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C-Level Topics

Use the Waiting List feature

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Waiting List allows your registrants to sign up and be placed onto a waiting list for a sold out event or program, in order to be notified when an event’s availability changes.

*Waiting List can be found under “Tools” at the bottom of the drop down menu.

Enabling the Waiting List.

To enable the waiting list for your event can be found under; Edit > Events > [Your Event] + Edit Selected Event > Registration/ Enrolment tab > Enable Waiting List.

Customization.

When an event is ‘Sold Out‘ now instead of the Sold Out icon showing, a icon will now be displayed. For your convenience a different color icon can be selected or your own custom made icon can be uploaded and used.

Data Fields.

Waiting List provides you with a detailed table of all your waiting registrants information. Each report column is as follows:

  1. Waiting for Event – name of event registrant is waiting for (events are grouped together, so all registrants waiting for one event will be under one another).
  2. Order – place in queue for each registrant in the event they are waiting for, decreasing or increasing this number moves the registrant up or down the list.
  3. Event Start Date – when the event will begin.
  4. Waiting From – the date the registrant signed up for the waiting list.
  5. Name – full name of registrant.
  6. Email – registrants contact email.
  7. Phone Number – registrants contact phone number.
  8. Spots Needed – the number of spots requested by the registrant.
  9. Status – lists the status of each registrant on the waiting list.
  10. Delete – remove a registrant from the waiting list.
  11. Email (Button) – manually send an email, this will override all other statuses and can be used to give an expired registrant another change, override the queue order or even send out multiple emails to see who registers first (NOT advised).

Waiting List Status.

  • Waiting – the registrant has successfully signed up for the given event and is waiting for a spot to become available.
  • Spot Available – a spot has opened up for the given event and the system is waiting for cashier input to send out a notification email.
  • Sent – an email has been sent, either automatically or manually by a cashier to the registrant. The registrant will have 48 hours to successfully register.
  • Registered – the registrant has successfully secured their spot for the given event.
  • Expired – the registrant’s registration period has expired (48 hours have passed since the email was sent out) and the spot has now been given to the next person in line.

Portal Report

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Portal Report let you view portal users info by Tab.

* Portal User = People with password

 

In order to display all the columns properly in Excel, import the text file through “Text Import Wizard” and select the correct Data format.

Tabs Report

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Tabs are defined in Edit > Tabs. Each Tab is made up of a series of data fields. They can be applied to people’s profiles, and can be used to organize custom question data from the M-levels.

The tabs report lets you view and edit the data stored for multiple people.

How to get to the report:

Tools > Reports > Tab Report

Example Report:

Description:

  • All the question fields are listed across the top. The data is sorted alphabetically by last name.
  • The data is sorted alphabetically by last name.
  • To narrow in on the list of people, enter a range for the surnames and click on  
  • To view a different tab, click on the name of the tab at the top of the screen
How to Edit Data:
  1. Click on  
  2. Make any changes by filling in the appropriate textbox.
  3. Click on  

General Ledger (GL) Reports

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The payment details give the details off all transactions over a specified dates.

  1. Go to Tools > Reports > General Ledger (GL) Report
  2. Select the date range and a form of payment:
  3. Click on  
  4. The report will appear:

 

Reassign a Transaction to a Different GL Number

  1. In the GL Report, click on the name of the GL number to which the transaction is currently assigned. If it is not assigned to a GL Number, click on the word ‘Unassigned’.
  2. In the GL Number box for the transaction, enter the new GL number:
  3. Click on  

Payment Details Reports

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The payment details give the details off all transactions over a specified dates.

  1. Go to Tools > Reports > Payment Details
  2. Select the date range for the report:
    Initiator You may select the name of a cashier, web registrations, or all.
    Tender Type Select a form of payment from the drop down menu.
    Merchant(s) Select a Merchant Number or ‘All’.
  3. Click on  
  4. The report will appear:
    Ref The Reference Number of the transaction issued by e-RegisterNow.
    Authorization Number Issued by the Credit Card company as confirmation of the transaction. If the transaction occured in Testmode, the Authorization number will appear as ‘testing’.
    Initiator The login name of the cashier, or WEB if the registrant registered

Upload a Template

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Once a template is created, it must be uploaded to the C-level. It must then be “installed” in the C-level. In other words, the C-level must be directed to its location.
How to Upload a Template:

