9. Choose security settings from the “Security” tab.

 

    1. The Owner has full editing and viewing rights for this ribbon. Usually, the Owner is the user who created the ribbon.

    2. The “Who can view?” field allows you to limit who can view this ribbon. Select a group of users allowed to view this ribbon from the dropdown menu. If there are no viewing restrictions, leave the menu at Everyone.

    3. Select who has editing rights for this ribbon asset from the “Who can edit?” dropdown menu. The Owner can always edit.

 

10. If you wish, enter metadata in the “Metadata” tab. The metadata tab is the standard tab seen amongst most assets.

 

11. Enter Shop information in the Shop tab.

 

    1. “SKU” stands for Stock Keeping Unit. In this field, you can enter an inventory code or product number for this ribbon.

    2. Under the “Vendor” dropdown menu, you can choose a person or company defined in the commerce system to receive credit for selling this ribbon.

    3. If the “Ships Separately?” field is set to Yes, this item will accrue additional shipping charges, separate from other items in the cart. Since this is not a physical item to ship, this can be left at No.

    4. In the “Full Price” field, you can enter the amount to be charged for this ribbon.

    5. In the “Percentage discount” field, enter the percentage discount to be applied to tickets if the user adds this ribbon to the cart.

    6. If “Override tax rate?” is set to “Yes,” you can override the default tax rate set in the Shop administrative screen. This would allow you to apply a different percentage of tax for this ribbon than you would other items sold through your Shop.

    7. In “Tax Rate Override,” enter the new percentage to be used in calculating the tax rate. The rate entered here will only be applied to the ribbon if “Override tax rate?” is set to “Yes.”

 

12. When all settings are complete, click save. After saving, you will be taken back to the “Ribbons” tab. A registrant will click a ribbon's green Buy button to place the ribbon in his/her cart.

 

 

13. Choose your inventory and price settings from the “Shop” tab.

 

Associate Ribbons with Tickets

Now that a ribbon has been created for this event, you can offer discounts on a group of tickets by associating the ribbon with tickets in the “Tickets” tab.

 

  1. Click the “Tickets” tab, located to the left of the “Ribbons” tab. The “Tickets” tab will open.

 

 

  1. Click the link to “Add a ticket.” The “Event Manager Ticket” screen will open. Or, edit an existing ticket. See the section on creating tickets for more information.

  2. At the bottom of the ticket's “Properties” tab is the “Related Ribbons” field. Ribbons created for tickets at this event will be displayed here. You may check the box to associate a ribbon with this ticket.

 

 

  1. When all your settings are complete, click save. After saving, you will be taken back to the “Tickets” tab.

 

After registrants place badges in their carts, they will be directed to the tickets screen. Registrants can then select which tickets they wish to purchase. In the screenshot below, the registrant has selected two tickets, each priced at $50. The registrant's badge is displayed along with the ticket purchases on the right hand side of the screen.

 

 

Then, the registrant enters the Ribbons tab to purchase a Ribbon. The registrant clicks on the green Buy button to place the ribbon in her cart.

 

 

Once the ribbon has been added to the registrant's cart, the ticket amounts will be adjusted to reflect the discount provided by the ribbon. In the screenshot below, you can see that the registrant has added the ribbon to the badge, and the ticket prices have each been reduced by 10% ($5 dollars off the $50 ticket prices, for a final cost of $45 dollars a piece). In this case, the registrant purchased a $5 ribbon in order to receive $10 off her total cost, for an overall savings of $5.

 

 

Create Tokens

Tokens can serve two main purposes:

 

  • Registrants can buy tokens during registration. Upon checking in at the event, the registrant will be provided physical tokens by the hosting organization. These tokens can then be used like currency throughout the event to make purchases, or to buy access to ticketed events that still have available seats.

  • A Token asset can be created to represent a physical good associated with this event. For example, this event may have a special T-shirt that is only available for paying attendees. A Token asset is created, and given an appropriate title, such as 2008 Convention T-Shirt. When the registrant adds the convention badge to his/her cart, s/he will be directed to the badge building screen where tickets can be purchased. When the registrant enters the Tokens tab, the T-shirt will be displayed for sale.

 

To create Tokens:

 

  1. While viewing the tickets for sale for an event, click the “Tokens” tab. The “Tokens” tab will be displayed.

 

 

  1. Click the link to “Add a token.” The “Event Manager Token” screen will open.

 

 

  1. Enter a title for this token in the “Title” field. This is the name of the token as the registrant will see it in the Tokens tab. If using this for event currency, you can simply label this “Tokens”; however, if you want to sell a physical good (T-Shirts, totes, key chains, coffee mugs, bobble heads...) associated with the event, put the item's name in the title field.

