Event Manager

How to

1. Setup in Control Panel
2. Access Event Manager
3. Add / Edit an event Venue
4. Add an Invoice Email
5. Add an Event
6. Edit an Event
7. Display an Event on a page or Masterpage
8. Add Attendees
9. View Attendees
10. Export Data (Attendees and Tables)
11. Email Attendees

Setup in Control Panel

Before using the Event Manager for the first time, please ensure that you check the setup in your Control Panel.

To access the Control Panel you must be logged in with the administrator toolbar visible at the top of the screen.

• Select the button, and then 'Control Panel' from the bottom of the Applications menu.

The Control Panel window will normally load similar to the one shown below, however when the events module has been activated on your website, additional features will appear here:

Additional Control Panel Features with Event Manager

Upon entering the Control Panel, you should see various sections of the website that may be altered. Specific to the Event Manager is the following:

The Thanks Message will show to visitors once they have registered for an event. Please take the time to alter this message to suit your specific website requirements. An example message appears here in the mini article editor. This example will be used if you choose not to alter it.

Under the Thanks Message are the following:

You will also be given access to the Shopping Cart configuration settings. Most of the settings shown below are for the selection of a style from the Style Manager for the applicable area of the shopping cart during the event registration process. There are also two buttons that you may customise the wording on - their default text appears in the respective text boxes.

A payment gateway may be setup to receive live, online credit card payments by those who register for your events.

Please Note: in order to have a payment gateway setup with your Aplinx^® website, you may require an independent Merchant account (setup between you and your bank/financial institution) as well as an SSL certificate.

If you have arranged with your bank/financial institution to accept Diners Club and American Express cards, tick the relative option here.

Access Event Manager

To access the Event Manager you must be logged in with the administrator toolbar visible at the top of the screen.

• From the administrator toolbar, select the button to load the content menu on the left of your screen.
• In the Content menu select 'EVENTS'.

The Events Manager will load. All events currently in your website will be shown here.

If you have just added or altered the settings of an event, it will appear highlighted. The Manager Options menu appears at the left of your screen.

Add or Edit an Event Venue

Venue information may be used to help filter events and should be added to the system before you begin inputting events themselves. The venue name should be short enough to easily identify the venue without confusion and differentiate it from the other venues in the database.

From the Manager Options menu, select the VENUES link. If this is the first time you have accessed this module, the venue list may be empty. You should see the following links:

To add a new venue, select the ADD VENUE button from this bar. The Add Venue screen will then load:

Enter all of the applicable data for the venue - if a field is not required, leave it blank - then click SAVE.

The List below describes these fields:

After venues have been successfully added to the manager, you should see them individually listed on the Add/Edit venue screen. An ID number is automatically assigned to each venue when it is added.

To alter existing details for a venue, enter the Add/Edit venue screen and select the EDIT button next to that venue's name. The Edit Venue screen will load - showing the same data entry format as when a venue is added. Save or Cancel when done.

Invoice Emails

Invoice Emails allow you to send a confirmation to users once they have purchased or registered for an event. Invoice Emails use the Broadcast Email feature of Netagi Aplinx^®.

To create an invoice email, please follow the steps outlined in the Broadcast Email section of this manual - however, instead of adding recipients and sending the email, you should use the APPLY CHANGES button to save the broadcast email as a template before exiting and using it here.

If you are using the Membership Manager plugin, you may also include substitution codes for relevant values in the invoice email's text - see Membership Manager for more information.

Invoice emails are nominated for each event when creating or editing the event takes place.

Add an Event

Select the ADD EVENT link at the top of the Manager Options Menu. The page will reload, showing the Add a New Event screen.

Fill in the relevant details for the event you are adding. The List below describes these fields:

A variety of Customisable Mandatory Fields may also be added to the event listing - as it will appear to visitors of your site.

When you have finished entering information for the event, click the SAVE button at the bottom of the screen.

Upon clicking Save, the page will reload, showing the event's title and ID number in the Event Manager.

Edit an Event

To edit an event, select the radio button next to the event's ID number in the Event Manager and then click the EDIT button from the Manager Options Menu.

Editing is in the same format as when initially adding the event's details.

Display an Event on a page or Masterpage

To display an event on your page or Masterpage, go to that page and enter edit mode. Next select the INSERT button for the section in which you wish the event to appear. The Insert Content window will open. Select EVENTS from the lower right.

The event manager will then load. Click the INSERT button next to the event you require.

For more information on displaying objects on your pages, please refer to Page Content, Page Layout and Masterpage sections of this manual.

Below is an example of a fictional event:

Add Attendees

The method of adding attendees to the event explained here is a manual process completed by the administrator - not a visitor to your site. If you are interested in allowing visitors to the website to add themselves to your events, please refer to the Membership Management module.

To add attendees, select the radio button next to the ID number for the event, then select ADD ATTENDEES from the Manager Options menu on the left of the screen.

The Add Attendees screen will load:

Choose the relevant option for adding attendees:

View Attendees

In the event manager, select the radio button next to the ID number for the event in question, then click VIEW ATTENDEES from the manager options menu on the left of the screen.

The attendees will be listed - split into Members and Non-members tables. Choose the type of attendee you wish to view from the select list, as required.

Attendee data cannot be altered.

If you wish to remove an attendee from the list, choose the DELETE button next to their details. Their ticket will then be made available for purchase by another registrant.

Export Data

Data can be exported in two ways:

1. All attendees details - In the Event Manager select EXPORT ATTENDANCE.
2. Table listings - In the Event Manager select EXPORT TABLES.

Both exports are provided in .CSV format.

Email Attendees

 To email attendees, you should be familiar with the Broadcast Email feature in Aplinx^®. Once the Membership Manager has been activated on your website, you will now have access to an additional tab in the Broadcast Email settings.

This tab basically allows you to filter the recipients list.

Here you may specify an event and then choose either Attendees or Non-Attendees from the select list.

Useful Codes

When creating an invoice email or a broadcast email, you may use the following codes*. When the invoice is sent to the user, the code will be replaced with details relevant to their transaction.
*Please Note: These codes may be available or vary dependant on your membership manager setup and the email recipient. It is highly recommended that you add yourself as a test member and send the message to yourself (as the test member) before any other emails a

Please use these codes only if you know they are applicable to the email you are sending. The values shown here are related to the Membership Manager package in Aplinx^® only.