Technical issues

1. Webinar Technical Issues: Today’s Webinar: Emilie at 734 735-2328 Members Only Access or Technical Issues: Sybil via phone: 517 487-5426 ext. 103 Sybil via email: sybil@arcmi.org Members Only Data Issues: Ann Arbor Office at 734 994-8100 ext. 1590 Kay via phone: 734 994-8100 ext. 1554 Kay via email: kmoler@arcmi.org Technical issues

2. Members Only Meetings Module

3. Table of Contents by Slide # 4 – Help 5 – Opening the Meetings Module 7 – Entering a New Meeting 9 to 13 – One Session (Meeting Details) Optional 9 – Multi Session check box (see Slides 26-28) 14 to 15 – Registration Tab (2nd tab – done before 1st tab) 16 to 25 – Administration Tab *16 – Sponsors *17 – Principal Site *18 to 20 – Speaker(s) 21 to 24 – Speaker(s) Optional Speaker’s information 25 – Web Content Tab Note: Orange color means “Optional”

4. Table of Contents by Slide # cont. 26 to 28 – Multi Sessions Tab 29 to 33 – Registrant’s Tab 34 – Statistics Tab 35 – Confirmation Tabs 36 to 38 – Document Tab 39 to 41 – Task Tab Note: Orange color means “Optional”

5. Help!! • For help with any Members Only problems, email or call Sybil or the Ann Arbor office • If you are getting an error message, write down what it is or take a screen shot and email it to Sybil or Kay • If we don’t know, we will email/contact Members Only

6. Location of Meetings ModuleClick on once to open

7. Choices: Choose an existing meeting by Double clicking on desired meeting Meetings can be found/sorted by ID # or Start Date OR Choose “New” in upper left hand corner Opening Screen

8. Entering A New Meeting:Beginning Screen and Title of the Meeting Meeting Information Form: • ID is assigned by MO program • Name (Title of Meeting – put PM name or City in Title) • Short Title – Don’t need • Subtitle – Don’t need • Start and End Date • Max # of People – Don’t need • Status (to save registrants choose Open) • Type – (e.g. PTI, Local,…) • Any other appropriate field

9. Saving and Editing • Buttons are similar to other MO databases • Edit button upper left hand corner when saved • Save upper left hand corner when editing • Remember if something is not changing, you may need to hit edit button • Re-open by double clicking on name on opening screen • Tabs are blue if there is data entered or gray if there is no data

10. Choosing One Session or Sessions • Check Multi session if more than one. This adds a tab called “Sessions” We’ll go over the Sessions tab later • If only one session, save and “Meeting Details” will appear on the middle of the right side.

11. Meeting Details 1 (Only One Session) • Click on Meeting Details to see the meeting details screen • Click Edit to enter data • Enter Begins & Ends Times 4 tabs • Session Options • Fees/Expenses • Function Sheet • Description Memo

12. Meeting Details 2 (Only One Session) Session Options: • Site ID – yellow box • Room • Session Type-drop down box • Max Number • Allow Waiting List Fees/Expenses – Don’t use • Sets prices for dinner, attendance fee(s) – use + to add another line

13. Meeting Details 3 (Only One Session) Function Sheet – usually don’t use • These are expenses we incur • F&B Ready Time = Food and Beverage • Room Set Time • Function Sheet • Expense drop down list • If you need help with expenses, you can call Anissa

14. Meeting Details 4 (Only One Session) Description Memo Tab • Write notes • Important details not captured elsewhere SAVE Close by clicking on x in upper right hand corner to get back to Meeting Information Form

15. “Reg Type” Tab • IMPORTANT: Although this is the second Tab set the Registrant Types before entering on any other Tab • This tab allows you to choose the categories of attendees (Parent, Staff, Professional, Speaker…) • Hit + button on right to bring up the Reg Type line

16. “Reg Type” Tab 2 • Use the drop down box to choose all the types of attendees (Speaker (make sure you always choose Speaker),Parent, Professional,…) • This will allow you to choose the type when you register each person • Not using Web at this time • Add Registration Deadline if any

17. Right click on yellow box to search for the sponsoring organization(s) Double click on correct organization to enter if present or add to organizations If desired, enter % of sharing cost for each Enter Type-Principal or secondary “Administration” Tab 1: Entering Sponsors Remember that yellow boxes search existing databases.

18. Principal Site is also an organization (place) and can be found by right clicking on the yellow box at the bottom of the page If the organization is not in the database, enter it in by going to file/organization/new Then complete the first step Save “Administration” Tab 2: Entering Principal Site

19. You can enter “Speakers” after you save the meeting (you can not be in “Edit” mode) You enter each and every speaker for the meeting “Administration” Tab 3: Entering Speakers 1

20. “Administration” Tab 5:Entering Speakers 2 • Click on “New Speaker” tab • A new field will open so you can enter speaker information

21. “Administration” Tab 6:Entering Speakers 3 • Right click on yellow box to search for speaker. This connects to People database. • Type in last name to see if the person is in the database and click OK • Double click on correct person or add the person to database and repeat steps

22. “Administration” Tab 7:Entering Speakers 4 • Select Status (confirmed) from dropdown • Select Role from dropdown box (Speaker) Particulars Tab: • Bio Requested & Dates • Photo Requested • Session Description Requested (Sesn Desc) • Note such as name of session

23. “Administration” Tab 8: Entering Speakers 5 AV Tab: • Note any equipment needed by the speaker and participants • Note access to internet • When you see a box with … you can click in the box and connect to a saved document on the M drive. Here is a link to this presentation-a power point, which you can open by double clicking If you link to the wrong document, click “Clear” on right.

