EAA : AirVenture Admissions Administrator Training

1. Administrative Training GuideAdmissions Volunteer Chairs EAA : AirVenture Admissions Administrator Training

2. Welcome Volunteer Chairs! What is included here? • Introduction to the Volunteer Chair Binder • Register Open and Close procedures • Overrides for ticket transactions • Reprinting transactions • Upgrade form for Memberships & Weekly bands • Upgrade/refund screen for “easy” upgrades (Remember this from 2016?) • Sunday ticket credit Be sure to familiarize or re-familiarize yourselves with the particular AirVenture Admissions Administrative Tools and Functions you will be using at your location. Thank you for taking the time for review. And thanks so much for your help and hard work. Let’s have a great AirVenture! EAA : AirVenture Admissions Administrator Training

3. “THE BINDER”What’s Included? Updated Contact numbers and info Security Procedures Admission Rates Handicapped Policies & Services Bus Schedules Convention Highlights Important passwords Much, more! All Volunteer Chairs should review the Volunteer Chair’s binder. Each building will have one -- and the person receiving it will be asked to sign that they’ve received it. Share the information! EAA : AirVenture Admissions Administrator Training

4. Along with the Chairman’s Manual, each area will receive: • AirVenture Administrator's Documentation (ahard copy of this document.) • Finance Training Guide (a hard copy) • Envelope with three AirVenture 2016 passwords: (1) building password, (2) over-ride password, (3) open & close password. • Keep this documentation safe but handy and make sure passwords are shared with all that need them, prior to your building opening . EAA : AirVenture Admissions Administrator Training

5. Always make sure you’re using the updated information from your area binder. Some information remains the same, but there are changes every year. For instance, make sure your contact list is from 2017 (It will be salmon in color).

6. Let’s start the day! • A designated person will need to log in to each pc (using the building password) in the morning - and get to the desktop. • The desk-top picture will be different, but look for the AirVenture Admissions Icon. • Click on the AirVenture icon to start the day. EAA : AirVenture Admissions Administrator Training

7. Your register will be in training mode. Each register or computer has two modes: Live & Training. TRAINING MODE allows us all to try transactions before we open for business, but be careful to NEVER ring live transactions in training mode. To put a register into Live mode and open for business, go to the File menu and choose “Open Register” (control A). Be sure the register is in live mode prior to ringing real business! This register is closed! Only practice in training mode; Never ring live transactions! EAA : AirVenture Admissions Administrator Training

8. You will need your Open & Close passwords to complete this procedure. Enter your Name. Enter the Open & Close Password. Click okay. Be sure the register is in live mode prior to ringing real business.What if a mistake happens? Call the IT Help Desk ASAP! Open your Register for business. This register is closed! Only practice in training mode; Never ring live transactions! EAA : AirVenture Admissions Administrator Training

9. You can see all your register’s status (live or training mode) from your Admin machine. Go to the top menu bar and choose Register Status under the Admin Tools menu. Those registers with a green light are live and those registers with a red light are in training mode. You can check your registers status at a glance from your Admin machine. EAA : AirVenture Admissions Administrator Training

10. Throughout the day, chairmen may encounter situations that make it necessary to override non-member pricing, to give member pricing in AirVenture Admissions. Once you have validated the situation, enter the over-ride password and click okay. Overrides Happen!Make sure everyone who needs this password has received it. EAA : AirVenture Admissions Administrator Training

11. You can start an override transaction by choosing F11 from the main screen. But if at all possible, start your transaction with F1 for your override transaction-- so that the transaction is tied to a specific member record.

12. If a printer jams or runs out of paper, you can still print the last transaction on that same register. Go to the top menu bar and choose File from the menu, then choose Print Last Transaction (control P). A dialog will appear that asks for the Password. Enter your override password. Choose OK, and the transaction will print. To reprint the last transaction, use your over-ride password. EAA : AirVenture Admissions Administrator Training

13. If you need to reprint a transaction that is NOT the very last transaction, you can do that from your admin computer. Check the date and enter the first 5 digits in the transaction id or fill in the machine/computer number and date – then pick from the list.

14. Remember -- Sunday Admission is Discounted! Sunday admission can be applied to Monday thru Saturday purchase, if someone has an Advanced Purchase ticket for Sunday, but attends earlier in the week. Sunday advanced sale ticket purchase can be applied to Monday through Saturday tickets by using the Sunday Pass Credit. EAA : AirVenture Admissions Administrator Training

15. Upgrading Transactions! Remember this form? While the rule is still that refunds should not be processed at the gate, we would like chairmen to be able to help a nonmember join EAA (after he/she may have purchased admission) or encourage a member to stay longer by trading in their daily admission for a weekly band. A form was created to help nonmembers become members and anyone upgrade from a daily wristband to a weekly wristband. This is a manual 2-part form for now -- and the transaction should be completed by a Chairmen or Co-Chair. These upgrades can also be processed through the Welcome Center. You will receive upgrade forms and return envelopes from the Finance Office. EAA : AirVenture Admissions Administrator Training

