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Invoice for Conference Speaker document sample
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Affiniscape Partner’s Conference
Member360 Convention
I. Welcome to Affiniscape-The Power of the Association Network.
II. Affiniscape Training Staff: Quinn Brady
1. Setting up a convention/conference: Basic Information
Path: Events >> Conferences >> Add Event >>
a) Event Name: Make the name as specific as possible
b) Dates and Time: Starting and ending dates for entire event
c) Single or Recurring- Recurring meetings, luncheons, board meetings.
d) All day or Specific set times: The time of first event to end of entire
event.
e) Publish on Calendar: Will give members access to event page, don’t
publish until the event is completely set up…you don’t have to be ready to
accept registrations though.
f) Location: Name of location and Address
g) Include link to map: this will create a link to Google map and they can
also get directions from Google Site
h) Event Type(s): Conference/Convention- defined on calendar and can be
searched by event type by your members.
i) SAVE
Exercise 1: Create a fake Conference on your own site and DO NOT Publish on
your calendar!
2. Certifications
* This area sets up certification for the entire event. You can add certifications based
on specific session or workshops later in the event set up.
a) Certifications must be set up before setting up the event.
b) Path for setting up Certifications: Certifications >> Configuration- Here
you can set up types of Certifications.
c) Under Certification link- Here you actually create specific certifications
that you can then add to the event
d) Go back to Event Certification area:
Path: Events >> Conferences >> Click on Event title >> Certifications
e) Add New Certification –once again remember that this is for entire event
f) The number of units is equal to the total amount that a member can receive
if they attend the event.
3. Tracks
a) For example you can set tracks such as: Basic, Moderate, and Advanced.
4. Rooms
a) Assign Sessions/Workshops to specific rooms. Room assignments will
show up on the attendee’s schedules.
5. Registration
1) Settings: Red edit button on top right
a) Online Registration:
1. Enable online registration? - Only if you have completed
the entire event setup process.
b) Event Registration Limit?(set to zero for no limit)- members
will receive and automatic email that you will customize later in
the setup process if the limit is reached.
c) Schedule Conflicts-allow schedule conflicts? If you are going
to allow the attendees to come and go as they please, you should
allow schedule conflicts.
d) Default General Ledger Amount- Select an account that you
have already setup for your association’s convention attendance
e) Invoice Option- Allow "just invoice me" option? Or leave box
empty to ONLY accept credit card transactions. If the small
number of members have problems or want to pay with check,
they can call association for assistance.
f) Multi-Person Registration:
1. Allow authorized contacts to register multiple people?-
a member from association, company, or firm for example
can register not just themselves but other members of their
organization. If you do not check this box, that person can
only register themselves.
2. Automatically renew expired memberships when part
of multi-person registration? - Will give the option to
renew membership when they are registering multiple
registrants. They can renew themselves if they do not
check the box.
g) New Member Signup Paths- Select the name of the new
membership signup path(s) you wish to offer to conference
registrants who are not logged in or do not have a login. These
paths are setup in Members -> Tools and Customization ->
Manage member signup paths.
h) Existing Members-
1. A person MUST renew membership if it is expired at
the time of registration?- If this box is checked it will
give every registrant that is a member already the option of
renewing, but it will force an expired member to renew
before registering for event.
2. If a member's term expires within # of days after the
start of the event, give them the OPTION to add their
renewal to their event registration- If this box is checked
it gives the option and does not force renewal.
i) Confirmation Email Template-You must choose from one you
have already created, or take the time to create one now. You
might want to create confirmations emails before setting up the
event.
New Feature: If you register someone as an admin you can choose not to send a
confirmation email. See Below. The email is not automatically sent you must click on
the envelope with the green check mark to send it.
6. Form Fields
a) Here you can create a registration form for this event. We suggest starting
off with the simple form and then you can add custom fields to the form
as needed.
b) Choose the simple form and click edit to adjust the defaulted form fields.
