Web Based Event Calendar with Online Patron Registration
DRAFT
e•vents – version 5.0
Web Based Event Calendar with Online Patron Registration
User Manual
Release Date
January 2007
MAN0100-05.0A April 23, 2007
DRAFT
Copyright Information
E•vanced Solutions, Inc.
712 Willow Pointe North Drive
Plainfield, Indiana 46168
Phone: 888-519-5770
Fax: 888-519-5770
E-mail 1:
E-mail 2:
Web: www.evancedsolutions.com
COPYRIGHT© 2007 BY E•vanced Solutions, Inc.
Copyright© 2007 by E•vanced Solutions, Inc. All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form by any means (electronic, mechanical, magnetic, optical, chemical, manual or otherwise) without the prior written agreement of E•vanced Solutions, Inc. (“E•vanced”).
All software described in this document or media is also copyrighted material subject to the terms and conditions of the E•vanced Software License Agreement.
Information in this document is subject to change without notice and does not represent a commitment on the part of E•vanced.
MAN0100-05.0A C-i April 23, 2007
DRAFT
Limited Warranty and Limitations of Liability
E•vanced Solutions, Inc. (“E•vanced”) warrants to the original purchaser that the e•vents software system manufactured by E•vanced is free from defects in material and workmanship under normal use and service. The obligation of E•vanced under this warranty shall be limited to the repair or exchange of any part or parts which may prove defective under normal use and service within two (2) years from the date of manufacture or eighteen (18) months from the date of installation by the original purchaser, whichever occurs first, such defect to be disclosed to the satisfaction of E•vanced after examination by E•vanced of the allegedly defective part or part(s). THIS WARRANTY IS EXPRESSLY IN LIEU OF ALL OTHER WARRANTIES EXPRESSED OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR USE AND OF ALL OTHER OBLIGATIONS OR LIABILITIES AND E-VANCED SOLUTIONS, NEITHER ASSUMES, NOR AUTHORIZES ANY OTHER PERSON TO ASSUME FOR E•VANCED, ANY OTHER LIABILITY IN CONNECTION WITH THE SALE OF THE E•VENTS SOFTWARE SYSTEM. THIS WARRANTY SHALL NOT APPLY TO THIS E•VENTS SOFTWARE SYSTEM OR ANY PART THEREOF, WHICH HAS BEEN SUBJECT TO ACCIDENCE, NEGLIGENCE, ALTERATION, ABUSE, OR MISUSE. E•VANCED MAKES NO WARRANTY WHATSOEVER IN RESPECT TO ACCESSORIES OR PARTS NOT SUPPLIED BY E•VANCED. THE TERM “ORIGINAL PURCHASER”, AS USED IN THIS WARRANTY, SHALL BE DEEMED TO MEAN THAT PERSON FOR WHOM THE E•VENTS SOFTWARE SYSTEM IS ORIGINALLY INSTALLED. THIS WARRANTY SHALL APPLY ONLY WITHIN THE BOUNDARIES OF THE CONTINENTAL UNITED STATES.
In no event, whether as a result of breach of contract, warranty, tort (including negligence) or otherwise, shall E•vanced or its suppliers be liable for any special, consequential, incidental or penal damages, including, but not limited to, loss of profit or revenues, loss of use of the product(s) or any associated equipment, damage to associated equipment, cost of capital, cost of substitute products, facilities, services or replacement power, down time costs, or claims of original purchaser’s customers for such damages.
