HELP

(This page is invisible for guests)

NOTE: See Google MAP limitation below

Security

Every user has the role “Author4Events”, allowing to create and publish events YOU have created. By default, nobody else but administrators can manage all events or locations.

Share edit access

If any other author shall edit or see the bookings of that event, you must grant them access through the Editing Exceptions panel, below the main content on editing events or locations. It appears after content was saved first time.

Two choices exist:

  1. Grant single user edit-access
  2. Preferred: Grant your group edit-access:
    1. COS
    2. DBM (Delegate Body Meetings)
    3. GES
    4. LAD
    5. SCIR-CIS
    6. SCIR-SIR
    7. TSS
    8. USC

Locations shall be shared for all to use and edit.

Testing a registration Form

IMPORTANT: In order to see what form fields are presented to the participants of your event, you MUST be logged out OR use a separate browser (where you are NOT logged in – you may also use the private browser session feature that every browser has).

Fields of a logged-in user are hidden by default, such as First name, Last Name, Email, etc. as the system knows you in this logged-in state.

SPAMMERS Alert: We discovered, that spam-robots who became aware of a link to a registration may register in masses, spamming the bookings. To avoid this, each form requires to be equipped with s security feature called FriendlyCaptcha.

Please request this field to be set up when you prepare your next meeting and the form you are using does NOT contain it, yet.

Pages/Links

  1. http://eventregistration.eumetsat.int/ (home screen)
  2. http://eventregistration.eumetsat.int/events/ (only visible when logged in, never for anonymous guests)
  3. http://eventregistration.eumetsat.int/help/ where you get some quick hints and explanations about this site (this page, when logged in)
  4. Get acquainted with the admin pages (backend) http://eventregistration.eumetsat.int/wp-admin/index.php

Common Information

  • The link to your event is not advertised, so publishing it is not really a problem. Search engines “should” not pick it up.
  • You can work on events in DRAFT until you are happy. Alternatively, you can set a publication date. PREVIEW is possibly using Preview Changes button
  • Best Browser to use is Google CHROME (can be requested from ServiceDesk).
  • Emails to guests contain a signature at the end by default. These are managed by the Attributes block in the edit form of the event (below the ticket configuration block):
    • Email Signature Line 1
    • Email Signature Line 2 (optional, can  be used if extra info is to be added)
    • Contact Signature Line 3 (Any text and usually the email address to be used. It can also (additionally) be a telephone number)
  • If the booking period has an expiry date, the message displayed can be managed by the Attributes block in the edit form of the event (below the ticket configuration block):
    • Custom Closed Booking Message
  • Only the Author of the event receives notification emails when bookings are done.

Common Event Information

  • Link to create a new event
  • Events MUST have:
    • Title
    • Date/Time
    • Location (a link to a Location page that can be re-used by any other event, thus must remain “general”)
    • Event Category/ies. Important to categorise the event for potential later usage (query pages, overviews with filters against such categories) – currently only admins manage the categories – please provide the web team any time with required categories or updates
  • Events SHOULD have:
    • Tags: you may want to add some keywords to any event (MSG, EPS, Seviri, GMES,…) as they give useful hints to this events’ agenda and topics. This as well can later be re-used to create reports or overview pages. Not to be mistaken with Categories, which rather specify TYPE of the event or the audience, less the details.
    • Shared edit settings. If you want as colleague to be able to edit or check the bookings of your event any time, please add them to your Editing Exceptions panel which you can find much below the editing of an event, under the users TAB
  • Events CAN have
    • Booking Feature. See chapter below
    • Featured Image. An image banner that will show first on an event page. Please make sure that it is really a banner with dimensions of width 978 and height of max. 200 pixels, so that the primary content can be seen without scrolling down too much
    • a different URL/Link: Below the Title field, you can define the permalink which by default generates the link to this event based on the title ONCE on creation. You can edit it any time to something better or more complex.
      NOTE: if you want to re-generate the URL using current title, simply edit and clear the content and safe your event

Bookings

An event can be pure advertisement but it is expected that the booking feature is the prime reason for choosing this Tool.

  • There are up to two forms involved and described below. Please try to request as few different forms as possible, but request as many as really needed.
    There is basically no limit on how many forms can be generated, but to keep the amount manageable, it is recommended to stick to the same single basic form for your events.
  • Forms are managed only by Administrators, but are intended to be available for event managers in the future (forms are still to complex to manage after 10 years to be made available for all to edit as of 1/9/25).
  • However, it is foreseen that for each TYPE of event, there will be ONE customised form.
    1. Basic registration form: (most common)
      • Contains the general form fields, like company, address, country, etc.
      • It is useful to always add a free comment field so that attendees can leave some hints or problems
    2. Attendee form (optional)
      • Contains information for each individual attendee. It can be as basic as Full name, or contain a full set of detailed form fields (name, address, passport ID, check boxes for yes/no, etc. )
      • By default, the DEFAULT attendee form is used (Only Full Name)
      • If more than 1 space can be booked per event, multiple Attendees forms will pop up
  • Ensure that for single attendee booking to set the following values
  • Every event can be (optional, though Advanced Booking Options) configured for:
    • minimum and maximum spaces (=reservations/registrations)
    • minimum and maximum spaces a user can register at once
    • several ticket-types, e.g.
      • Normal Ticket (free of charge for the meeting)
      • Extra ticket (perhaps for attending a museum visit at event location)
        (It is currently not expected we go beyond normal registration “tickets”)
    • Availability time slots for registration (register between 2 weeks before and 2 days before the event takes place)

General Content Hints

Mail Links

You want to offer a point of contact on your events page or a location?

A link to the E-Mail client (Outlook, etc.) can be triggered using a normal link, but instead of using a http://… address, you simply add:
mailto:<the email address>
into the URL field, e.g. “mailto: blabla@eumetsta.int?subject=Testing Email Link”

You have the option to even specify subject, CC, BCC and body, but as for its complexity, please generate such link through an external tool, such as http://www.cha4mot.com/t_mailto.html

Known Limitations

  1. JUNE 2018: Due to a policy change at Google, Google Maps can no longer be utilised by the Event Plugin. We recommend that you provide a LINK to a Map for location description instead

Common processes for event creation

This was drafted by the admin and not the authors of events. I encourage to edit as needed

  1. Create an event page (or copy existing)
  2. Set
    1. title
    2. event category
    3. WHEN event takes place
    4. EDIT permissions (the group applicable, e.g. SCIR or DBM)
  3. Following the HELP page (here), set up the registration form settings
  4. Specify from when to when bookings are possible
  5. Select a booking form that your team uses for these kind of meetings
  6. If needed, request via SD ticket an adjustment of the form (the form should not be sued by other upcoming events)
  7. Set the Location if wanted (with limitations mentioned above)
  8. Set email recipients to be sent on bookings (commonly list of colleagues that have access or need to manage bookings)
  9. You may want to format the emails send to users
  10. Publish

Managing bookings is under Event Bookings Dashboard

  1. Check for incoming pending bookings
  2. Check booking details
  3. Approve or decline the bookings as needed
  4. Trash spam (spam shoul then trigger the usage of FriendlyCaptcha security measurements on the form as mentioned above)

DONE

 

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