  1. Go to Tools > File UploadThe following screen will appear:If it does not appear, make sure you have pop-ups enabled.
  2. Click on “Browse” and select a file to upload.
  3. If the file should be uploaded to a sub-directory (e.g. “images”), enter it in the appropriate field.
  4. Click on “Upload File”

How to Install a Template:

  1. Go to Edit > Preferences
  2. Select the “Portal Templates” tab
  3. The following screen will appear:
  4. Enter the names of any templates in the appropriate text boxes.
  5. Click on  

Sample Email

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The following is an example of a template for the email that a new registrant receives when they request a pin. Create your own email in Notepad, and save it as a “.txt” file. The varibles with %%_%% will be replaced with the user’s data. Do not forget to replace “your C-level number”.

Error Page

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The following is an example of an HTML body of a template for the “Forgotten Pin” page:

<FORM action=”%%portal_account_action%%” method=”%%portal_account_method%%” name=”%%portal_account_name%%”>

<H4>Error Detected</H4>

Problem: %%msg%%

%%portal_pin_hiddendata%%

</FORM>

This creates the following display:

The Forgotten Pin Page

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The following is an example of an HTML body of a template for the “Forgotten Pin” page:

<FORM action=”%%portal_forgottenpin_action%%” method=”%%portal_forgottenpin_method%%” name=”%%portal_forgottenpin_name%%”>

<H4>Forgotten your PIN?</H4>

<br><br> To send yourself a new PIN number, please supply the following information.

<br><br>
First Name
<input type=”text” size=20 maxlength=30 name=”%%portal_forgottenpin_givenname_varname%%” value=”%%portal_forgottenpin_givenname_value%%”>

<br>
Surname
<input type=”text” size=20 maxlength=30 name=”%%portal_forgottenpin_surname_varname%%” value=”%%portal_forgottenpin_surname_value%%”>

<br>
Email Address
<input type=”text” size=70 maxlength=255 name=”%%portal_forgottenpin_email_varname%%” value=”%%portal_forgottenpin_email_value%%”>

<br><br>
Once you submit, we’ll email you a new PIN number so that you may login.

<br>
<INPUT name=”%%portal_forgottenpin_cancelbutton_name%%” type=submit value=”%%portal_forgottenpin_cancelbutton_value%%”>

<INPUT name=”%%portal_forgottenpin_sendbutton_name%%” type=submit value=”%%portal_forgottenpin_sendbutton_value%%”>

%%portal_forgottenpin_hiddendata%%

</FORM>

This creates the following display:

The Change Pin Page

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The following is an example of an HTML body of a template for the “Change Pin” page:

<FORM action=”%%portal_account_action%%” method=”%%portal_account_method%%” name=”%%portal_account_name%%”>

<H4>Change Your Existing Pin Number</H4>

<br><br>
To change your Pin number, please provide us with your email address and your current pin number.

<br>
Email:
<input type=text name=%%portal_pin_email%% size=70 maxlength=150>

<br>
Old Pin Number:
<input type=password name=%%portal_pin_old%% size=25 maxlength=25>

<br>
New Pin Number:
<input type=password name=%%portal_pin_new1%% size=25 maxlength=25>

<br>
Re-type Pin Number:
<input type=password name=%%portal_pin_new2%% size=25 maxlength=25>

<br><br>
<INPUT name=”savebutton” type=submit value=”Save Changes”>
<INPUT name=”cancelbutton” type=submit value=”Cancel”>

<br><br>
%%portal_pin_hiddendata%%

</FORM>

This creates the following display:

Account Created Page

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The following is an example of an HTML body of a template for the “Account Created” page:

<FORM action=”%%portal_account_action%%” method=”%%portal_account_method%%” name=”%%portal_account_name%%”>

<H4>Account Successfully Created</H4>

<br><br> We’ve just sent you a pin number so you can login to our website.

<br><br> Your new pin number can be acquired from your email account at %%PEMAIL%%.

<br><br> If you’d like to change the pin number, click on ‘Change your pin number?’ found on this page or on the login page.