1. Update Member Profile- You can choose to: show this
information but don't allow the registrant to edit it or to show this
information in editable form fields and save changes back to the
registrant's profile. These fields will auto-populate from the
database if they are a member, or will be text boxes if the
registrant is not a member.
2. Name: You can choose to include- First Name, Middle Name,
Last Name, Prefix, Suffix, and Degree on the simple form
3. Organization Name- You can choose to: Show Primary
Organization Name, but The primary organization name will be
displayed read-only on this form, unless they are not a member
and then it will display in as a text field.
4. Email, Phone, and Address: For all of these fields you have to
1) choose which field from the database should the system use to
auto-populate the information if the attendee is a member and 2)
you must add how it should display by adding the Label Display
Text; and 3) you need to decide if that specific field is Required?
Remember, if the person is not already a member these
fields will be text fields so they can fill them in.
c) You can add custom fields to the simple form by going down to the
Additional Registration Fields and clicking on the Add Field link
d) You can choose to provide the entire profile form for each registrant, but
you can not add custom fields if you choose this form.
Exercise 2: Create a registration for your conference and add two extra form fields.
7. Fee Options
a) First you have to establish time frames by going to the edit time frames
link. These should be set for example as Early Bird, Regular, and Late
registration dates. New Feature: These now can be deleted at anytime.
b) Once I establish time frames, I can then add rates by clicking on the add
fee option link.
c) Description: Some sample fee descriptions include Member Registration,
Full Conference, One Day Conference - Non-member rate, and Event
Registration Fee (if you only have one fee to charge, for example)
d) Pricing: Add prices for each time frame for this specific description
e) GL Account: You can choose a specific GL account to report the
registration fees to and add a special Classification if your association uses
different classifications in your accounting, which is just another way to
categorize your transactions.
f) Who can see this option? – Inactive, Active, or both? Which member
types do you want to be able to choose this pricing option?
8. Promotional Codes
a) Name- You can make it as easy or as complicated as you want
b) Enable this code for use? – You have control of who actually receives
the promo code so you can enable it now
c) Invoice Line Item Types (to apply promotion to) – you can apply it to
all or just one of the following items: Fees From Additional Form Fields,
Fees From Session-Specific Fields, Event Fee Option, and or Membership
Fees (Sign-Up/Renewal)
d) Amount- By dollar or percentage of total cost
e) General Ledger Account- Base this on what item you decided to apply it.
f) Accounting Classification- Once again if your association uses different
classifications in your accounting you can add it here, which is just
another way to categorize your transactions.
New Feature: Admins can use Promotional codes when they register an individual
for an event.
9. Admin Email Alerts
a) Here you can add as many emails from your association staff, board
members, etc. and they will receive and email when someone registers for
this event.
10. Event Website
1. Navigation Links:
a. Active Links(shown on website): These following links can
not be deleted, but you can choose not to show them on the
website by going into edit them by clicking on the pencil and
making them inactive.
1) Home- Event Homepage
2) Register Today / My Registration- goes straight to
registration form you created for this event
3) Register Others – if you are giving Admins or other
organization contacts to register multiple people this is
the link they would use to do so.
4) Full Schedule- This is used so that a registrant can look
at the entire event schedule
5) Speakers – This link provides an area that a member
can read the bios of each speaker or presenter at the
event.
b. Inactive Links (not shown on website)- If you choose not to
use a navigation link it will be placed under this caption. You
can change your mind at anytime and re-activate the link at a
later time.
c. You can also add a custom link for example: Hotel
Information linked to www.hotel.com.
2. Customizable Text:
a. You can change heading names, add introductions to almost
every page your registrants will see, as well as, add
descriptions.
b. The two areas that you must edit is the Home Page Tag Line
and the Home Page Description.
11. Setting up Session types for your convention/conference:
a) Path: Events >> Conferences >> Left Click on Conference name >>
Sessions Tab >> Manage Session Types >> Add Session Type
b) Add a Session Type: Example: Panel Discussion, Lecture, etc.
