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Trainingguideeveniumfacility2017 PDF
Trainingguideeveniumfacility2017 PDF
Trainingguideeveniumfacility2017 PDF
Evenium Facility
Contents
1. Login and the « Multi-event » screen 5. The Back Office – The guests
4. Emails
« Multi-event » screen :
→The « Events » tab lists all the event that have been created on your Evenium account
→The « Contacts » tab lists all your contacts from all your events
→ The « Users » tab allows you to create new user accounts for your colleagues
→The « My account » tab allows you to change your account details as an administrator and order online
1.2 « Multi-event » screen
→ Use the drop down menu to switch between viewing « All events,
« Only current events » or « Past Events »
In Contacts :
When you connect yourself to the platform, you arrive on a screen containing all your events.
A pop-up window will open containing a form with all the main information to complete in order to add your new user:
You will need to fill in all the information asked to create your new user (the fields marked
with an asterisks are mandatory)
Access to all events: this type of access will give administrator rights to all the events of
your platform.
Access to certain events: allows you to select which event from all your events list this
new user will have access to
Remarks: an email will be sent out automatically to your new user, letting him define his
password in order to connect himself to the platform and activate his account.
1.2 Adding a new user
Once your user has been added, he will appear under the « Users » tab:
By clicking on this icon , you can choose which events are accessible for this user and what are his access rights.
- « Administrator » access: has complete access to the platform of the events including the configuration of the website, the registration
form and the database of the contacts.
- « Inviter » access: has access to the contact database with the possibility to modify and send out emails.
- « Read Only » access: has a consulting access of the participant list. No modifications are possible.
1.2 « Multi-event » screen – My account
In the « My Account » tab:
You can:
→ My credits: displays all of your remaining credits on all your events and
allows you to order credits online
You will have to fill in different elements, you will then be able to modify these under the « Configuration » →
« General Info » tab
For example:
Where ?
The address is automatically searched by Google Maps
A map will appear on your « Practical Info » menu on your
event’s website
Who ?
Organised by: The organiser’s contact details which will be
used as the expeditor of the emails
Email : This is the address where all the answers of your
participants and/or automatic replies (out of the office, spam…)
will be redirected to
2. The event’s website
Be careful :
The platform does not automatically translate the content of your website. Once you have added a new language to
your website, be careful not to forget to add your content for all the additional languages.
2.1 Website configuration – Changing the design
To modify the design of your website you can click on:
You have the choice between 3 types of design : Classic / Custom / Modern
Mass personalisation of the font of your Personalise the font of your menu titles
content
2.1 Website configuration – Changing your design
C) Classic design:
You can also select the « Classic » design on which you can either modify the background color of your
website (5 colors available)
Mass personalisation of the font of your Personalise the font of your menu titles
website content
2.1 Website configuration – Menus
→ Welcome page of your event’s website
4 menus are created by default:
→ Registration form page
To modify the menu, put your computer mouse over the menus.
A red box with this icon will appear , click it in order to configure it. → Page with the Google Map
Page visibility: Menu disabled : not visible on either the Front or Back Office.
Menu under construction : not visible on the Front Office but is on the Back Office.
Menu visible : visible on the Front Office, by the guests.
Be careful : Always click on « Submit » and then on « Save » for every single modifications of your menus/sub-menus
2.1 Website configuration – Editing the content
Inserting an image: click on the icon Inserting a link / a document : First highlight the text or image that
will become your link. click on the or the icon
- Click on « Choose a file » and choose an image on your Click on to create a link towards:
computer. - A page of your event website: « Go to the page » then select
the page and it’s language.
- Leaving the borders at 0 will delete the blue contours around the - An external website: Choose « URL » and then insert your URL
image on certain internet browsers. link.
- An email: « Email » and then enter the corresponding email
address.
- In order to keep an optimum quality, we recommend that you crop
your image to the wanted size with an image retouching software - Click on to create a link towards a document (PDF,
(Photo-shop, Paint...) Word…) then click on « Search » and select your document.
Please note that participants will be able to visualise and download
this document.
2.2 Table formatting
In order to have an optimal alignment of your text and images on your website, we recommend to add
tables.
1) Text/image alignment
- Select and maintain the selection (drag and drop) of the chosen field and move it to the desired placement.
- Insert onto the registration form the questions that the participants will have to answer.
- On the registration form, when going over a field, you can delete it , move it , or modify it .
3.1 Registration form – Setting up the questions
3 types of questions :
- « Pre-defined questions » : most commonly used fields, already configured by the platform.
- « Personalised questions » : several types of questions are available. When adding a personalised question you are
requested to add information : question, possible answers, whether the question is mandatory or not.…
- « Text and layout » : separator ( to space out two questions), Free text zone, section title.
