Seminars

v5.0 - Last. Mod.: 10/27/2008
With SITEFORUM Seminars application you can offer seminars, congresses, etc. to employees, customers and partners, which can be booked directly online and the capacity is checked in the same step. You can translate all entries to offer the seminars multilingual.
Note: To work in this area please log in as "Portal Master."

1. Overview

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Sales & Support > Seminars.
As far as seminars exist already they are listed:
  • Name Shows the name of the seminar.
    By clicking the name you get to the details.
  • Place Shows the city where the seminar is taking place.
  • Date Shows the date when the seminar is taking place.
  • Fill rate Shows the capacity, green = capacity not yet achieved, red = capacity achieved.
By clicking the tab Calendar View you get to the calendar view where you can see the seminars marked at the certain dates. By clicking a seminar you get to the details.
Note: Before creating seminars you have to create categories, properties, dates and places which you assign to the seminars.
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2. Categories

With the help of categories you can group or categorise your seminars in e.g. "Training," "Sales" or "Processing".
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Sales & Support > Seminars.
  3. In the navigation on the left, below Settings click Categories.
As far as categories exist already they are listed:
  • Name Shows the name of the category.
    By clicking the name you get to the editing mode.
  • Edit By clicking the icon you get to the editing mode.
  • Delete By clicking the icon you can delete the category.
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2.1 Add

  1. Click the tab Add.
  • ID Shows the ID which is given by the system.
  • Language Shows the languages in which you can translate the category.
  1. Activate in the column Preferred the desired language in which the category is displayed per default.
  2. Enter in the field Name the name of the category in the corresponding language.
  3. If required enter in the other fields Name the translations of the category.
  4. If required click the button select Image to upload an image.
  5. Click the button Save when ready.
The new category is listed in the overview.

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2.2 Edit

  1. Choose in the overview the category you want to edit.
  2. Click either
    • the Name of the category or
    • the icon Edit.
  3. Enter a new name or translation.
  4. Click the button Save when ready.
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2.3 Delete

  1. Choose in the overview the category you want to delete.
  2. Click the icon Delete.
  3. Confirm the erasing procedure by clicking the button OK.
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3. Properties

Use properties to describe your seminars better, e.g. "Target Audience," "Conditions" or "Containing benefits."
Note: After creating Properties you have to create variables which you assign to properties. Matching variables for the property "Target Audience" is e.g. "Sales department," "Developer" or "Marketing Manager."
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Sales & Support > Seminars.
  3. In the navigation on the left, below Settings, click Properties.
As far as properties exist already they are listed:
  • Name Shows the name of the property.
    By clicking the name you get to the editing mode.
  • Edit By clicking the icon you get to the editing mode.
  • Delete By clicking the icon you can delete the property.
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3.1 Add Property

  1. Click the tab Add.
  • ID Shows the ID which is given by the system.
  • Language Shows the languages in which you can translate the property.
  1. Activate in the column Preferred the desired language in which the property is displayed per default.
  2. Enter in the field Name the name of the property in the corresponding language.
  3. If required enter in the other fields Name the translations of the property.
  4. Click the button Save when ready.
The new property is listed in the overview.

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3.2 Edit Property

  1. Choose in the overview the property you want to edit.
  2. Click either
    • the Name of the property or
    • the icon Edit.
  3. Enter a new name or translation.
  4. Click the button Save when ready.
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3.3 Delete Property

  1. Choose in the overview the property you want to delete.
  2. Click the icon Delete.
  3. Confirm the erasing procedure by clicking the button OK.
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3.4 Add Variable

To add a variable you have to be in the editing mode of the corresponding property. Please do the following:
  1. Choose in the overview the property to which you want to add a variable.
  2. Click either
    • the Name of the property or
    • the icon Edit.
  3. Click the tab Add Variable.
  • ID Shows the ID which is given by the system.
  • Language Shows the languages in which you can translate the variable.
  1. Activate in the column Preferred the desired language in which the variable is displayed per default.
  2. Enter in the field Name the name of the variable in the corresponding language.
  3. If required enter in the other fields Name the translations of the variable.
  4. Click the button Save when ready.
You get back to the editing mode of the property. Below the table you see the new variable:
  • Name Shows the name of the variable.
    By clicking the name you get to the editing mode.
  • Edit By clicking the icon you get to the editing mode.
  • Delete By clicking the icon you can delete the variable.
Note: You can add more variables for one property, therefore repeat this procedure.
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3.5 Edit Variable

  1. Choose in the overview of the properties the property which contains the variable you want to edit.
  2. Click either
    • the Name of the property or
    • the icon Edit.
  3. Choose in the lower area Variables in property the variable you want to edit.
  4. Click either
    • the Name of the variable or
    • the icon Edit.
  5. Enter a new name or translations.
  6. Click the button Save when ready.
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3.6 Delete Variable

  1. Choose in the overview of the properties the property which contains the variable you want to delete.
  2. Click either
    • the Name of the property or
    • the icon Edit.
  3. Choose in the lower area Variables in property the variable you want to delete.
  4. Click the icon Delete.
  5. Confirm the erasing procedure by clicking the button OK.
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4. Places

