PRESENTS

1. PRESENTS Payment Functionality

2. Table of Contents • Introduction to Payment Functionality • Enable payment functionality • Admission charge • Admission charge – Pricing levels • Enable payment functionality – cont’d. • View registration form • Add multiple registrants to card payment. • System recognizes the member number is not for a discount grade

3. Table of Contents • Make payment through PayPal • Successful registration and payment • View payment details • E-mail Meeting Statistics • Reservation Confirmation

4. Introduction to Payment Functionality

5. Enable payment functionality In this example, we’ll set up a new meeting and enable payment functionality for it. Click on “Schedule Meeting”

6. Enable payment functionality – cont’d. Provide all required meeting information marked with an asterisk (*).

7. Enable payment functionality – cont’d. Set Meeting date and time For specific details on registration functionality, please refer to the tutorial titled “Registration Functionality and Meeting Statistics.”

8. Admission charge Select “admission charge” or “optional charges” radio button to show payment options. Click here for additional pricing options details. Specify “Pricing” levels. Note that you can have multiple price levels. Specify who qualifies for a given price level based on association with IEEE or member grade. As an example, you can provide discounted pricing to IEEE members with deepest discount offered to IEEE student members. Registrants will be required to provide their member number to qualify for the discounted price level. The system will use the member number to check the registrant’s member status (active/inactive) and current member grade. Specify the fee level effective dates. This optional feature can be used to offer discounts for early registrations. You can set both start and end dates, just a start date, or just an end date.

9. Admission charge – Pricing levels Specify “Time of payment.” You can use this setting to require users to pay before they can register, or give them an option to bring a check or cash to the meeting. Specify if this registration fee is optional, for example if you are collecting payments for an optional dinner. Specify if you allow refunds and set an optional deadline after which refund requests won’t be accepted. If you allow refunds, the system will show a message advising registrants that refunds can be requested by emailing the meeting organizer. If you leave this checkbox un-checked, the registrants will be advised that there are no refunds.

10. Admission charge – Pricing levels Let’s set a few price levels with various effective dates and discounts based on member grade. Let’s also make this a required fee and offer refunds. To add levels, click on “add level.” Review the pricing options and then finish setting up the meeting.

11. Enable payment functionality – cont’d. Finish filling out the required information. When using built-in registration, you can specify the maximum number of registrations allowed. You might want to use this when there is a limited capacity at your meeting. Leave this field blank if there is no limit on the number of registrations.

12. Enable payment functionality – cont’d. Provide a meeting contact email address. Registrants will use this address to ask questions regarding the meeting itself, registration, or payment. Save the changes by clicking the “Create” button.

13. Enable payment functionality – cont’d.

14. View registration form Click here to view what the registrants will see

15. View registration form Note the refund policy

16. View registration form The registration form is simple. Fields highlighted in red with an “*” next to them are required to be filled in.

17. Add multiple registrants Let’s fill in the required fields The event registration form allows you to register multiple meeting attendees with a single credit card payment. Let’s add another registrant.

18. Add multiple registrants Selecting a price level that is member grade specific will make the member number field required. Save this registrant

19. Add multiple registrants Click on “Register and pay the fee now” to submit the information.

20. System recognizes the member is not qualified for the selected discount The system detected that the provided member number is not associated with a student member grade. Therefore, the registrant is not qualified for the selected discount price. Edit the registration data for this registrant

21. System recognizes the member is not qualified for the selected discount Correct the member number and click on the register button again.

22. Make payment through PayPal Note the correct total amount Meeting registrants can pay with a credit card or their Paypal account. For the purpose of this tutorial, we’ll pay with a credit card. Fill in all of the fields and select “Review Order and Continue.”

23. Make payment through PayPal – cont’d. This section can be expanded to view details by clicking on this triangle.

24. Make payment through PayPal – cont’d. Submit the payment data.

25. Make payment through PayPal – cont’d. Review the details and confirm payment.

26. Make payment through PayPal – cont’d. Click here to return to vTools. Click here to print a receipt.

27. Successful registration and payment A separate message regarding payment status will be sent once the payment is processed by Paypal. Click “Continue”

28. View payment details If you are logged in as a volunteer, you can view payment and registration statistics. Let’s log back in and open the meeting to view the payment details.

29. View payment details – cont’d. Click on “View Meeting Statistics”

30. View payment details – cont’d. This page will show you registration for your meeting attendees. You can download this information in CSV or TSV formats. You can also edit the information(excluding payment status) if needed by clicking on the “Edit” link.

31. View payment details – cont’d. Let’s download and open the CSV file

32. View payment details – cont’d. CSV data can be viewed in Excel.

33. E-mail Meeting Statistics Finally, let’s look at an e-mail receipt sent by vTools to each registrant.

34. Reservation Confirmation Meeting registrants receive payment confirmation details via e-mail. Note links to the meeting, meeting organizer’s e-mail, and IEEE address.

35. 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!