: EventManager Support

Web Support : EventManager

What is AcuWeb™ EventManager™?

AcuWeb EventManager provides you with the tools to create online flyers and forms in just a few simple steps.

How does it work?

An e-flyer is created by filling out information online. AcuWeb EventManager creates a Detailed Event Page (also known as a "Brag" page) and a online Registration form. You copy and paste the links to the pages and send out to your clients.

The client receives the links and has the option to view details about the event and register for the event. Once registered, the client will receive a confirmation number and e-mail.

How Do I Access AcuWeb EventManager?

1. To administer AcuWeb EventManager, log into your AcuWeb™ Updater™ account by going to your web address and adding /admin after it.
   (Ex: http://www.yourdomain.com/admin)
2. Log in using the username and password provided to you by Acuity Marketing Communications, Inc.
3. Once logged in, go to the “Jump To…” menu and scroll down till you find “EventManager” and select it.

What Can I Do in AcuWeb EventManager?

Once logged in, you can do the following:

• Create an event e-flyer and registration form
• Understanding Events and Sessions
• E-mail Event Information to Contacts
• Registration Process
• View and Export Attendees List

Create an event e-flyer and registration form

1. To create a new event click on the "New Event" button at the top or bottom of your list.
2. Fill out the form on this page with your information. We suggest having information ready for the following fields:
   • Event Name
   • Registration Type
   • Event Location
   • Event Date(s)/Times(s)
   • Registration Deadline
   • Contact Info
   • Synopsis (brief description of your event)
   • Directions
     
     
     
     
3. If you wish to have photos for this flyer, scroll to the bottom of the page and there is an upload field. Simply click "Choose File" and locate the photo on your computer, double-click that photo file, and then press the "then Upload!" button on the page. Once you load your photos, they will populate the drop-down boxes on fields that allow photos.
   
   
   
4. When finished on this page, click the "Continue to Step 2" button at the bottom of the page.
5. You will come to another page asking for the following information:
   • Header Text
   • Body Text
   • Label for RSVP
   • Day/RSVP and Activity
   • Customizable Fields (labeled "Utility Fields") - optional
     
     
     
6. When you are finished, click on the "Preview Form" button at the bottom of the page.
7. The next page is like a summary of everything for the event. The page is divided into three (3) sections:
   
   1. Buttons to go back and change info including the URLs (links) you will need to copy/paste for people to see the details of the event.
      
      
   2. RSVP Flyer Preview - this is all the details people will see when they click on the "Brag Page" URL you will copy/paste from above.
      
      
   3. RSVP Form Preview - This is the form that people will fill out for the event. The link to it is in section one called URL to "Form Page"
      
      
8. If everything looks good, click the "It's OK!" button at the bottom of the page. If you need to make additional changes, click on the "Make Changes..." button next to it.
9. You will be brought back to the Events list. At this point you have a link to both the "Brag" page (page with all the details of the event) and the link to the form that users will fill out who are interested in attending the event.
10. Send out invitations for this event by sending the two URLs that were generated (see #7, part 1) to your clients.

Note: Your events will always appear at the end of the list, so if you have lots of events, you will need to click on the final page to see your new event.

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Understanding Events and Sessions

Event Manager can be used not only to set up individual seminar events, but can also be used to set up multi-session, multi-day events (i.e. convention or trade show). Up to five sessions per day over five days can be individually set up under one 'master event'.

It is important to remember that because EventManager can track multiple sessions within one event, EVENT attendance lists are different from SESSION attendance lists:

If you want to pull a complete registrant list for the entire event (including ALL sessions), you should click on the EVENT LINK at the top of the page, right next to the words "AttendanceManager", to get a list of ALL who registered.

For single-session events, like Stark, this is the way to go; you'll get everyone who registered, whether they checked the one session checkbox or not.

However, if you have a multi-session event, and want to see who chose to attend each individual session, then you'll want to click on the activity date links for each session (and in a multi-session event, you're not likely to have the "I forgot to check the session I wanted to attend" issue!)