<br><br> To advance to the login page please press the ‘Login’ button below.
<br><br><br><br>

<INPUT name=”%%portal_account_loginbutton_name%%” type=submit value=”%%portal_account_loginbutton_value%%”>
<br> %%portal_step1_forgotpinURL%%

<br><br> %%portal_account_hiddendata%%

</FORM>

This creates the following display:

Create a New Account

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The Create a New Account Page

The following is an example of an HTML template for the “Create a New Account” page:

<FORM action=”%%newaccount_action%%” method=”%%newaccount_method%%” name=”%%newaccount_name%%”>

To setup your new account, please provide us with the following information. <br><br>
First Name
<input type=”text” size=20 maxlength=30 name=”%%newaccount_givenname_varname%%” value=”%%newaccount_givenname_value%%”>
<br>
Initials
<input type=”text” size=9 maxlength=30 name=”%%newaccount_middlename_varname%%” value=”%%newaccount_middlename_value%%”>
<br>
Surname
<input type=”text” size=20 maxlength=30 name=”%%newaccount_surname_varname%%” value=”%%newaccount_surname_value%%”>
<br>
Email Address
<input type=”text” size=70 maxlength=255 name=”%%newaccount_email_varname%%” value=”%%newaccount_email_value%%”>
<br>
Primary Key1
<input type=”text” size=30 maxlength=50 name=”%%newaccount_key1_varname%%” value=”%%newaccount_key1_value%%”>
<br><br>
Once you submit, we’ll email you a pin number so that you may login.
<br>
<INPUT name=”%%newaccount_cancelbutton_name%%” type=submit value=”%%newaccount_cancelbutton_value%%”>
<INPUT name=”%%newaccount_savebutton_name%%” type=submit value=”%%newaccount_savebutton_value%%”>
%%newaccount_hiddendata%%

</FORM>

This creates the following display:

Step 2: The Portal Page

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<FORM action=”%%portal_step2_save_action%%” method=”%%portal_step2_save_method%%” name=”%%portal_step2_save_name%%”>

%%portal_step2_tabs%%
%%portal_step2_data%%
<input type=”submit” name=”savebutton” value=”Save”>
<input type=”submit” name=”logoutbutton” value=”Logout”>
<input type=”hidden” name=”state” value=”transfer”>
%%portal_step2_save_hiddendata%%

</FORM>

<FORM action=”%%portal_step2_next_action%%” method=”%%portal_step2_next_method%%” name=”%%portal_step_next_name%%”>

<input type=”submit” name=”%%portal_step2_nextbutton_name%%” value=”%%portal_step2_nextbutton_value%%”>

%%portal_step2_next_hiddendata%%

</FORM>

<FORM action=”%%portal_step2_back_action%%” method=”%%portal_step2_back_method%%” name=”%%portal_step_back_name%%”>

<input type=”submit” name=”%%portal_step2_backbutton_name%%” value=”%%portal_step2_backbutton_value%%”>

%%portal_step2_back_hiddendata%%

</FORM>

This creates the following display (text formatting has been added to the code above):

Primary Keys

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The following is an explanation of how to define a primary key in the C-level. Once defined, the fields will appear in all profiles under the “identity” tab. These values are not automatically populated or updated after a registration occurs in an M-level. They must be connected by a staff member of Interware Systems. If you would like us to do this, please contact us.

How to Define a Primary Key

    1. Go to Edit > Preferences

 

    1. Click on the “Primary Keys” tab

 

    1. Enter the following settings:
      Fieldname Enter the fieldname of the primary key.
      Description/Prompt Enter the fieldname as it will appear on the login page and in people profiles.
      Visible on Login Page A key may be used to identify a person on the login page. It is optional for it to appear on the login page.
      Enabled The key may be enabled or disabled. If disabled, it will not appear on registrant profiles in the C-level.
      Authentication URL
      (optional)      		 It is possible to set up the program to connect to the database at your organization to check if the key value and the registrant’s name match in your database. This feature appears as a button that you may click on in registrant profiles. If you would like to use this feature, please contact us to set it up.
      Successful Authentication Response If authentication is successful, the message entered in this field will appear.

 

  1. Click on  

View and Enter a Primary Key Value

    1. Click on “People” on the navigation menu at the top of the screen.

 

    1. Select a registrant, either by searching for a specific registrant or clicking on the “Browse People” tab.

 

    1. Click on the “identity” tab

 

    1. The following screen should appear:

    1. Notice that the defined primary key

“Student Number”

    1. has appeared. A value may now be entered for this registrant.