  2. The “Menu Title” is the title as it appears in the site navigation. You can leave this blank and WebGUI will insert a menu title for you (by default, WebGUI will use the “Title”).

  3. The URL can also be left blank and WebGUI will generate a URL for you.

  4. In the “Description” field, enter a short description of the token. Here is where you could provide instructions for the user. This text will appear as hover help when the user's cursor moves over the token title in the “Tokens” tab.

  5. Choose display settings from the “Display” tab.

 

    1. If the “Hide from navigation?” field is set to “Yes,” the token's “Menu Title” will not appear in the site navigation.

    2. If “Open in new window?” is set to “Yes,” the token will open in a new browser window when directly viewed.

    3. If “Display Title?” is set to “No,” the title of this token will not be displayed.

8. Choose security settings in the “Security” tab.

 

    1. The owner has full editing and viewing rights for this token. Usually, the owner is the user who created the token.

    2. The “Who can view?” field allows you to limit the group of users who can view this token. Select a group of users allowed to view this token from the dropdown menu. If there are no viewing restrictions, leave the menu at Everyone. The Owner can always view the token.

    3. Select who has editing rights for this token from the “Who can edit?” dropdown menu. The Owner can always edit.

10. If you wish, enter metadata in the “Metadata” tab. The metadata tab is the standard tab seen amongst most assets.

 

11. Choose your inventory and price settings in the “Shop” tab.

 

    1. “SKU” stands for Stock Keeping Unit. In this field, you can enter an inventory code or product number for this token.

    2. Under the “Vendor” dropdown menu, you can choose a person or company defined in the commerce system to receive credit for selling this token.

    3. If “Ships Separately?” is set to Yes, this item will accrue additional shipping costs, separate from other items in the cart. Most organizations hand out tokens at event registration, so this can probably be set at No.

    4. In the “Full Price” field, you can enter the amount to be charged for this token.

    5. If “Override tax rate?” is set to “Yes,” you can override the default tax rate set in the Shop administrative screen. This would allow you to apply a different percentage of tax for this token than you would other items sold through your Shop.

    6. In “Tax Rate Override,” enter the new percentage to be used in calculating the tax rate. The rate entered here will only be applied to the token if “Override tax rate?” is set to “Yes.”

 

12. When all your settings are complete, click “save.” After saving, you will be taken back to the “Tokens” tab.

 

 

Repeat these steps to create additional Token assets. The screenshot below shows that registrants can purchase actual tokens, which will be provided at the event by the hosting organization to use as currency, as well a number of physical goods available for purchase with this badge.

 

 

When registrants purchase a badge, they will be directed to a screen displaying tickets associated with that badge and available for purchase. The registrant can then enter the Tokens tab to purchase tokens. To purchase, the user simply selects the number of tokens s/he would like to purchase from the dropdown menu in the Buy column. In the example above, the registrant has chosen to purchase fifty tokens and one T-Shirt. After selecting the amount to buy, the user clicks on the green Buy button to place the tokens in the shopping cart. In the screenshot of the registrant's badge, below, you can see that Julie Richards is attending the 2008 Users Conference badge, and has purchased two tickets and one ribbon. In addition, Julie is purchasing fifty tokens and one T-Shirt.

 

 

Registrants may purchase more than one badge. After completing the badge builder screen (Tickets, Ribbons and Tokens), the registrant can click on the Buy A Badge link located under the current badge on the right hand side of the screen. When the registrant has made all his/her selections, s/he simply clicks the View Cart link to complete the full purchase.

 

Anatomy of a Badge

As a user adds items to the cart in the Event Manager, a special badge displays on the page. This badge essentially displays the registrant's current badge, along with all items purchased in that badge.

 

 

At the top is the traditional “View Cart” link to direct the registrant to his/her shopping cart to complete the purchase. The main body of the badge shows the name of the Badge followed by the registrant. In this example, 2008 Users Conference and Jane Doe. Below the registrant name is the name of the Badge Group with the price of the Badge in parentheses. In this example, the 2008 Users Conference badge costs $500. The 2008 Users Conference badge, Special Presenter 1 ticket and Presenter 1 Workshop ticket are all part of the Conference badge group. Registrants may remove an individual ticket from their carts by clicking on its Remove link in the badge. This registrant has also purchased a Ribbon, which was related to the Special Presenter 1 ticket only, indicated by the ticket's reduced price. Tokens have been placed in the cart, and the hosting organization will provide the registrant physical tokens to use as currency at this event. These may also be removed by using the Remove link.

 

When the registrant is ready, s/he can click on the View Cart link to be directed to the shopping cart where the purchase can be completed. See the chapter on the shopping cart for more information.