12. Sessions Tab
a) Add New Session
b) Session Name:
c) ID Code: Add if you want to use the ID code to filter the sessions
d) Date and Time: Enter start and end time for this session
e) Room: Remember, if you don’t have room assignments or you don’t have
them yet you can always come back and add them. You can also add them
now in case you forgot to add them earlier.
f) Session Type: Choose session type from dropdown list
g) Tracks: Choose track from dropdown list
h) Description: Be as specific as you can with your description so your
attendees are clear about the session in which they are signing up.
i) Registration Form: This session should show up on every registrant's
schedule (e.g. breaks or meals that don't require registration)? OR
registrants can register for this session during registration?
j) Registration limit: (0 = no limit) If the session fills up the registrant will
receive a notice that the session is full.
k) Show 'guest count' drop down and allow guests including the
registrant: Choose yes only if you want to allow registrant to bring guest
with them and how many guests.
l) Add Extra Registration Instructions:
13. Adding form fields to your sessions
a) Once you add your new session the screen will take you to that sessions
own page letting you work with the following four tabs; Basic Info,
Speakers, Registrants, and Form Fields.
b) To add extra form fields to this session click on Session Form fields and
Click on add new form field.
c) Here you can add extra payments or gather extra information special to
this specific session
New Feature: You can reorder the session form fields for this session form field page.
Exercise 3: Create two sessions for your conference. One is just a workshop, the
other is a paid dinner session with a meal choice and different payments.
14. What You Can do With the Sessions Now They Have Been Created
a) You can do the following actions will all of the sessions that you have
created. For all 3 sessions: Dropdown List
b) Print Attendee List: (word doc.) This is a work document that will have
the attendee list after you have marked attendance after the conference.
We will see this in the next webinar.
c) Print Rating: (word doc.) This will automatically create an evaluation
sheet for the session’s attendants.
d) Print Registrant List: (word doc.) Gives name and organization of
registrant.
e) Print Registrant Sign-in: (word doc.) It will give the registrant’s names
on the left and there will be a signature line for sign-in on the right
f) Print Ticket: (word doc.) You can print out tickets for each session that
attendees can use to get into the session or event.
g) Export Data: (excel file) This will export data from session page into an
excel file
15. Speakers Tab
a) Click on Change display fields to edit what displays for the speakers on
the front end speakers link.
b) Speakers have to be in your database to be speakers for your conference
c) Add Speaker >> enter last name or the first part of a last name, and it will
auto populate choices from your database.
d) Change Display Fields: Use what you need from the list of speaker
information
e) Reorder Speakers: Drag and Drop in order you would like the speakers
to be listed.
f) Click on Speaker’s names to Assign Speakers to sessions and to edit their
profile information
g) Add Session: Choose from dropdown list of sessions that you have
already created
h) Profile Information: Edit any information from their profile that needs
to be changed
16. What You Can do With the Speakers Now They Have Been Created
a) Once you have a list of the speakers, you can do the following actions will
all of the sessions that you have created. For all 3 sessions: Dropdown
List
b) Send Email: You can email all of the speakers at the same time by
choosing to send an email from the dropdown. It will act like a smart
group, without being defined as one.
c) Print Session List: (word doc.) This will give all the speaker’s names
and the sessions in which they are leading along with the date, time, and
room of the session
d) Export Data: (excel file) This option will download the information
from the list into an excel file
17. Working with Conference Registrants, CEs, and Print:
a) Path: Events >> Conferences >> Left Click on Conference name >>
Registrant Tab
b) You have access to all the registrants through this tab including their
registration data and their payment information.