MAN0100-05.0A W-i April 23, 2007
DRAFT
TABLE OF CONTENTS
Page
Copyright Information i
Limited Warranty and Limitations of Liability i
Introduction 1
A. Welcome to e•vents 1
B. What’s New in Version 5.0 [review this with someone] 1
C. Beyond e•vents – room rese•rve and summer re•ader 3
Chapter I: Installation and Configuration 4
Section 1: System Requirements, project planning, Installation and Support 4
A. System Requirements 4
B. Installation Options 4
C. Library Policy Considerations [Review for Accuracy for 5.0] 5
D. Maintenance Menu options 5
E. Project Planning 6
F. Backup Recommendations 6
G. Technical Support 6
Section 2: Configuration 7
A. Beginning Configuration and Related Notes 7
B. Configuring the Appearance of the e•vents System (Style Configuration) 8
Action Steps 8
C. Configuring Library Information 9
Action Steps: 9
D. Configure System Messages 9
Action Steps: 9
E. Configure Registration Messages (System Templates) 9
Action Steps: Composing a New Template: 10
Action Steps: Restoring the Default Template 10
F. Configuring Subscriber Messages (E-mail Templates) 10
Action Steps 11
Action Steps: Restoring the Default Template 11
G. Configuring E-mail Settings 11
Action Steps 12
H. Configuring E-mail Server Settings 12
I. Configuring Security Access (Passwords) 14
Action Steps 14
J. Configuring System Options and Features (System Settings) 15
Action Steps 15
Action Steps – Multi-Branch Environment 18
Action Steps – Single Branch Environment 18
K. Configuring Category Lists and Filters 22
Action Steps: Add a List Item 24
Action Steps: Edit a List Item 25
Action Steps: Delete a List Item 25
Chapter II: Event System Maintenance Home Page 26
Section 1: Event System Maintenance Home Page – Staff Functions 26
Chapter III: The Events Calendar 29
Section 1: The Event Maintenance Function 29
A. Search/Filter Function 29
Action Steps 29
B. Event Information Window 30
C. Function Buttons 30
Section 2: Add/Edit/Archive Event 30
A. Add an Event 30
Action Steps 31
B. Edit an Existing Event 43
Action Steps 43
C. Deleting an Existing Event 43
Action Steps 43
D. Archiving an Event 44
Action Steps 44
E. Copying an Event 44
Action Steps 44
F. Bulk Publishing and Bulk Archiving 44
Action Steps 44
Section 3: View Archive 45
A. Accessing the Archive 45
Action Steps 45
B. View attendance statistics 45
Action Steps 45
C. View registration information. 45
Action Steps 46
D. Restore an Event 46
Action Steps 46
E. Copy to Active Event List 46
Action Steps 46
F. Delete an Archived Event 47
Action Steps 47
G. Delete History – Deleting in Bulk 47
Action Steps - 47
Chapter IV: Registration and Attendance 47
Section 1: Event Calendar Views and Function 48
A. Event Calendar Views 48
Action Steps: Changing Calendar Views 48
B. Search Slider 48
C. Display Personal Schedule 48
Action Steps 48
Section 2: Event Attendance 49
A. Accessing Event Attendance Information 49
Action Steps 49
B. View Attendance Information 49
Action Steps 49
C. Event Attendance Sheet 49
Action Steps: View/Edit a Patron Record 51
Action Steps: Emailing a Registered Patron 51
Action Steps: Emailing a Registered Participants of an Event 52
Action Steps: Canceling Registered Patron(s) 52
Action Steps: Transfer/Copy Selected Patron Records to Another Event 52
Action Steps: Transfer/Copy All Patrons to Another Event Occurrence 52
Action Steps: Editing the Notes Field 53
D. Patron Records 53
Action Steps: Editing Patron Contact Information from the Attendance Sheet 53
Action Steps: Resetting Patron No Show Information to Zero 53
Action Steps: Canceling a Patron’s Registration 53
Action Steps: Registering a Patron for Another Event 54
Action Steps: Viewing the Attendance Sheet for an Event on the Patron’s Schedule 54
Section 3: Calendar/Registration 54
A. Accessing Event Registration 54
Action Steps 54
B. The Event Calendar Window 54
C. Events Requiring Registration – How They Appear on the Events Calendar 54
D. The Event Registration Form 55
Action Steps: Access the Event Registration Form 55
Action Steps: Registering a Patron 56
Section 4: Attendee Lookup 56
Action Steps: Performing an Attendee Lookup 57
Action Steps: Removing Patron’s from the Database 57
Action Steps: Emailing a Patron 57
Action Steps: View/Edit Patron Information 57
Chapter V: Reports 58
Section 1: About Reports 58
Section 2: Exporting Report Information 58
Action Steps 58
Section 3: Event Statistics Report 58
Section 4: Detailed Event Report 59
Action Steps: Running the Detailed Event Report 60
Section 5: Events and PR Report 60
Action Steps: Running the Events and PR Report 61
Section 6: Subscriber Lookup 61
Action Steps: Finding a Subscriber 61
Action Steps: Editing Subscriber Information 61
Action Steps: Deleting Subscriber(s) Who Have Unsubscribed from All Notifications 62
Action Steps: Deleting Subscriber(s) With Active Notification Subscriptions 62
Section 7: Subscriber Details 62
Action Steps: Accessing the Subscriber List 62
Action Steps: Exporting Subscriber Details 62
MAN0100-05.0A iii April 23, 2007
DRAFT
Introduction
A. Welcome to e•vents
Welcome to e•vents, the web-based program and event management system for libraries and their patrons. For libraries, e•vents provides an effective way to manage:
· program and event scheduling,
· registration and attendance,
· marketing and public relations, and
· statistical reports.
For library patrons, e•vents provides an effective way to:
· view and search upcoming events and programs,
· search for specific events or types of events,
· receive automatic notification of scheduled events,
· register on-line for events,
· receive e-mail reminders for events they have registered for, and
· create a personal calendar of events.
e•vents works well in both single branch and multi-branch library environments.
