Event SystemHelp Desk Documentation

The event system was designed to allow Creighton to offer credit card processing via the Internet. Remember the public will be using this system. Therefore, you will not always work with an individual from Creighton. You could visit with several types of users from all over and you very well could create their first impression of Creighton.

The Global Administrator is responsible for the set up of departments, department administrators, and a few global field descriptions as well as training. He or She is also the primary point for contact with the vendor, Jelecos Systems. It is important to note that this system resides on an outside server. We have no direct access to the system. This is important when troubleshooting the issues. The vendor will contact the global administrator for maintenance, etc. and he or she will contact the vendor when there are issues outside of Creighton’s control. The Global Administrator is Dana Olson.

This system was designed for all areas of the University. Each area that elects to use the system will have a Department Administrator. These are the Department Administrators to date:

Department / Administrator / Email/Phone / Backup / Email/Phone
Global Administrator / Dana Olson /
X 2946 / Shelly Whittaker /
X3190
Continuing Medical Education (CME) / Lin Adkins /
X 1830
DentalSchool / Marletta McKercher /
X 5054
University Relations / Development / Mary Grace Herrington /
X 3481
Athletics / Kevin Sarver /
X 5810
Residence Life / Wayne
Young, Jr /
X 2717
School of Pharmacy &Health Professions / Brigid Bidrowski /
X 4742 / Liz Gustin /
X 3109
Maria O’Donohue /
X 2585
Public Relations / Gina Tielebein /
X 2455
UniversityCollege / Christine Billings /
X 2444 / Deb Daly /
X 2422
Campus Recreation / Wayne Morford /
X 2486
EMS Education / Teresa Keefe /
X1289
Medical Education / Theresa Thurin /
X1890
Human Resources / Valerie Hankins /
X2868
Information Technology / Dana Olson /
X 2946 / Shelly Whittaker /
X3190
Controller’s Office (financial reasons) / Barb Archer /
X 2414
Business Office
(Credit Card issues) / Connie Petersen /
X 2296

With people from all over the University using this system, one of the most critical roles you have is traffic control. You will receive a call, you must determine if there is a problem and who should handle it.

System Requirements:

Internet Explorer version 4.0 or higher

Netscape version 4.7 or higher

To launch the Event System:

  1. Go to events.creighton.edu

You should now see the Event System Home Page

NOTE: The system will bring up events for the next 30 days from all departments

To Search for Events on the Event System:

  1. On the left side there is a Filter Event Sessions that allows users to search for different events
  2. To find Events by Date:
  3. In the From field, type the date of the event (format MM/DD/YYYY) or use the Calendar picker Icon to select a date
    NOTE: The calendar picker uses the single icons to move forward one month or icon to move back one month. The icons are forward and backward years.
  4. In the To field, type the date of the event (format MM/DD/YYYY) or use the Calendar picker Icon to select a date
    NOTE: The calendar picker uses the single icons to move forward one month or icon to move back one month. The icons are forward and backward years.
  5. Click Get Events
  6. To find Events by Location:
  7. In the Location field, use the down-arrow to select a location
  8. Click Get Events
  9. To find Events by Department:
  10. In the Department field, use the down-arrow to select a department
  11. Click Get Events
  12. To find Events by Keyword Search:
  13. In the Keyword Search field, type your keyword
  14. Click Get Events
    NOTE: This does not search all fields, so results will vary greatly.

To Get Event Detail for an Event:

  1. Click the Date and Time next to the Event Title you want to learn about

You will receive an Event Detail Screen

This screen will vary by event. Not all events will have every item listed.

NOTE: The data most important to you on this screen is the Contact! This is consider the Event Contact and most often who you will refer people to when there are issues with the registration system.

To Register for an Event using the Event System:

  1. Open the Event Detail Screen
  2. Click Register for this Event at the bottom of the screen

You will receive an Options screen – the number of options will vary considerably by the Event

  1. Mark the appropriate Registration Option
  2. If Quantity is available, type the number of tickets
    NOTE: the default is 1
  3. Mark your payment option (credit card or check)
  4. Click Continue

Depending on the event, you may get an Additional Information Screen. The information requested on this screen will vary from event to event. The field names in bold are required.