18. Registrant Tab
1. Add new Registrant Administratively
2. Manage a Registrant/ Edit Registration Data/
3. View and Manage Payment
4. Mark Attendance of Registrant
5. Mark Certification of Registrant
6. Delete Registrants
19. Add New Registrant Administratively
a. The person that you want to register must be in your database, if they are
not you can add them by add new person on left side of your screen.
b. Click on Add New Registrant on right side of screen. (in red)
c. Name: Enter name of individual. The system will auto populate name
from database.
d. Event Fee: As an admin you will have access to all of the event fees that
you have created.
e. Other Registration Fields: Sessions and extra events
f. Save and Add Another or just Save
20. Manage a Registrant/ Edit Registration Data
g. You can edit the registration information of a registrant by clicking on
their name or clicking on the pencil icon on the far right side of their
name. Clicking on the pencil will only let you edit their registration info
and not include CEs or Attendance.
h. If you click on their name you can edit their registration info, mark their
certifications, and mark their attendance.
i. Registration Info: edit information from (red) edit on right
j. Certification Units: Mark units received from sessions or entire
conference
k. Attendance: Make attendance for event and sessions that they registered
for by clicking on the attendance >> edit (red on right) >> check off boxes
next to the event registration and sessions in which they attended.
l. You can also do the following actions for all registrants:
Send Email- Will set it up like a smart group to send an email to
all registrants
Print Attended Sessions- (word doc.) After you have marked
attendance
Print Registered Sessions- (word doc.) What each individual
has registered for
Print Registrant Details- (word doc.) This includes each
registrant’s name, Organization, event fee, other info, and
schedule
Export Data- (excel file) Will export data from this page to
excel file
21. View and Manage Payment:
m. Click on the Price of Registrant under the invoice column to view and
manage their payment
n. From here I can see that specific invoice from the conference with the
following information:
Member: Name
Primary organization: Affiniscape
Created: Date Registered
Payment due: Usually same date for events
Total amount: Total amount due
Open amount: Indicates if they have made partial payments
PO#:
Status: Active or inactive invoice
Includes dues: Yes or No
Description: Line Item description
o. The line item description is at the bottom and will indicate if it has already
been paid by the individual or an organization
p. You can take the following actions with the invoice:
Print invoice- word doc. format print and mail
Email invoice- This will send the invoice automatically to the
persons preferred email address
Edit invoice- You can edit the payment due date, PO#, and the
description; as well as at the bottom the line item description,
amount due on the invoice and the quantity.
Pay & allocate- Individual
1. Paying Member : If the individual is paying the invoice
you will choose the individual as the paying member
2. Payment Amount: Will be the amount that you have
received from the paying member
3. Auto Allocate: After adding the payment amount you can
choose to auto allocates that amount to all of the open
invoices for that member. *Be careful though because the
amount allocated will start with the earliest invoices and
work its way to the present invoices.
4. Payment Allocation Manually: You can choose to
allocate to each individually separately and you can do this
by checking off the box on the left side of their name and
enter the amount you would like to be allocated to their
individual invoice.
5. Payment Date: Enter the date you received payment
6. GL Account: Choose GL account that you would like this
payment to be allocated.
7. Classification: If you use classifications you can indicate
it here.
8. PO number:
9. Description:
10. Payment Method: Check, Cash, Credit, and Open
Receipts- (Positive monies in their account that they can
use to pay this invoice)
11. Save
12. Once you have entered a payment for this individual it the
system will take you directly to the receipt end of the
transaction so you can print out, email, or void the receipt
of the individual.
Pay & allocate- Organization
1. Paying Member: If the organization is paying for this
invoice as well as other invoices for their members you can
choose the organization as the paying member
2. Show Related Invoices: Check box- This will show all
invoices related to this organization
3. Payment Amount: Enter amount received from
organization
4. Auto Allocate: After adding the payment amount you can
choose to auto allocates that amount to all of the open
invoices related to the organization. *Be careful though
because the amount allocated will start with the earliest
invoices and work its way to the present invoices.
5. Payment Allocation Manually: You can choose to
allocate to each member separately and you can do this by
checking off the box on the left side of their name and enter
the amount you would like to be allocated to their
individual invoice.