This manual is intended to provide a comprehensive description of the function and capabilities of the e•vents system. Please contact E•vanced Solutions, Inc. at or 888-519-5770 with any questions or feedback about the system or the contents of this manual.
B. What’s New in Version 5.0 [review this with someone]
Attendance
· Ability to sort attendance lists, in the attendance view.
· Add a “Save All Attendance Data” button to attendance statistics entry so they don't have to refresh page each time [???].
· Registration look-up by library card number.
· Mark/Highlight/Indicate people who have been moved from the waiting list. [???]
Authentication
· LDAP Authentication
· Pre-fill library card prefixes
· Re-evaluate the whole authentication process/workflow both Patron and Staff Side
· When able (by SIP2 setup) allow library to turn off PIN/PSWD requirement for patrons.
· When able (by SIP2 setup) do not require staff to enter PIN/PSWD for authentication.
· When authentication is setup we need a save and logout button or something like that so they can more quickly move to the next patron, again this all ties into revisiting the authentication options.
Calendar
· Added multi-language support (whereby user can select which language they want to use): Spanish and French will come standard but additional languages can be created and translated by the library.
Cancellations
· Allow Library Option to Allow patrons to cancel from Display Personal Schedule: if patron cancellation is on then add column w/ link for cancellation in 'attendee lookup' and 'personal schedule'.
Custom Views
· Add title variable to URL variables.
Event Entry
· Add a Check box to clear audit trail when copying a program or popup box.
· Ongoing Events (i.e., monthly exhibits, national library week), whole separate type of event entry, if used creates extra row (top or bottom of calendar (library selectable) to display these events, mouse-over is a free form text box.
· Separate email address for which staff gets emails triggered by system (patron cancel etc) don't make public.
Event Maintenance
· Fixed Event Maintenance NOT remembering where you were in the list.
Registration
· Ability to look up a patron (patron lookup) is then add them to a program(s) directly from there.
· Add extensions to phone number
· Auto-tab on phone number entry
Reports
· Add stats reporting on how many people registered themselves vs. via staff
Rooms Integration
· Allow libraries to turn off room capacity checking
· Clean up the "conflict checking" when recurring dates are edited, you currently have to change rooms and then change back to get it to recheck the availability.
· For recurring events that have conflicts allow room to switched for dates with conflicts, or turn off that date
RSS/ATOM/XML
· Improve RSS Feed options, most fields available for filtering (RSS2.0, ATOM1.0 supported).
Support
· Add a link to our existing customer website for support or ideas
System Settings
· Add a system option to make Combine Recurring the default view in Event Maint.
· Kill the "Payment Must be Sent to" part of the payment confirmation message.
· Option to turn off Max Attendees -- Room Capacity checking
· Staff Side "Remember Me" checkbox w/ cookie support
· System Default for Setup and Take Down Time
Visualization
· Add a Status Indicator at top of page indicating at what password level people are logged in.
· More click around capabilities (e.g. registration page to attendance sheet and vice versa) Think about quicker better ways to create events, view information, more shortcuts between different function areas (i.e. registration/attendance).
· Option to have slider on by default.
C. Beyond e•vents – room rese•rve and summer re•ader
e•vents works standalone or in connection with the following E•vanced Solutions, Inc. (“E•vanced”) modules:
· room rese•rve: The room rese•rve module allows libraries to manage the planning and booking of meeting rooms, study rooms, and library. This module also contains patron self-service options, and recurring reservation options, automatic e-mail confirmations and reminders, and detailed reports and statistics.
· summer re•ader: The summer re•ader module manages reading programs and special interest groups such as book clubs, anime clubs, etc. This module allows staff to manage registration processes, progress logging, prizes, drawings, certificates of achievement, participant reviews and statistics.
Please contact E•vanced Solutions, Inc. for additional information about room rese•rve or summer re•ader.
MAN0100-05.0A I-3 April 23, 2007
DRAFT
Chapter I: Installation and Configuration
This Chapter covers the following points:
· System requirements;
· Installation and implementation options;
· Library policy and configuration considerations;
· Maintenance menu options;
· Project planning – recommendations for a successful implementation;
· Recommendations for backing up your data;
· Where to go for additional assistance;
· Single v. multi-branch inheritance features; and
· Configuring the system – how it looks and functions.
Section 1: System Requirements, project planning, Installation and Support
A. System Requirements
1. Server Platform: Microsoft (NT4, 2000 Professional*, Server, Advanced Server*, XP Professional). *Recommended Options.
2. Disk Space: 50-100MB Free Disk Space (preferably on the drive where wwwroot directory resides).
3. Internet Information Services: Microsoft IIS installed and running.