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					CamTools Sign-up tool for Administrators

A brief user guide for administrators.


Contents


CAMTOOLS SIGN-UP TOOL FOR ADMINISTRATORS ....................................................................... 1
   DIFFERENT MEETING TYPES ........................................................................................................................... 2
   HOW TO CREATE A NEW EVENT/MEETING ....................................................................................................... 2
   ASSIGNING PARTICIPANTS .............................................................................................................................. 8
   MEETING FREQUENCY: .................................................................................................................................. 9
   HOW TO VIEW, ORGANIZE, AND EDIT A MEETING ......................................................................................... 10
   LOCK OR CANCEL A TIME SLOT .................................................................................................................... 11
CAMTOOLS SIGN-UP TOOL FOR PARTICIPANTS ............................................................................ 12
   FIND AVAILABLE EVENTS/MEETINGS FOR A SITE .......................................................................................... 12
   VIEW EVENT/MEETING INFORMATION AND SIGN YOURSELF UP .................................................................... 13




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CamTools Sign-up tool for Administrators
Different meeting types
The Sign-up Tool allows you to create three different types of events/meetings. The
types are defined as follows:
   •   Multiple Slots:
       The meeting is segmented into multiple time slots. The participant is required
       to sign up.
   •   Single Slot:
       There is a single time slot for an event/meeting; the number of participants can
       be limited or unlimited and the participant is required to sign up.
   •   Announcement:
       There is a single time slot for an event/meeting and sign-up is not required for
       participants.
In all cases, defining an event optionally sends an e-mail invitation to attendees and
inserts an entry into the site calendar (if available).


How to create a new event/meeting
   1. Navigate to the Sign-up tool main page, you will see something like:




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2. Click on the Add link on the top menu bar and you will advance to the next
   page, "Create New Meeting: Basic Information."




3. Fill in all the data fields on this page as described following. A red asterisk
   indicates required fields, other fields are optional.
       a. Meeting Details




            •   Title: Name of the event/meeting (need not be unique).
            •   Location: Place where the event/meeting will occur.


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   •   Description: You can provide information about the
       event/meeting that will be viewable to participants on the Sign-up
       page. You can add formatting and hyperlinks using the editor.
b. Meeting timing




   •   Start Time: Time when the event/meeting will start.
   •   End Time: Time when the event/meeting will end. The end time
       must be later than the start time.
   •   Meeting Frequency: Select ‘Once only’ if you wish to set up just
       one meeting or collection of sign-up slots. The option of defining
       recurring meetings is discussed on page 9.
   •   Sign-up begins: Define when the participants can start signing up.
       It is a relative time, which is based on the starting time of the
       event/meeting. You can use the dropdown to select the unit of time
       – minutes, hours or days.
   •   Sign-up ends: Define when the sign-up process ends and
       participants can no longer sign up; however participants can still
       cancel their appointment. It is a relative time, which is based on
       the ending time of the event/meeting.
c. Meeting availability




   •   Available to:
       Current Site: You can allow all site participants to sign up, or
       restrict the meeting to one or more sections/groups in the site.
       Other Sites: If the sign-up tool has been enabled in other sites,



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               you can click on the [+] to expand a list of other sites and groups
               to allow participants from other sites to join this event/meeting.
       d. Meeting Types
           •   Open meeting (no sign-up required). No further options are needed




           •   Single slot:




               Choose from the following options:
                    o Max # of Participants: Define the maximum number of
                      participants in the slot.
                    o Unlimited Number of Participants: There is no limit to
                      the number of participants in the event/meeting.
           •   Multiple Slots:




               Define the following options:
                    o Number of Time Slots available: Define how many slots
                      are in the event/meeting
                    o Number of Participants per Time Slot: Define the
                      maximum number of participants that can sign up for a
                      slot.
                  Estimated duration per time slot will calculate the individual
                  time slot length in minutes, based on number of slots and event
                  duration as defined by start and end times above.


4. Click the Next button to continue to the next page, "Meeting Summary."




                                       5
   You will see a summary for the meeting you have just defined. Now decide on
   the communication and privacy settings




  •   Receive Notification: Define whether you want to receive email
      notification when a participant signs up or cancels his/her appointment.
      Default setting: No (checkbox is unchecked)
  •   Email Notification: Define whether you want to send email to notify all
      the potential participants of this new meeting. Default setting: Yes
      (checkbox is checked)
  •   Display Participant Names: Define whether the names of participants are
      visible to others. Default setting: No (checkbox is unchecked)


5. You now have the following choices




      a. You can click the Publish button to publish the event/meeting and it
         will appear on the main page.
      b. Or if you want to pre-assign some participants to the event/meeting,
         click the Assign Participants & Publish button to come to the next
         page, "Assign Participants." [read on on page 8]



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       c. Click the Back button to go back to the previous page if you need to
          change some of your meeting settings before publishing it
       d. Or click the Cancel button to go back to main page and all your data
          will be lost.


6. If you clicked the Publish button to complete the process, you will return to
   the main page, where you can see the newly published event/meeting.




   If you don’t have the calendar / schedule tool added to your site you will see a
   red box:
   “ALERT: The event was created successfully, but can not be added to the Schedule
   because the Schedule tool is not present on the site.”
   The sign-up tool automatically adds an entry to the site calendar and if that is
   not present, it gives the above error. The box will disappear when the page is
   reloaded


7. You have now created your meeting. If you chose to email your participants
   they will receive an invitation e-mail. Otherwise they can be directed to look
   at the Sign-up tool in the site and choose to join a meeting that way.