3.1 Registration form – Personalised questions
1 1. Yes/No' question: type 'your question' . The answer to this question needs to
be 'Yes' or 'No'.
2. 'Free Text' Field: Ask a question with no pre-established answer. The reply is
2 expected to be rather short.
3. Select List Question: Ask a question with a drop down list format. The
3 participant needs to select ONE answer among all possible answers. You must
insert all possible answers, ONE BY ONE, below ''Select.... ''. Example :
answers 1 and 2.
4. Multiple choice question (Only one answer is allowed): ask 'your question'
4 and insert the 'Possible answers', one on each line. To add lines, click on 'Add'.
6
3.1 Registration form – Text and layout
Text & layout
1. « Free Text » Field: allows you to add text, tables, links and images to your registration form.
2. « Section title » Field: allows you to organise your registration form with titles.
3. « Separator » Field: allows you to add spaces between your different fields on the registration form.
1 2
3
3.1 Registration form – Question configuration
Question configuration :
1. « Required field »: makes your question mandatory.
2. « Layout »: allows you to modify the layout of your questions/answers on your registration form.
3. « Make this field read only »: once the box is checked, your participant won’t be able to modify the pre-filled answers that the
organiser imported.
4. « Do not display the label of the question »: only the answers are visible on the registration form.
5. « Do not allow the guest to modify this if his/her status for the global event is: »: once this box is checked, your participant
won't be able to modify his/her answers if his/her status is « Will not attend », « To validate » or « Confirmed ».
3
4
5
3.1 Registration form – Question configuration
- To add languages to your form : click on and select the languages by checking the boxes.
- You are able to create guest categories and show questions for only specific ones. Create your categories by clicking on
Give each category a name and color so they can be easily identified.
IMPORTANT : In the excel file you use to import your guests, please indicate the category of each guest (using categories identical
to those on your registration form).
3.2 Display conditions
The dynamic display allows you to ask a question on the registration form depending on the guest’s answers to another
question.
Under « Configuration » → « Update the registration form », create your questions with the pre-defined questions or with
the personalised questions
This window pops-up – at the bottom of this one you can click on « Display conditions »:
Choose the field and the value of this one conditioning the display of your question:
Remark: please make sure to test, as a participant, on the website before sending your invitation emails to your guests.
3.3 Questions only available on the Back-Office
Questions available only on the Back-Office, allows the organisers to add information for each participants – that they don’t
want their participants to see on the registration form.
Create your question with the pre-defined questions or the personalised questions.
Edit the question the selected question:
This window will pop-up – at the bottom of this one you can click on « Display confitions »:
Edit the general participation of the event and then click on « Allow replacements »:
If the initial guest goes back to the registration form, he will be able to see the name of his substitute:
3 emails are created by the platform by default: You can create new emails by clicking on:
Invitation, Confirmed auto. and Declined auto.
The Confirmed auto and Declined auto are emails sent Create your new email by using the standard template
out automatically if the participant validates or not «Invitation » or by creating a completely new message.
his/her participation to the event. You can configure
them by selecting one email and clicking on Modify at In order to create a new email using another email already
the bottom of the page: created on the platform (for example invitation reminder using
the invitation email) you can click on:
You can choose your language while you edit your text of your email, via the drop-down menu in text cell
editor:
Be careful while you edit your message, it is important to implement the sender and subject of the message in
all the chosen languages.
By clicking on the element this window opens:
4.1 Email configuration
III. Sending parameters
1
2
3
4
1 Modify the sender of your messages (put the name of the sender and not the
email address).
2 Put in copy the email address you want or the email assistant filled in on the participants form.
4 You can attach one or more files to your emails. Be careful the maximum size is 5Mo.
4.1 Email configuration
IV. Email content configuration
- To edit a text cell put your computer mouse on top of it and click on
- To add a cell put your computer mouse between two cells and click on
Attach a calendar file in order for the recipients to easily add your event to their
agenda
Be careful : Don’t forget to click on « Save » in order to save all your modifications
4.1 Email configuration
If you put your computer mouse between two text cells, this icon should appear . If you click on it, this window appears:
1 Insert a free text
2 Insert a link that will redirect your participant towards a tab of your event’s website:
1
Don’t forget
to select the 2
wanted menu
3
4
5
3 Participants personalised gender (Gender/Last name/First name). 6
4 It has to be a maximum width of 600px and a maximum high 7
of 200px
8
5 Corresponds to the signature of your emails. It can be the same one for all your emails.
9
6 Insert all the data form the registration form
10
7 Insert one or more data from the registration form
8&9&10 Insert data regarding the pre-defined question Transport/Accommodation/Activities
Remark: By clicking on , you can create different displays just like on the registration form (see « 6.6
Differentiated display »)
4.2 Assistant’s email in copy – Registration form/Emails
Insert the question « Assistant’s email » on the registration form:
Select the field value and then choose in the list of values
« Assistant's email »
Be careful : Don’t forget to click on « Save » in order to save all your modifications
4.3 Personalisation – Form Data
Form data allows you to choose which fields from the registration form you want in your email.