  1. Complete the fields
  2. Click Proceed

You will receive the User Profile Screen

  1. If the person already has an account,
  2. Click “here” in the sentence “Click Here to login and register” at the top of the screen

This will bring up the Log In Screen

  1. In the User Name field type the email address
  2. In the Password field type the password
    NOTE: If someone can’t remember their password, see section “To Retrieve a Forgotten Password?”
  3. Click Log Me In
  4. This will bring up the completed profile screen for that user
  5. Click Update Info and Register Me! – skip to Step 7
  1. If the person does not have an account,
  2. The person must complete the required fields
  3. First Name
  4. Last Name
  5. Home Phone
  6. Email Address
  7. Password
    NOTE: Required fields are in Red and denoted with an Asterisk
  8. Click Register Me at the bottom of the screen
  1. The User will get a security warning since this is a secure sight
  1. Click OK
  2. If the User Selected Check as the payment option,
    they will receive a confirmation screen and the same information will be emailed to the user

  1. If the User Selected Credit Card as the payment option,they will get the Credit Card screen
  1. In the Name on Card field type the person’s name on the Credit Card
  2. In the Card Type field use the drop-down arrow to select the appropriate cardtype NOTE: We accept Visa, MasterCard, and Discover
  3. In the Card Number field type the card number
  4. In the Card Expiration use the drop-down arrow next to Month and select the month the card expires
  5. Use the drop-down arrow next to Year and select the year the card expires
  6. Click Process Transaction
  7. The User will receive a confirmation screen similar to the sample shown for check registration and be sent an email with the same information

To Retrieve a Forgotten Password:

  1. On the Main page, click Login and View your Eventsand proceed to step 3
  2. If the User is already on the User Profile Screen
  3. Click on the Date and Time of an Event to get the Event Detail
  4. Click Register for this Event at the bottom
  5. Mark the Registration Option, tickets, method of payment
  6. Click Continue
  7. Click “here” in the sentence “Click Here to login and register” at the top of the screen
  8. This will bring up the Log In Screen
  1. In the User Name field type email address
  2. Click Log Me In

This will give you a login error screen with the option

  1. Click “here” in the sentence” Click here to get your password.”

When you retrieve a password, you will get this screen

  1. In the Enter your Email Address box type the User’s email address for the account
    NOTE: If the User does not know the email address they used, route the call to the Global Administrator. He or She has the tools to look it up. The Event Contact can also look up these people to locate their email address. Feel free to use them as a back up.
  2. Click Send My Password
  3. An email will be sent to the user’s email address entered above with their password

To View a List of your Events:

  1. On the Main page, click Login and View your Events

This will bring up the Log In Screen

  1. In the User Name field type email address
  2. In the Password field type your event system password
  3. Click Log Me In

  1. Click Event List on the Left Window Pane to return to the Main Page

Frequently Asked Questions:

IMPORTANT: We need to track the volume of calls we receive regarding the Event system. Please log your calls under the user: Event User to identify them correctly. Do not forget to log the calls when you return a message from the evening before.

I’m trying to register for an event and the system tells me “that email is already taken” and asks me to select another email address. What’s going on? Who’s using my email address?

  1. Once you register the first time on this system, your email address become part of a database. The system checks for uniqueness against this database. We doubt anyone is using your email address. You probably have registered for something else using the Event system before today.
  2. When you get to the page where it asks for Name, address information, look at the top and you will see a line “Already used the Event system? Click here to retrieve your profile and register.”
  3. Click on the word here
  4. Type your email address
  5. Type your password
  6. The system will recall the profile you entered before. You can update it and then click Register at the bottom to finish the transaction.

I registered for an event and want to cancel. How do I do that?
NOTE: the only method of cancellation is via phone through the Event Contact.

  1. Ask for the specific event and pull up the Event Detail yourself
  2. Locate the Event Contact Information
  3. Explain to the caller that they must cancel with the Event Contact and give them the Event Contact’s Name, phone number and email. Volunteer to transfer them. Make sure that you inform them that they may get voice mail or no answer.

I want to see a list of Events I have registered for. How do I do that?

  1. On the Main page, click Login and View your Events

This will bring up the Log In Screen

  1. In the User Name field type email address
  2. In the Password field type your event system password
  3. Click Log Me In

NOTE: They cannot do anything such as register or cancel from here. It will just show them their events.