A place can be a city like "New York City" or "Berlin" or a place like the "Internet" as well, if you offer e.g. a seminar online. For every place you can create as many locations as you want, which is helpful if you offer for example the same seminar at different locations.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Sales & Support > Seminars.
  3. In the navigation on the left, below Settings click Places.
As far as places exist already they are listed:
  • Name Shows the name of the place.
    By clicking the name you get to the editing mode.
  • Edit By clicking the icon you get to the editing mode.
  • Delete By clicking the icon you can delete the place.
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4.1Add Place

  1. Click the tab Add Place.
  • ID Shows the ID which is given by the system.
  • Language Shows the languages in which you can translate the place.
  1. Activate in the column Preferred the desired language in which the place is displayed per default.
  2. Enter in the field Name the name of the place in the corresponding language.
  3. If required enter in the other fields Name the translations of the place.
  4. Click the button Save when ready.
The new place is listed in the overview.

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4.2 Edit Place

  1. Choose in the overview the place you want to edit.
  2. Click either
    • the Name of the place or
    • the icon Edit.
  3. Enter a new name or translations.
  4. Click the button Save when ready.
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4.3 Delete Place

  1. Choose in the overview the place you want to delete.
  2. Click the icon Delete.
  3. Confirm the erasing procedure by clicking the button OK.
Note: If the place is assigned to a date already you cannot delete the place. You have to delete the assignment to the date first.
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4.4 Add Location

To add a location you have to be in the editing mode of the corresponding place. Please do the following:
  1. Choose in the overview the place to which you want to add a location.
  2. Click either
    • the Name of the place or
    • the icon Edit.
  3. Click the tab Create new location.
  • ID Shows the ID which is given by the system.
  • Language Shows the languages in which you can translate the location.
  1. Activate in the column Preferred the desired language in which the location is displayed per default.
  2. Enter in the field Name the location in the corresponding language.
    Note: Write street, postal code, city, etc. one after another.
  3. If required enter in the other fields Name the translations of the location.
  4. Enter in the field Capacity the capacity of the location.
  5. Click the button Save when ready.
You get back to the overview of the places.
Note: You can add more locations for one place, therefore repeat this procedure.
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4.5 Edit Location

  1. Choose in the overview of the places the place which contains the location you want to edit.
  2. Click either
    • the Name of the place or
    • the icon Edit.
  3. Choose in the area Locations for place the location you want to edit.
  4. Click either
    • the Name of the location or
    • the icon Edit.
  5. Enter a new name, translation or a new capacity.
  6. Click the button Save when ready.
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4.6 Delete Location

  1. Choose in the overview of the places the place which contains the location you want to delete.
  2. Click either
    • the Name of the place or
    • the icon Edit.
  3. Choose in the area Locations for place the location you want to delete.
  4. Click the icon Delete.
  5. Confirm the erasing procedure by clicking the button OK.
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5. Seminars

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Sales & Support > Seminars.
  3. In the navigation on the left, below Seminars & Dates, click Seminars.
As far as seminars exist already they are listed:
  • Active Shows the status of the seminar, green = active, red = inactive.
  • Category Shows the category to which the seminar is assigned.
  • Name Shows the name of the seminar.
  • Dates By clicking the icon you get to all dates created for the seminar, q.v. 6. Dates.
  • Edit By clicking the icon you get to the editing mode.
  • Delete By clicking the icon you can delete the seminar.
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5.1 Add Seminar

  1. Click the tab Add Seminar.
  2. Enter in the field Name the name of the seminar.
  3. From the selection box Category choose the category for the seminar.
    Warning: Changes made in translations in the chosen category affect all seminars.
  4. Choose in the area Properties the desired variable.
  5. Enter in the field Price the price the seminar costs.
  6. Enter in the field Duration the duration of the seminar in days.
  7. Enter in the area Per day in the fields hours and minutes the duration of the seminar in hours and minutes per day.
  8. From the selection box Language choose the preferred language.
  9. Activate the option Active to activate the new seminar.
  10. Enter in the field Description a detailed description of the seminar.
    Note: You can use HTML text.
  11. Click the button Save when ready.
Warning: You have to assign a date and a place to the seminar. You can assign one seminar to different dates.
  1. Click in the overview the icon Dates.
  2. Click the tab Create new date.
  3. From the selection box Seminars choose the seminar to which you want to assign a date and a place.
  4. From the selection box Place choose the desired place.
  5. Choose in the area Date/Time from the selection boxes Month, Day, Year the date of the seminar and from the selection boxes Hour and Minute the start.
  6. Enter in the field Info information if required.
  7. Enter in the field Capacity the capacity of the seminar.
  8. Enter in the field Reversal deadline the time range in days in which the seminar can be cancelled for free.
  9. Enter in the field Reversal fee the fee.
  10. Click the button Save when ready.
If you want to assign several dates and places to one seminar please repeat this procedure or create dates directly for a certain seminar.

In the Seminar Calendar the new seminar is placed in the list view as well as in the calendar view.