In the column « Available data » are all the fields of the registration form.
Select the one that needs to appear – and then click on « Insert ».
Exactly the same title as on the registration form (in gray) – in black the answer of the guest
4.3 Form Data – Display conditions
It is also possible to create display conditions depending on the guest's answer on the emails:
On every email cells, you will find the mention « Display conditions ». When you click on it the following screen
appears:
1) Depending on the category: 2) Depending on the guest answers on the registration form:
You select the category that is concerned When you click on « Create new condition »: all the fields of the
by this cell registration form (back-office also) will appear with the value
conditioning the cell’s display or not.
4.3 Form Data – Display conditions
Ex :
List of the fields available on the Display’s conditions List of available values
registration form
Example :
- You will see the list of participants, their status (confirmed, will not attend, waiting list…), and their answers to the
registration form.
Example : by clicking on Last name, your list of participants will be sorted by alphabetical order.
When this sort is activated this icon show up next to the name of the column concerned.
All the values corresponding to the answers of your participants will appear, and you will be able to select the wanted
values :
When a filter is activated this icon appears next to the column. You will also be able to see the number of
participants corresponding to the filtered fields.
Remark: To delete the sorts and filters, refresh your screen or click on the « Guests » tab.
5.2 Action buttons
Under the « Guests » tab, you will find 7 action buttons allowing you to manage your database.
Add a guest
It will allow you to have access to the new guest’s registration form. The mandatory fileds
when you add a guest are Last name, First name and Email.
5.2 Action buttons – Import
By clicking on the « import » button you will be able to import your participants in bulk.
Step 1 : For that you will need an Excel file with at least the following columns : « Last Name », « First
name » and « Email ». If you want to add other columns such as « Company », you will have to add the
corresponding fields on the registration form first.
Then you can copy & paste your Excel document (including the title of your columns) in the following blank
zone.
Copy/Paste
5.2 Action buttons - Import
Find below the main steps to follow to bulk import your participants:
→Step 2 : verify that your data matches with the platform’s field and then click on « Submit »
→Step 3 : «Submit» : the platform will indicate you if you have errors in your import.
A report appears at the end of your import: we recommend you to paste this on your Excel file.
5.2 Action buttons - Email
By clicking on the action button « email » you will be able to send out emails:
If you want to send out emails to all your database, make If you want to send out emails only to a certain number of
sure that your are displaying all the lines: guests from your database, select them using the check box
next to their names:
If you want to do a bulk modification, make sure to display If you want to modify only a certain number of guests, select
all the lines: the wanted guests by checking the box next to their name:
Click on « Add »
By clicking on « Export » all the picture will be exported via a Zip file.
By clicking on « Print », you will be able to print all the pictures of your guests.
5.3 Participant’s information
All the information implemented by your participants are available under the « Guests » tab.
To have access to the participant’s information, you need to click on the participant’s « Last name » (written in blue
and underlined).
Once you have clicked on the participant’s last name, a window pops-up
containing all the information added through the import or implemented
by the participant.
The « Registration » tab contains the information implemented by your guest during his/her registration of the
information imported by the organiser.
The « Site » tab allows you to be automatically redirected on your event’s website just like your participant
would see it.
The « Messages » tab allows you to have the list of all the messages sent out to the participants and theirs
status
The « History » tab allows you to follow all the data concerning the participant, and also see the modifications
made and by whom.
The « Duplicates » tab allows you to merge to identical contacts in your database.
Be careful: This action is irreversible , please contact the client support if you have a doubt concerning the
process to follow.
6. Advanced options
There are 18 available languages: Select your language, by checking the corresponding boxes:
Once your languages have been chosen, the equivalent flags should appear on
your website:
Allowing your participants to choose his/hers language on your event website.
Once your pages have been created, you will need to update your website's content.
The translation of the content in different languages needs to be done by yourself.
The cell editor will open, you will find the available languages in the top left corner.
To edit the content in all the different chosen languages make sure to click on the correct flag corresponding to the
wanted language.
Make sure to click on « Submit » and then « Save » once all your modifications have been done.
6.1 Multilingual management – Registration form
To configure the different languages on your registration form, you can click on
A. Pre-defined questions
→ « Transport », « Accommodation » and « Activities » modules (except for the activities’ title) are
translated by default in the 18 languages.