  1. Click Event List on the Left Window Pane to return to the Main Page

I can’t see any events listed. What is wrong?

  1. Does HD browser work? If not:
  2. Mention the system seems to have a problem
  3. Offer to take their name, number and email address so when the system is up we can alert them
  4. Transfer the call or leave a message with Dana Olson (X 2946) with the problem
  1. Your browser is working – what browser are they using?
  2. If they do not have Internet Explorer – version 4.0 or higher or
    Netscape – version 4.7 or higher
  3. Recommend they update their system if they want to use our Events Management system.
  4. If they would like to register for a particular event, you can look up the Event Contact and give them the information so they can register via phone with them. If you elect to transfer them, make sure you inform them that they may get voice mail or no answer.
  5. If they have the correct versions of browsers, give them the Global Administrator’s information and volunteer to transfer them. He or she will take over the troubleshooting of the problem.

I am trying to click on a link and it is not working. What’s wrong?
NOTE this could be for an on-line brochure, speaker information, sponsor information, general information – or most any field.

  1. Ask for the specific event and pull up the Event Detail yourself
  2. Click the Link they are requesting
  3. If HD system works
  4. Ask them what browser they are using
  5. If they don’t have Internet Explorer – version 4.0 or higher or Netscape – version 4.7 or higher
  6. Recommend they update their system if they want to use our Events Management system.
  7. If the link is a pdf file, do they have Adobe Acrobat?
  8. No – they must obtain that software first
  9. Yes – what version? They may want to upgrade (the error message they receive should give you this clue.
  10. If your link does not work,
  11. Thank them for pointing out the issue and tell them you will forward the problem on to the appropriate people to get it fixed
  12. Send the issue with details (Event Name, Event Date, Section, Link - URL if possible) via email to the Event Contact, Department Administrator and Global Administrator.
  13. Give the caller the Event Contact Name, number and email so they may contact them directly to get the information they need. If you elect to transfer them, make sure you inform them that they may get voice mail or no answer.

I was on the system yesterday and saw an Event for XYZ. I went out to register for the Event and it is no longer in the list.
NOTE: some events can close when they reach the maximum number of participants. It also could have disappeared because we canceled the event. The Event Contact is really the only person who could tell you the real reason for its disappearance.

  1. If they are able to tell you it was an Athletic Event or a Continuing Medical Education Event, you could put them in touch with the Department Administrator.
  2. If you are unsure whom to contact, give them the Global Administrator’s information and volunteer to transfer them. He or she will be able to look up an event and determine the reason it is no longer offered and get you Event contact information.

I am registering for an event; however, when I get to the options the amounts or other data is missing.

  1. Ask for the specific event and pull up the Event Detail yourself
  2. Click Register for this Event and verify the registrations options are missing
  3. If they are missing
  4. Thank them for pointing out the issue and tell them you will forward the problem on to the appropriate people to get it fixed
  5. Send the issue with details (Event Name and Event Date) via email to the Event Contact, Department Administrator and Global Administrator.
  6. Give the caller the Event Contact Name, number and email so they may contact them directly to register over the phone. If you elect to transfer them, make sure you inform them that they may get voice mail or no answer.
  7. If HD page is showing registration information
  8. Ask them what browser they are using
  9. If they don’t have Internet Explorer – version 4.0 or higher or Netscape – version 4.7 or higher recommend they update their system if they want to use our Events Management system.
  10. If they have the correct versions of browsers, give them the Global Administrator’s information and volunteer to transfer them. He or she will take over the troubleshooting of the problem.

I am registering for an event and want to purchase multiple tickets to an event but it doesn’t allow me enter the number of tickets or change the amount total. What am I doing wrong?

  1. Ask for the specific event and pull up the Event Detail yourself
  2. Locate the Event Contact Information
  3. Explain to the caller that it is up to the Event Contact to determine if multiple tickets are allowed. They can either create a profile for each person who wants to register or they can contact the Event Contact. Give them the Event Contact’s Name, phone number and email. Volunteer to transfer them. Make sure that you inform them that they may get voice mail or no answer.

Event System Help Desk documentation.doc1Last updated: 06/16/2003