PRESENTS

1. PRESENTS Registration Functionality and Meeting Statistics

2. Table of Contents • Find an existing meeting to use as a template • Find a meeting • Find an upcoming meeting • Edit existing meeting notice • Setting registration date and time • Registration options • Adding menu choices • Attendees registration process • View Meeting Statistics

3. Find an existing meeting to use as a template Click on “Find Meetings” to show the list of meetings for your Organizational Unit. Note that you may also click on “Find Meetings” from the tabs displayed above.

4. Find an existing meeting to use as a template Click on “Upcoming Meetings for my Section” to show list of meetings for your Organizational Unit. You may also click on “Recent Meetings for my Section” to view other existing meetings.

5. Find an existing meeting to use as a template For this example, we need to make sure that registration functionality is enabled for an existing meeting notice. These same steps can also be followed to enable registration for meetings at the time of their creation. Click on “Show” to view the meeting notice.

6. Edit existing meeting notice Once the meeting is displayed, scroll to the bottom of the page, and click on the “Edit” button.

7. Setting registration date and time In order to enable registration functionality, we just need to set registration start date and time to be before the registration end date and time. To disable registration, set them to be the same. You may also click on this link to automatically disable registration.

8. Registration options You are able to use either the built-in attendee registration or an external system. If you would like to use an external system, provide a link to it in this field. In this example, we will use the built-in registration functionality and will leave this field blank. When using built-in registration, you can specify the maximum number of registrations allowed. You may want to use this in cases when there is a limited seating capacity at your meeting. Leave this field blank if there is no limit on the number of registrations.

9. Adding menu choices You can also allow your members to select menu choices for the event. When creating multiple choices, you will click “add menu selection.” Once completed, click on “Change” to save changes. After saving changes, the meeting notice will now have registration enabled. Next, we’ll demonstrate how your meeting attendees can register for the meeting.

10. Attendees registration process Once you click on “change” to publish the meeting notice, the meeting notice will be displayed as registrants would see it. Click on the registration link.

11. Attendees registration process Provide registration information. Note the fields highlighted in red with an asterisk next to them are required fields.

12. Attendees registration process Here is an example of a filled-out form Click the “Register” button to submit the information

13. Attendees registration process Meeting registrant will be given an opportunity to quickly add another meeting attendee. Selecting “No Thanks” returns the meeting registrant to the “Meetings” page.

14. View Meeting Statistics If you are logged in as a volunteer, you can view meeting statistics by clicking on the title of the meeting.

15. View Meeting Statistics – cont’d. Scroll down to the bottom of the page, and click on “View Meeting Statistics”

16. View Meeting Statistics – cont’d. This page will show you registration information for your meeting attendees. You can download this information in CSV and TSV formats. You can also edit the information if needed, by clicking on the “Edit” link.

17. Thank you! Thank you for viewing the tutorial. Please remember to visit vTools’ site (http://vtools.ieee.org) to learn more about our projects. If you have any questions regarding vTools.Meetings, please e-mail us at: meetings-vtools@ieee.org. Thank you!