→ If you want to translate that question differently you may edit the question by clicking on:
→ The titles:
Make sure that you update the titles of your
questions in every selected language
→ The answers:
In a « Yes/No » question the answers will be
automatically translated.
Make sure to save your registration form once you have done all your modifications.
6.1 Multilingual management – Emails
In order to edit emails in multiple languages please check « 4.1 Editing emails – II languages »
Example : If you choose that your email will be sent out in « English + French »:
Your email will be sent out in the English version (including the banner), then in the French version: with the links
redirecting your participants in the chosen language.
Your email settings will appear under the « Configuration » → « Edit emails » tab as shown below with the drop down
menu:
Remark: Once your participant chooses a language on the registration form, he will receive the confirmation or
declined email in that chosen language.
Example : If your guest validates his registration form in English, he will receive the confirmation automatic email in
English only.
6.1 Multilingual management – Emails
b) The language is known for the participants
The first step is to import the information during the initial import of your participants by adding the column
« Language » on your Excel file.
The values that have to be imported are the language ISO codes:
English: en Spanish: es
We recommend that you have this column « Languages » in your back-office, in order to make sure that your
languages’ values are well imported.
Select the guests that are to receive the emails and then click on the « Email » button and choose which message
you want to send out:
The languages of your participants will be recognised: the emails will then be sent out automatically in the language of
your participant:
6.2 Accommodation management
I. Registration form setup
As soon as you add the module, this window will pop up: which allows you to configure it.
6.2 Accommodation management
II. Create hotels
Remark: It is important to create as many hotels as you have different room categories.
6.2 Accommodation management
Step 2 : Allocating quotas
Once your hotels has been created, you will need to affect quotas to it.
b) You have different quotas depending on the night for one hotel:
Click on ' - ' under the hotels’ nights:
Imput your available
quotas
This step is mandatory – if no hotel is created, or quotas for each nights, your guests will automatically go under the
waiting list for each chosen night.
6.2 Accommodation management
III. Managing the Rooming list
Your invitations have been sent out: you are receiving the first requests for accommodation
from your participants.
Under “Logistics” → “Rooming list”, you will find all your “Confirmed” participants and you
will be able to update your Rooming list:
2 possible cases:
1/ Manually: in the drop down menu under the «Hotel » column you will be able to select the
wanted hotel and then submit:
Select your guests having the nights and hotel and then click on « Lodging »
Submit
6.3 Transport management
I. Implementation on the registration form
When you add this question, this window will pop-up : which will allow you to configure your « Transport » question.
3) Transfer
He can either:
It is possible to deactivate the automatic research when you configure your « Transport » question, by clicking on:
Remarks: The automatic research is only available for the flights that are not low cost.
6.3 Transport management
II. Transportation management in the Back Office
When your registration form is ready and your participants have answered, you have access to their
responses.
Under « Logistics » → « Transports on arrival » tab, you have access to the arrival information.
Under « Logistics » → « Transports on departure », you have access to the departure information.
You can input the information concerning the type of transport, the
date, the departure location and the number of that transport.
6.4 Activities management
I. Implementation on the registration form
Under the « Configuration » → « Update the registration form »
add the « Activities » module from the « Pre-defined questions ».
When you add this question, this window pops-up: it will allow you to configure your question « Activities »
Select the name of your activity, it's start date and time, and it's end
date and time and also it's quota if necessary
Once this quota is reached your participants won’t be able to register to
the activity or will go on a waiting list
Define the title of your question (its header message), then create a new activity or select one from the existing list:
CREATION SELECTION
Remark: It is not possible to have the same activity on the registration form twice
6.4 Activities Management
Your activities are now created, you must configure the question:
List of Activities
Implementation of a blocking
quota
Possibility to display the
number of remaining places
Number of possible activities
that can be selected
6.4 Activities Management
II. Managing the activities in the Back-Office
Add activity reporting columns by clicking on the icon on the right side:
Your columns display as well as the status of your participants to the activity :
You will find the participant's registrations to the activities under this tab.
Under Configuration – Update registration form, you will find the “Categories”
button
Click here
Click on the name of the menu you want to show depending on the
Participant's category.
For each menu where there is a conditional display you will see this icon on the back-office.
By putting your computer mouse on top of it, you will see the name(s) of the selected category(ies).
7. Deleting an Event
If you wish to delete an event, this can be done under the Configuration – General info tab :
BE CAREFUL:
THIS ACTION CAN NOT
BE UNDONE ! Therefore,
you need to be sure to
want to delete your event.
For any questions, the client care team is at your disposal from 9h30 to 18h30 (Paris time) on :
Tel: +33 1 47 70 90 35
support@evenium.com
www.evenium.com
www.evenium.net 83