 

  1. If any changes were made, click on  

Define Tabs

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Each tab represents a screen of information that contains fields that can be viewed and/or edited by logged-in users.

Three tabs are default: email, home, and business. The home and business tabs can be disabled by the administrator. The email tab is always enabled. It is possible to create and edit new tabs, as well as the other two default tabs.
How to Create a New Tab

  1. Go to Edit > Tabs
  2. Notice that two tabs, home and business, are default. You can edit these tabs by selecting one of them and clicking on  
  3. Click on “Create New Tab”
  4. Click on  
  5. Enter the following settings:
    New Tab Name Enter the name of the tab.
    New Tab Order Enter the placement number of the tab. For example, if there are three tabs and it should appear last, enter ‘3’.
    Tab Applies To Choose between ‘Selected People Only’ or ‘Everyone’.
    New Tab Visible to Users in Portal? If users should have the ability to view and/or edit the fields within the tab, select ‘yes’. If it should only be visible in the C-level profiles, select ‘no’.
  6. Click on  . Once the tab is saved, fields of information may be added to the tab.

Populate the Tab:

  1. Select the new tab and click on  
  2. Select the “Tab Fields/Questions”
  3. Click on  
  4. Enter the following settings:
    Field/Question Prompt The question as it appears in the profile.
    Field/Question Name Custom Questions from any connected M-levels can be organized in custom tabs. These can be viewed under the “Questions” tab in any profile. Next to the field is its name between {} brackets. By entering the same name in this field, they will become connected and the data stored in the custom field will be stored in this new field.

    For example, if the health card number is collected in a registration form in M1, it will be stored in the C-level as “healthcard”. By entering “healthcard” in the new field name, they will become connected. By placing the question in the custom tab, it allows users the opportunity to view/edit their health card number.
    Field/Question Order The rank of the question as it appears in the profile. E.g. an order of ‘1’ means that it will appear at the top of the list.
    Field/Question Display Prompt (HTML) The Question Prompt as it will be displayed in the portal. HTML can be used to format the text.
    Example of Field Question Response An example to the user of a typical response.
    Field/Question Type The type of input, e.g. text box, radio button, telephone number, etc.
    Field/Question Response Data If radio, select, or checkbox are chosen as the question type, the values within them must be entered here. The entries are sepearated by a “~”. E.g. For a select box, the response data could be “1~0~2~3~4~5”. This produces a drop down menu with those selections in that order.
    Can this field be READ throught Portal? If this field should be visible to users in the portal select ‘Yes’. If ‘No’ is selected it will still appear in the profile in the C-level.
    Can this field be WRITTEN through the Portal? If users should have the ability to edit the data stored in this field, select ‘Yes’. Note that ‘Yes’ should also be selected for ‘Can this field be READ through Portal’ for users to also have the ability to edit the field.
  5. Click on   and repeat steps 3 to 5 for each field to be added to the tab.

If the tab applies to ‘selected people’, you must add the tab manually to each person’s profile.

  1. Go to the person’s profile
  2. Click on the ‘Categories’ tab
  3. Check the checkbox of the tab under ‘Personal Tabs’
  4. Click on  

Define Portal Settings

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How to Define the Portal Settings:

  1. Go to Edit > Preferences
  2. Click on the “Portal Pages” tab
  3. Enter the following settings:
    Login ‘Back’ Button Name Enter the text that should appear on the ‘Back’ button on the first page. Note: Unless the ‘back’ button is inserted into the login page template, it will NOT appear.
    Login ‘Back’ Button URL The web address that the user should be directed to when they click on the ‘back’ button on the login page.
    Login ‘Next’ Buttom Name The text that should appear on the ‘Next’ Button on the login page. Note: By default, unless the ‘next’ button is inserted into the template, it will NOT appear.
    Login ‘Next’ Button URL The web site that the user will be directed to if they click on the ‘Next’ Button. Note: This is NOT the button to login to the portal.
    Portal ‘Back’ Button The text that will appear on the button on the Step 2 (user-information) page.
    Portal ‘Back’ Button URL The URL of the login page.
    Portal ‘Next’ Button Name The text on the button that directs the user out of the user-information screen.
    Portal ‘Next’ Button URL The address of the web site that the user should be directed to when they leave the portal, e.g. step 1 of a connecting merchant account.
    Portal Step 1 Page ‘state’ The number of the M-level that may be connected to the portal login. For example, if the “next” button on the portal page should connect the user to an event registration, enter the M number. If it should go directly to the registrant page for an event, enter “step2direct”.
    Portal Step 1 Page ‘mid’ The number of the connected M-level.
    Portal Step 1 Page ‘eid’ If a specific event should be connected to this portal login, enter it’s ID number. This is especially important if the “next” button connects the user directly to that event’s registration form.
  4. Click on  