                                       7
Assigning participants
If you clicked Assign Participants & Publish in step 5 above, you are advanced to
the page, "Assign Participants":




   •   Click on Add Participant and select a participant from the dropdown.




   •   Click OK to add the participant. Note: the dropdown shows only those users
       who have permission to view or sign up for the event/meeting, in a case of a
       group it will only contain the group members
   •   Click the Publish button to complete the process. You will return to the main
       page, where you can see the newly published event/meeting as in step 6 above
       :




                                         8
Meeting Frequency:
There is an option to create recurring meetings. By selecting this you can create
several identical meetings at the specified intervals: daily, weekly or bi-weekly, until
a specified end date.




All meetings created this way exist as separate entities thereafter, with their own
group of signed up users and waiting lists. If you need to amend an existing meeting,
you have the choice to edit a single instance or to modify all recurring meetings which
have not occurred yet




A recurring meeting is indicated in the listing by a [+] by its name. You can expand
the complete series of recurring meetings by using the tick box or the [+].




                                            9
How to view, organize, and edit a meeting
Start on the Sign-up Tool main page:
   1. Click the View dropdown to select the time frame for the view.




   2. Click the Title of an event/meeting to access the "Meeting Details" page:




       In the view above, there are four columns:
       •   Time Slot : the time frame for each segment in the event/meeting
       •   Max # of Participants : the maximum number of participants for the time
           slot; the organizer can manually assign participants in excess of this
           number
       •   Participants : the names of participants who have signed up for this slot

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      •   Wait List : the names of participants who have added themselves to the
          wait list for this slot
     Important: when you change the participants or time slot in the table, the
     Sign-up Tool will automatically send email notification to the corresponding
     participants. You can turn this notification off by un-checking the Email
     Notification checkbox seen in the Meeting Details above.

Lock or cancel a time slot
  1. Lock or unlock a time slot
     Once the time slot is locked, participants can no longer sign up; however they
     can cancel their appointment. Unlock reopens the time slot.
     •    Click the desired time slot in the Time Slot column to see the following
          view.




     •    Click the lock/unlock icon to lock or unlock this time slot. If the time slot
          is locked, a locked icon appears next to the time slot.
  2. Cancel or restore a time slot
     Once the time slot is cancelled, all participants associated with that time slot
     will be removed (including those on the wait list), and participants can no
     longer sign up or add themselves to the wait list. Restore will reopen this time
     slot but it will not restore the former participants.
     •    Click the desired time slot in the Time Slot column.
     •    Click the Cancel icon to close the time slot and remove participants
     •    If the time slot is cancelled, a cancelled icon appears next to the time slot.
          Important: Once the time slot is cancelled, all participants currently
          associated with that time slot will be removed.
     •    To restore: Click the Restore link to reopen the time slot. Previously
          removed participants will not be restored.




                                          11
CamTools Sign-up tool for Participants
This section will explain how to find the events/meetings available to you at a site,
how to obtain information about the events/meetings, and how to sign up for them.

Find available events/meetings for a site
Go to the Sign-up Tool main page:




Important: only those events/meetings that are available to you will appear.


   1. Click on the View dropdown to select the time frame for the view.




       In the table of events/meetings shown, there are six columns. The following
       information is displayed:
               o Event/Meeting Title
               o Owner
               o Location
               o Date
               o Time
               o Status
                          Available: at least one time slot is still available
                          Full: no time slot is open; wait list may be available
                          Available on x/xx/xxxx: participants can start to sign up on
                          the date shown
                          Signed up: you are already signed up for the event/meeting
                          On Wait List: you are currently on the wait list
                          Sign-up not Req: event/meeting is an open session and
                          sign-up is not required


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                          In Progress: The event/meeting is in progress now
                          Closed: The event/meeting is over.

View event/meeting information and sign yourself up
In the main sign-up page, click the desired event/meeting title:




In the table above, there are five columns. The following information is displayed:
   •   Time Slot: Shows the time frame for each segment in the event/meeting
   •   Available Slots:Indicates the current status for this time slot:
           o Cancelled - This time slot is cancelled
           o Locked - This time slot is locked, you cannot sign up
           o Number - # of available vacant spots
           o On Wait List - The slot is full. It also indicates how many people are
             currently on wait list for this spot
   •   Participants: Displays the names of signed-up participants. Names are
       displayed only if the organizer has opted to make them public.
   •   Your Status: Displays your current status:
           o Signed Up:You have signed up for this time slot
           o On Wait List: You are on the wait list. You can find out your status on
             the wait list by pointing the mouse arrow over the ‘On Wait List’ text.
   •   Action: There are four types of actions:
           o Sign up
           o Cancel sign-up
           o Join Wait List
           o Remove from Wait List.



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If you click the Sign up button, you will be removed from any wait lists associated
with this meeting. However, you can add yourself to another wait list after you have
signed up.
When the time slot is locked, you are still allowed to cancel your appointment.
However, you cannot sign up for this time slot again.
Once you have cancelled your appointment, it becomes available immediately to other
people. If there are people on the waiting list, the participant on top of the waiting list
will immediately be promoted to this time slot.


If you click the Sign up button, you will advance to the next page and you may add
an optional comment.




Click Finish to complete the sign-up process and return to the previous page,
"Meetings."




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