6. Payment Date: Enter the date you received payment
7. GL Account: Choose GL account that you would like this
payment to be allocated.
8. Classification: If you use classifications you can indicate
it here.
9. PO number:
10. Description:
11. Payment Method: Check, Cash, Credit, and Open
Receipts- (Positive monies in their account that they can
use to pay this invoice)
12. Save
13. Once you have entered a payment for the invoices related
to the organization it the system will take you directly to an
area which will give you the option to renew members that
are due for renewal.
Void invoice- You can void invoice if you need to.
Done- If you want to take no further actions for this member
New Feature: A new invoice will only be created if you edit the payment portion of the
member’s registration.
New Feature: Even if a person has 100% of their conference cost taken care of by a
promo code, there will still be an invoice.
22. Mark Attendance of Registrant
q. Mark Attendance for Entire Conference:
You can mark attendance for the entire conference by clicking on
mark attendance and checking off the box next to all the
individual’s names. |
r. Mark Attendance by Session:
You can go to the Session Tab >> Choose the session you want
to award attendance >> Registrant link on left side in gray area
>> Mark Attendance (in red) >> Check boxes next to
registrant’s name to mark attendance for this specific session
only.
s. Mark Attendance by Individual:
From the Registrant tab >> click on individual’s name >>
Choose attendance on left side in gray area >> click on edit on
right side (in red) >> check box to indicate attendance.
23. Mark Certification of Registrant:
t. Mark Certification for Entire Conference: These are your event-level
certifications. You can assign session-level certification credit on either
the session's detail or the registrant's detail pages.
Go to Registrant Tab >> Click on Mark Certification >> Enter in
Certification units for each individual separately or use auto fill
all.
u. Mark Certification by Session:
Go to Session Tab >> Click on Session name that you would like
to mark certifications >> Click on mark Certification >> Add CE
amounts to each individually or use the “assign units earned to
all” option.
v. Mark Attendance by Individual:
Go to Registrant Tab >> Click on individual’s name that you
would like to assign certifications >> Click on Certification
Units >> Click on edit (red) >> Assign units for entire
conference and/or individual sessions
24. Delete Registrants
w. You can delete registrants by going to the registrants tab and clicking on
the red X next to the Pencil icon. This will delete the individuals from the
conference, and their payment, but you would have to credit their account
through the payment gateway.
New Feature: You can email all who have registered for your conference and now you
can email those who have not signed up for it. You can now use Smart Groups to
decipher who has not signed up for an event so that you can kindly remind them what
they are missing out on!
Print Tab
1. For Registrants
a. Attended Sessions- Creates a one-page report for each registrant listing
all the sessions he/she attended (meaning sessions for which they were
marked as an attendee under Session registrants).
b. Registered Sessions- Identical to the above report, but it shows all
sessions that each person has registered for, even if he/she has not been
marked as an attendee.
c. Registrant Details- Creates a one-page report for each registrant listing
their event fee, other registrant fields, and schedule information.
2. For Sessions
a. Attendee List: Prints each session and a listing of attendees underneath
each session name. This report only includes session attendees (meaning
people who were marked as an attendee under Session registrants).
b. Rating: Prints a simple rating form for each session you have, asking
attendees to rate the session and speaker. These session forms can be
copied and distributed to your session attendees, and collected afterward.
c. Registrant List: Identical to attendee list, except it lists all registrants for
each session regardless of whether they've been marked as an attendee.
d. Registrant Sign-In: Similar to a registrant list, but this report is
formatted more like a standard sign-in sheet, with a list of printed names
and info on the left, and a space for a signature on the right.
e. Ticket: Prints pages of tickets with session names and details on them.
These could be used as incentives to attend, or handed out at the door for
door prize drawings.
3. For Speakers
a. Session List: Prints a one-page report for each speaker, with a list of that
speaker's sessions.
4. Other
a. Schedule: A listing of all session items on the schedule, which can be
distributed or mailed to attendees.