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E-mail Event Information to Contacts

Once you have set up your event and registration form, you can e-mail the event information to any or all contacts in your AcuWeb ContactManager.

1. While in AcuWeb Updater, click on the "RSVP Mail" under the "EventManager" heading in the "Jump to..." menu at the top of the page.
   
   
   

Tip

To prevent errors in the message body, type your message in a text editor that has the capability to check your spelling and grammar. Then copy and past into the boxes.

Note: If you copy and paste from Microsoft Word, it is suggested to copy and paste from Word into Notepad (or some other plain text editor) and then copy and pasting into the boxes in EventManager.

2. Choose which keygroup you wish to send your event mail to.
3. In the "RSVP Form" drop-down box, choose the event you just created.
4. Type in a valid e-mail address in the "Reply To" field. This is the address that will show up in the "From" field of the event e-mail that is sent out.
5. Type in a simple, yet descriptive subject in the "Subject" box.
6. For the "Message Body Before RSVP URL," type in the message you want for your e-mail that will show above the URL.
7. Then type in the message you want to show after the URL into the "Message Body After RSVP URL" field.
8. If you want to reuse this letter at another time, click on the "Save this letter" box.
9. When all your fields are completed (don't forget to check your spelling and grammar before you send), click on the "Send Letter!" button.

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The Registration Process

Now that the event has been set up, placed on your website, and maybe even sent out via e-mail, here is what happens next.

1. Registrants are directed to the registration form on your website.
2. They fill out the form, also indicating whether they will or will not attend and which event they will be attending, and press the "Confirm RSVP" button at the bottom of the page.
   
   
3. A confirmation page will appear with:
   • Registration ID (10-digits)
   • RSVP Information
   • Activities Being Attended
     
     
   • You can also click on the "Make Changes" button if you need to change any of your information.
4. If everything looks correct, click on the "Submit RSVP" button to confirm your registration.
5. The following will occur when the form is submitted:
6. An invoice will appear with all your information with the option to print it or save it as a PDF (digital format) for later.
7. A confirmation e-mail will be sent to the e-mail address provided on the form.

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View and Export Attendees List

If you want to find out who has signed up for the event, follow the instructions below.

1. Log into Updater and from the "Jump to..." menu go to "Event Manager."
2. On the list of events, click on the "View/Edit Attendees" link next to the event.
3. On the next page, you have several options:
   • Add Walk-Up
   • Export Spreadsheet
   • View total number of attendees for this event
   • View attendees for a specific activity

Add Walk-up

1. To add a person who has not already registered online using the registration form, click on the "Add Walk-up" button.
2. A pop-up box will appear with the registration form.
3. Fill out the form and when finished, click the "Confirm RSVP" button at the bottom.
4. The registrant should now show in the list.

Export Spreadsheet

1. To export a list of the total number of attendees in an event, click on the "Export Spreadsheet" button at the top of the page.
2. A Data Export page will pop up with options to choose what information you want to include.
3. It is suggested to click the "Select All" button until you are familiar with the database information.
4. When finished, press the "Submit" button and then you can download the Excel (XLS) file onto your computer.

View total number of attendees for this event

• To view all attendees for a specific event, click the link to the right of the "AttendanceManager" title.
• Within this list, you have the options to do the following:
  • Add Walk-Up
  • View/Edit Attendee Information
  • Select or deselect Attendee for an activity
  • Delete Attendee

View attendees for a specific activity

• To view attendees signed up for a specific activity, click on the link under the Activity column and next to the day you want information.
• Within this list, you have the options to do the following:
  • Add Walk-Up
  • View Details of Attendee
  • Select Options Registered or Attended
  • Delete Attendee

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Note: All AcuWeb™ tools may vary in appearance and functionality due to client customization. If you are unable to find what you are looking for within these documents, please contact Acuity Marketing Communications Customer Support via e-mail or call 615.591.7025 extension 209.