16. Instructions for Upgrading • Fill in the left side of the form with admissions already purchased. Circle the rate and multiply the number of each ticket to calculate the totals. Add those totals together to calculate the credit. • Similarly, fill in the right-side of the form with what the customer wants to purchase. Adding memberships and admissions together will give you the total due. • Subtract the total on the left (credit; 3a) from the total on the right (due; 3b) This is what is owed. • Fill in the member contact information. This is especially important if your signing up a member! • Fill in the payment information and have the member sign the form. • Collect any un-used admission bands. 1 2 3a 4 5 3b (7) When complete, seal the top form with payment info in the special finance envelope to be delivered with your money drop. These transactions will be processed nightly by the Finance Office. The bottom copy is the customer copy and can be used for member verification during the show. EAA : AirVenture Admissions Administrator Training

17. Remember from 2016? Here is another way to upgrade to a membership! If your customer has purchased only $47 tickets in advance, you can use this screen for a credit. It’s easy! • Start with F3 or F6 from the main menu; enter the new member’s information and the admission bands they are purchasing. Then credit them the admissions they’ve already purchased. Simply enter the quantity of $47 admissions after Advanced Purchase. • This upgrade transactions is complete! There is no need to fill out the upgrade form or send anything to Finance! Be sure to scan (or check in) the advanced sale tickets so that they can’t be used again!

18. EAA AirVenture Oshkosh 2017 Refund Policy All tickets for EAA AirVenture Oshkosh 2017 are sold with a “no refund” policy.  However, in some exceptional cases, claims are considered on an individual basis. Claims cannot be processed during AirVenture. Guests should send all items (camping credentials, tickets, etc.) that are part of the refund request with a cover letter stating the reason for the request, full name, address, and any other contact information available.  Please send to:  EAA AirVenture Refunds PO Box 3086 Oshkosh, WI 54903-3086 or e-mail:eaarefunds@eaa.org Refund requests should be received by August 30, 2017. Due to staffing and additional processing times, claims may be subject to an administrative charge per request. Refunds will be responded to in the method that the request was submitted. Please take some time to review the refund policy. We know that there are genuine exceptions, but you and your volunteers don’t need to field those exceptions or give anyone the “bad news” if they overbought tickets.  Please give anyone who the pre-printed refund information that we will provide each location or send them to the EAA Welcome Center. EAA : AirVenture Admissions Administrator Training

19. Occasionally we need to back out or void a particular transaction. This needs to be done on your Admin machine. Using your over-ride password. Click on Admin Tools, Void, then choose “ Void a Particular Transaction” (control T). Voids happen! And they can be easily fixed on your Admin Computer. EAA : AirVenture Admissions Administrator Training

20. Enter “Void done by.” The date will auto-fill with today’s date (change it if you’re voiding for a different date). Enter the first 5 characters of the Transaction ID; the program will find the transaction! Enter reason for the Void. Once all of the information has been entered, choose Void to complete the transaction or choose cancel to exit the screen without voiding the transaction. Name Enter 1st 5 digits Reason 1-2-3, VOID! Enter “Void done by”, the first 5 digits of the transaction Id and reason for the void. EAA : AirVenture Admissions Administrator Training

21. Check the “Process Offline Credit Card Transactions” queue –during the day if possible, or at least at the end of each day. What is this? During the day, if the credit card authorization process times out, the credit card information is saved to an offline table so the payment isn’t lost. To process these transactions, use the Admin computer and the over-ride password. From the Admin Tools menu, select process offline credit card transactions. If there are any transactions in the queue, simply click “Okay”. Be sure to check your Off-line Transaction queue and process any transactions you find. EAA : AirVenture Admissions Administrator Training

22. It is very possible that you may never have offline credit cards to process – that’s okay.That means everything worked the way it should have! Just make sure to check for offline transactions before closing for the day. Any charges that didn’t go through will remain in queue and uncharged until they’ve been processed. You may not see any all week. That is a good thing! EAA : AirVenture Admissions Administrator Training

23. To Finish the end-of-day procedures!Choose “exit” (control F7). Click the Windows Icon in the lower left-hand corner of the screen.Click on shut-down, then choose “Log-off”. Leave your registers on! Now you’re ready to receive any nightly updates of AirVenture Admissions. Airventure Admissions Icon 3. PC is left on! 2. Then Log-off 1. Click here EAA : AirVenture Admissions Administrator Training

24. Review all processes and procedures in this presentationbefore our pre-convention meeting. • Be sure your Vice and Co-Chairs review all processes theywill use -- and get the passwordsthey need for opening day. • Be sure you, your co-chairs and vice chairs review the Finance manual as needed. • Bring any questions you have on this and the Finance manual to the pre-convention Chairman meeting. • Review and/or Practice anything you need to, so that you feel confident on opening day! • Contact us with questions. • Email cjovaag@eaa.org to confirm that you’ve read and understand the training. • Have fun! And thanks again! Thank you , Volunteer Chairs, for all your help! You do an incredible job! EAA : AirVenture Admissions Administrator Training