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5.2 Edit Seminar Date

  1. Choose in the overview the seminar whose date you want to edit.
  2. Click the icon Dates.
    You get to the overview of the dates of the seminar:
    • Category Shows the category the seminar is assigned to.
    • Seminars Shows the seminar.
    • Place Shows the place where the seminar takes place at the particular date.
    • Date/Time Shows the date and the begin of the seminar.
    • Capacity Shows the status of the capacity, green = capacity not achieved yet, red = capacity achieved.
    • Bookings By clicking the icon you can view existing bookings, q.v. 8. Bookings.
    • Edit By clicking the icon you get to the editing mode.
    • Delete By clicking the icon you can delete the date.
  3. Click the icon Edit.
  4. Do the desired changes, q.v. the lower chapter of 5.1 Add Seminar.
  5. Click the button Save when ready.
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5.3 Edit Seminar

  1. Choose in the overview the seminar you want to edit.
  2. Click the icon Edit.
    • Click the button Add seminar translation if you want to translate the seminar into another language.
    • Click the icon Edit if you want to edit the default seminar.
  3. Do the desired changes, q.v. 5.1 Add Seminar.
  4. Click the button Save when ready.
You get back to the overview.

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5.4 Delete Seminar

  1. Choose in the overview the seminar you want to delete.
  2. Click the icon Delete.
  3. Confirm the erasing procedure by clicking the button OK.
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6. Dates

Here you can view all dates of all seminars at once.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Sales & Support > Seminars.
  3. In the navigation on the left, below Seminars & Dates, click Dates.
As far as dates exist they are listed:
  • Category Shows the category to which the seminar is assigned.
  • Seminars Shows the seminar.
  • Place Shows the city where the seminar takes place.
  • Date/Time Shows the date and the beginning of the seminar.
    The colored label shows if the date happened already or not, green = Date happens, red = Date happened already.
  • Fill rate Shows the status of the capacity, green = capacity not yet achieved, red = capacity achieved.
  • Bookings By clicking the icon you can view existing bookings, q.v. 8. Bookings.
  • Edit By clicking the icon you get to the editing mode.
  • Delete By clicking the icon you can delete the date.
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6.1 Add

  1. Click the tab Add.
  2. From the selection box Seminars choose the seminar to which you want to assign a new date and place.
  3. From the selection box Place choose the desired place.
  4. Choose in the area Date/Time from the selection boxes Month, Day, Year the date of the seminar and from the selection boxes Hour and Minute the beginning.
  5. Enter in the field Info information if required.
  6. Enter in the field Capacity the capacity of the seminar.
  7. Enter in the field Reversal deadline the time range in days in which the seminar can be cancelled for free.
  8. Enter in the field Reversal fee the fee.
  9. Click the button Save when ready.
If you want to assign several dates and places to one seminar repeat this procedure.

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6.2 Edit

  1. Choose in the overview the date you want to edit.
  2. Click the icon Edit.
  3. Do the desired changes, q.v. 6.1 Add.
  4. Click the button Save when ready.
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6.3 Delete

  1. Choose in the overview the date you want to delete.
  2. Click the icon Delete.
  3. Confirm the erasing procedure by clicking the button OK.
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7. Seminar Calendar

The seminar calendar shows you all existing seminars in a list view and a calendar view.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Sales & Support > Seminars.
  3. In the navigation on the left, below Seminars & Dates, click Seminar Calendar.
All seminars are shown in a list view:
  • Name Shows the name of the seminar.
    By clicking the name you get to the details of the seminar where you can book the seminar.
  • Place Shows the city where the seminar takes place.
  • Date Shows the date when the seminar takes place.
  • Fill rate Shows the status of the capacity, green = capacity not yet achieved, red = capacity achieved.
Note: If you see seminars in the area Seminars available on request then there are no dates assigned to these seminars.
In the calendar view the seminars are shown on the corresponding days. By clicking the icon of a seminar you get to the details where you can book the seminar.

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8. Bookings

In this section you manage bookings and participants of the seminars.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Sales & Support > Seminars.
  3. In the navigation on the left, below Seminars & Dates, click Bookings.
You get to the overview of all existing bookings:
  • Customer Shows all customers who booked the seminar.
  • Seminar Shows the booked seminar.
  • Invoice number Shows the invoice number and the invoice the participant got.
    By clicking the icon you can view the invoice.
    Note: To edit and adjust invoices go to Online shop preferences, q.v. Support Sales & Support > Online shop preferences.
  • Status Shows the current status which can be changed in the column Payment:
    • Booked
    • Paid
    • Attended
  • Payment Shows the amount which has to be paid and if it is paid already, Icon with green check = paid, Icon without green check = not yet paid.
    By clicking the icon you can change the status.
  • Actions Here you can take several actions:
    • By clicking the icon Absent (Manikin crossed out red) the participant takes part in the seminar.
    • By clicking the icon Present (Manikin not crossed out) the participant does not take part in the seminar.
    • By clicking the icon Delete booking (Garbage can) you delete the booking of the participant.
Below the overview you can accomplish mass actions with the help of the selection box:
  1. Activate in the table in the first column the options of the participants you want to implicate in the mass action.
  2. From the selection box below the table choose the desired action.
  3. Click the button Send inquiry.
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