 

Manage Registrants

Members of the Staff Registration Group will be allowed to manage registrants for the purpose of checking them in, refunding purchases, adding additional events, or printing badges. To manage individual registrants, begin by looking up a registrant's badge.

 

Look Up A Badge

Look up a badge to find a specific registrant's information, as well as manage that individual registrant. To access registrant badges, click on the “Look Up A Badge” link in the Event Manager. In the main Event Manager screen this is located along with a number of other links at the top of the asset. In the View Tickets screen, this link is located on the right hand side of the screen.

 

 

Upon entering the badge look-up screen, all registrants will be listed. In this example, very few registrants exist. In the event that you have many registrants, results will be paginated. The Search field in the upper right hand corner can be used to limit the results displayed on the screen. You can enter a registrant's first or last name to narrow down the registrants listed. The number menu, below the Search field, allows you to set how many registrants you want displayed.

 

The second column to the right is the Badge # column. Clicking on a registrant's badge number will direct you to the badge builder screen for that registrant.

 

 

From here you can add additional tickets, ribbons or tokens to this registrant's badge. If there are other open badges in the system, links will appear below the badge to switch to another. You can click in the Look Up A Badge link to return to the list of registrant badges.

 

The far left column is the Manage column. Clicking the Manage link for any registrant's badge will direct you to the manage screen for that registrant.

 

 

On the left of the screen is the registrant's personal information as provided at the time of registration. On the right side of the screen are options that allow you to manage the items in this registrant's badge.

 

If the registrant's personal information has changed, or a there is a misspelling you can correct it.

 

 

  • Badge #: each badge purchased in the Event Manager is assigned a badge number. This is for reference, and can not be edited.

  • User: this is the username of the registrant. Registrants can be associated with an existing WebGUI user account. Click the gray box with the ... in it to select a different username.

  • Name: the name of the registrant as entered when the badge was selected for purchase.

  • Organization: an organization that this registrant is associated with, such as a business name.

  • Address: the street address for this registrant.

  • City: the city in which the resident resides or works.

  • State/Province: the state/province in which the registrant resides or works.

  • Country: the country in which this registrant resides or works.

  • Phone Number: a telephone number by which this registrant can be contacted.

  • Email Address: an email address by which this registrant can be contacted.

  • Notes: a field in which event staff can enter notes about this registrant.

 

Once any necessary changes have been made, click the Save button.

 

On the right hand side of the registrant's manage screen are additional management options.

 

 

  • Checked In status: on the day of the event, registrants will check in. At this time tokens will be provided, and the registrant might receive a name tag. Before the registrant checks in, a green “Not Checked In” message will display. To check in a registrant, simply click on this green message. A new message will display in red indicating that the check in process is complete.

 

 

  • Badge Name: below the checked in status is the name of the badge this registrant purchased.

 

 

Event staff have the following options listed below the badge name:

  • Print: the print link directs the user to the template view used to print badges. This is often used for name tags at an event to indicate that a person is a paid attendee. The default template displays the badge name, registrant's name, registrant's city and state, and the badge number.

 

 

  • Refund: clicking on Refund will refund the price of this badge to the registrant. In addition, it will replenish this Badge in the Event Manager, allowing someone else to purchase it. If this badge is part of a Badge Group with some tickets, refunding the badge will also refund and return all related tickets.

  • Mark as Not Checked In: this reverses the Checked In status to not checked in.

  • Add More Items: directs event staff back to the badge builder screen for this registrant, where additional Tickets, Ribbons, and Tokens can be added to the badge. The registrant will have to complete the check out process to pay for any additional items added.

 

 

Below the name of the badge this registrant purchased are listed all the additional items added to the badge during registration. These include Tickets, Ribbons and Tokens.

 

Each item has one or two links: Print and Refund. Tickets will have Print link which will direct the user to the template used to print that item. In the case of tickets, this would be used to provide the registrant a physical paper ticket to present at that ticket's event.

 

 

The screenshot above shows the print template for a ticket. At the top is the name of the ticket. Below it are listed the location of this ticket's event followed by the date and time this event occurs. In the lower right hand corner is this ticket's corresponding badge number and registrant's name.

 

Every item in the badge has a Refund link. Clicking the refund link will remove that item from the badge, refund the registrant the cost of that item, and place the item back in the Event Manager so another person can purchase it.

 

Schedule

Upon entering the EMS, you will see a Schedule link located in the list of links at the top of the asset. In order to view a schedule, you must have tickets set up inside a badge. Clicking on the Schedule link will display a schedule of events.

Keywords: admission attendee badges conference discount EMS Event Management System registration SKU tickets

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