About Portal Access

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Introduction

A portal allows your customers to log in to view and change their personal information. The administrator has the authority over which data can be viewed and changed. From the login, customers can linked to registrations in different M-levels (using Common Links). The portal is based out of the C-level.
Primary Keys

Each person from the M-level is identified uniquely to the C-level by matching any primary keys. For example, a camp collects a registrant’s healthcard number. The registrant’s profile is stored in the C-level. If the same registrant were to register the next year using the same healthcard number, a match between the new registration and the old registration in the C-level would occur. The new information will be added to the profile, so no new profile is created. This eliminates duplicates of people in the C-level. Some primary keys, such as email addresses, are default primary keys. The administrator of the C-level can define up to 5 custom primary keys, such as a student or employee number.
Pin Numbers

A pin number acts as the password for the portal log in. When a new registrant attempts to log into the portal, he can request that a new pin number be emailed to him. A new profile will be created for the registrant in the C-level. An administrator can manually enter or change a pin number for any profile. It is also possible to disable new registrants so that only registrants with an existing pin number can log in.
Portal Log In

In order to log in, a user must provide a primary key value (e.g. their email address or student number) and a pin number. If the pin number matches the pin number in the profile for that primary key value, they are allowed to continue. Otherwise they are presented with an error page.

Post Log In

When a users logs in, they see their own data that is stored in the C-level. Like in the C-level, the information can be displayed on different pages. To get from one page to another, they can click on different tabs. Each tab contains a screen displaying different fields of information. For example, clicking on the “Home” tab may displays the user’s address, home phone number, etc. Each tab must be defined by the C-level administrator. Three tabs are default: email, home, and business. These tabs can be disabled.

Once users are logged in, they can be directed to other pages to register for events within multiple M-levels. This is strength of the portal log-in as it can be used to allow only members of an organization access to online registration.

Changing a Password

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NOTE! ONLY ADMINISTRATORS CAN CHANGE USER PASSWORDS

How to Change Passwords

  1. Go to Edit > Users
  2. Click on the user login (email address) of the user
  3. Enter the new password in both textboxes:
  4. Click on

 

Communicating Login Information to the User

When setting up a new Admin User, or resetting a password, the Administrator must communicate the login ID and password to the end user. Be sure to communicate the changes to the User in a secure manner.

Always verify the identity of the caller and note that it is better to send a new password via the user’s email address.

For security reasons the login ID and password should be sent in separate emails. References to the words “password” or “log-in id” should not be contained in the email subject line.

 

Understanding Password Security

Choosing Your Password

When choosing a password, remember that your password is case-sensitive. For example, ABCDEF is not the same as abcdef. If you need clarification of the password rules and guidelines, contact info@e-registernow.com

The following information should never be contained in your password:

  • User ID
  • First name
  • Last name
  • Address information (street, city, state or province, country, postal code)
  • Phone or fax numbers included in the account information
  • Email address

Ensuring that your Password is as secure as possible:

  • Password must be at least 8 characters long (there is no maximum).
  • Passwords cannot be all numbers or all letters.
  • Passwords must contain at least 2 numbers (or symbols).
  • Passwords should contain a mix of numbers, letters, and symbols. For extra security include a mix of uppercase and lowercase characters.
  • Passwords should not be a word or words found in the dictionary.
  • Passwords should not be recycled (used again and again).
  • Passwords should not be based on personal information such as the names of relatives, birthdays, or anniversaries.
  • Passwords should not be recorded in any medium that is not protected by either a password or by encryption.
  • Passwords should be changed at regular intervals.
  • Passwords should not be shared with anyone.

Set Access Priviledges

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  • Go to Edit > Users
  • Under the user you wish to edit, click on ‘Show Access Priviledges’
  • The menu will expand and you can see their current access priviledges
  • Click on ‘Edit Access Priviledges’
  • The following screen will appear:
    Select any features to which this user should have access.
  • Click on