24. “Administration” Tab 9:Entering Speakers 6 Biography Tab • Use the box with … to connect to the saved speaker’s Biography document on the M drive. • Double click on the document and it will be linked to the speaker information • Photo – same procedure

25. “Administration” Tab 10: Entering Speakers 7 Last Speaker Tab: Presentation Memo • Add any important notes such as handouts When everything is entered in, click Save • A Registration Form will pop up the first time you save the speaker. Go to Registration Form for directions.

26. Web Content Tab • Not using the Web to register for meetings or conference at this time

27. Sessions Tab 1 • This is used for a Multi Session meeting or conference • You must be in Save mode to enter a new session and Multi Session must be checked • Click on + Add a Session in the lower left • A new screen, Session Form, appears

28. Sessions Tab 2: Session Options Tab Enter data in: • Session ID • Title of Session • Date • Begin and End Time • Status • Site ID (yellow box to search organizations) • Room • Session Type • Max # • Click on “Add Staff/Speaker”

29. Sessions Tab 3: Session Options Tab • A Speaker Form will open: This is the speaker for this session • Right click to link to the speaker • Status • Meeting ID, Session ID will automatically be entered • Tabs (Particulars, AV Req, Biography, Presentation Memo) are as described above • Save and close • Repeat to add other sessions

30. “Registrants” Tab 1 • The database will automatically keep track of the count • The database will add registrants to the Registrants tab • Once a registrant is added, you can double click on their name to open their “Registration Form” Bottom of Tab buttons: • “+ New Reg” brings up Reg Form • “Confirmed – Attended” is of course done after the meeting • “Waitlist – Confirmed” Note: Often enter Registrants after meeting is completed

31. “Registrants” Tab 2: Registration Form 1 • When you save a speaker a Registration form will appear the first time OR you can click on Registrants on the Meeting form and then click on New Reg (this must be done in saved mode) • If the form opened after saving a speaker, the yellow box will have a #, click in the white box for name to appear or right click in the yellow box • If opening a New Registration form, right click in the yellow box to choose the person from the database or add as “New”

32. “Registrants” Tab 3: Registration Form 2 • Meeting, Held, at are all entered in automatically • Status in upper right is drop down box with multiple choices. If entering after training is complete, choose confirmed Note: This might be changed during or at the end of the meeting

33. “Registrants” Tab 4: Registration Form 3 Registration Detail Tab: • Source – leave blank • Reg Type – Choose correct Type • Method of Registration - Choose • Main Reg: This will always be the first Speakers Registration number!!!! Write it down!! • Dates: • Reg Date – Put week or several days before Training • Entry Date – auto • Confirmed Date – Date of Training • SAVE!!!!

34. “Registrants” Tab 5: Dependents and GoldfishTabs Dependents Tab – Dependents of Registrant is Optional Goldfish Tab – Optional Can be used to write down special needs (vegetarian, VI needs size 16 font, ….)

35. Statistics Tab Statistics Tab automatically keeps track of: • Registration Types • Current • Waitlist • Cancel • No Show • Other • Click Edit to add Additional Count • Total Registration If count is not correct, click Recount button in lower left hand corner. Don’t forget to Save

36. Confirmation Tabs Click Edit to Add Notes on: • From • Initial Note • Final Note Save

37. Document Tab 1 • You must be in Save mode to add a document as in the Service Form • Click on “+ New Doc” • A Document field will appear • Click “Browse” on right to browse for the document on the M drive • Double click on the document to select it • Click Save

38. Document Tab 2 • Document field will turn white when it is saved • Close the Document field by clicking on the x in the upper right hand corner • The document will automatically be added to the Document Tab

39. Document Tab 3 You can open the document by double clicking on it You may also: • Unlink Doc • Change Doc

40. Task Tab and Tickler Item 1 • You must be in Saved mode to add tasks • Click on “New Task” A “Tickler Item” field will appear. Fields to fill out: • Assigned to and by • Related to automatic

41. Task Tab and Tickler Item 2 Detail Tab • Priority – dropdown • Category – dropdown • Due on • Description • Restrict Access buttons • Completed checkbox and date • Save-screen turns white

42. Task Tab and Tickler Item 3 Document Tab on Tickler Item • Must be in Saved mode • Proceed as in other procedures to save documents (see slide 41) • Move from Open to Completed Tasks by clicking on desired task list at bottom left

43. You have done it! CONGRATULATIONS GO FORTH AND MEET