Bookshelf v7.7: End-User Procedures for Self-Registering for an Event

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End-User Procedures for Self-Registering for an Event

End users can self-register through the Events Web site. However, prior to a potential attendee self-registering for an event, the hosting organization should complete several tasks. These tasks are as follows:

Establish the invitee's User ID
Register the invitee to attend the event with a status of Invited
Send an email to the invitee, which includes the address of the Web site and information about the username and password to be used at the site

After being invited, the potential attendee performs the following tasks:

Visits the Web site and logs in using the specified username and password
Views his current event invitations
Self-registers to attend the event
NOTE: If the invitee registers to attend the event, that self-registration replaces the tentative registration record created by the administrator.

If the potential attendee wants to cancel his or her registration at any point in the process, they must contact an administrator who can cancel their registration for them.

Registering to Use the Web Site

In order to self-register using a Web browser, a potential attendee must first be a registered user of the Siebel Events Web site.

NOTE: For Finance customers, Siebel Events is an optional module that allows customers to use a Web site to register for events. Your company must purchase this module in order to use Web registration and follow the procedures described in this section.

End-User Events Visibility (for Finance customers)

The following visibility rules and information are applied and displayed on the Web site according to the below criteria:

Upcoming Events. Displays the next five events that have a Status Launched, a Start date after today, an Event Type that is not Restricted, and Display on Website = Y.
View My Open Invitations. Displays events to which a contact has been personally invited. If the contact's account is invited, but not the individual, the event does not appear here.

Events Web Site Registration Process

The first step in becoming a Siebel Events Web site user is to obtain the address for the site's home page. This address may be obtained through one of the following:

A personal contact within the hosting organization
A link on the company's corporate Web site
An email message sent by the hosting organization
An advertisement

After obtaining the home page address, and if the event is not restricted, any potential attendee can become a registered Web site user by clicking the New User link on the home page. Once registered on the Web site, the potential attendee can view event information and self-register for the event. However, if the event is restricted, the company hosting the event must establish the potential attendee as a registered Web site user and invite them to the event in order to enable the potential attendee to self-register.

NOTE: As described in Preparing for an Event if the External check box is not selected in the Event form, the event is not visible to Web site users under any circumstances.

The following procedure describes how to self-register as an Events Web site user. You may want to adapt and distribute these instructions to your event-hosting employees and Web site users who have limited access to documented procedures.

To self-register as an Events Web site user

Use standard Web browser to navigate to the Events home page.
Click the New User link in the User Login form.
A Personal Information form appears.
Complete the fields on the Personal Information form, noting the username and password values you enter (for future reference), then click Next.
In the Contact Information form, complete the fields, and then click Next.
A Usage Terms dialog box appears, showing a license agreement.
Read the terms of the agreement, then click I Agree to proceed.
A Registration Confirmation message appears.
Click Finish.
The Siebel Events Web site reappears, but the User Login form is no longer displayed, as you are now logged in.

NOTE: Siebel Events Management administration screens are accessed through Siebel applications such as Siebel Sales, Siebel Marketing, or Siebel Call Center. Depending on your Siebel application configuration, Siebel Events end-user screens may or may not be accessible through these Siebel applications, as well.

Self-Registering to Attend an Event

An end user can self-register to attend an event when all of the following are true:

The end user is a registered Events Web site user.
The event's Event Type is not set to Restricted.

When these conditions are met, an end user can view the event and register to attend the event. However, if the Event Type is Restricted, the end user cannot register to attend the event, and he or she can only view the event if they are an invited attendee.

The following procedures describe how a registered user of the Events Web site can register to attend an event and any particular sessions within an event that may require separate registration. Note, however, in this release of Siebel Events Management, attendee registration is no longer required at the Event Plan level. Attendees must first register for an event, and then register for the sessions within an event.

NOTE: Confirmed registration for the event is required before registration for sessions is possible.

To self-register to attend an event

Navigate to the home page of the Events Web site.
Log in as a registered user of the site. New user registration is described in To self-register as an Events Web site user.
The Siebel Events home page reappears without the User Login form.
Click one of the following links to view event information:
- Events link in Browse Events list: Displays the Available Events list, which shows all events that are open to the general public.
- Register for an Event: Also displays the Available Events list, which shows all events that are open to the general public.
- View My Open Invitations: Displays the My Invitations list, which shows all events to which you have been invited, including restricted events.
- Any event listed in the Upcoming Events area of the home page: Displays an Event form and a Sessions list for the selected event.
If you clicked one of the first three links in Step 3, click the name of an event that interests you. Otherwise, proceed to Step 5.
In the Event form, click Register.
If there is no charge for the event, and if there is still space available, the My Events list appears. The list includes the event you selected, with the Status field set to Confirmed, showing that you are registered for the event. Also, an email message is automatically sent to you, reporting that your registration is confirmed for the event.

If there is no charge for the event, but the maximum enrollment has been reached, the My Events list appears, but the event listing shows a status of Waitlisted. An email message is automatically sent to you, reporting that you are on the waiting list and will be informed if space becomes available.

If there is a registration fee for the event, and if there is still space available, the Shopping Cart appears, containing information about the charge for the event.
1. To continue registering for additional events before paying, return to the Events home page and repeat Step 3 and Step 4.
2. To pay for all of the events you for which are registering, click Check Out.
3. In the Payment Method form, enter your credit card and billing information. If you have used the Shopping Cart before, your previously entered information displays for you to edit or confirm.
4. Click Continue to display the Order Summary, and verify that all information is correct.
5. Click Confirm Order. An Order Confirmation message appears.
6. Click Return to Home Page, and then click View Your Registrations to display the My Registered Events list.
  The list includes the event(s) you selected, with the Status field set to Confirmed, indicating you are registered for the event. Also, two email messages are automatically sent to you, one reporting that your registration is confirmed, the other reporting your Shopping Cart transaction.
  
  If there is a registration fee for the event, but maximum enrollment has been reached, the My Events list appears, but the event listing shows a status of Waitlisted. An email message is automatically sent to you, reporting that you are on the waiting list and will be informed if space becomes available.
  
  NOTE: If you do not complete the check-out process for the Shopping Cart, your registration status is set to Pending, by default. This status reserves a seat for you, if a seat is available, but only for a finite time period. The default length of time that a registration remains pending is 4 hours. After this period, pending registrations are automatically deleted when you register another user for the same event.

The following procedure describes how to complete an unconfirmed registration for an event, either to convert a status of Pending to a status of Confirmed, or to convert a status of Waitlisted to a status of Confirmed.

To complete a pending or wait listed registration to attend an event

On the Home Page in the My Events list, click the View Your Registrations link.
Locate the listing for the registration that you want to complete, and click the link in the Event Name column of that listing.
An Event form, a Sessions list, and a My Sessions form appears.
In the Event form, click Register.
If there is no charge for the event, and if there is still space available, the My Events list appears. The list includes the event you selected, with the Status field set to Confirmed, showing that you are registered for the event. Also, an email message is automatically sent to you, reporting that your registration is confirmed for the event.

If there is no charge for the event, but the maximum enrollment has been reached, the My Events list appears, but the event listing shows a status of Waitlisted. An email message is automatically sent to you, reporting that you are on the waiting list and will be informed if space becomes available.

If there is a registration fee for the event, and if there is still space available, the Shopping Cart appears, containing information about the charge for the event.
1. To continue registering for additional events before paying, return to the Events home page and repeat Step 3.
2. To pay for all of the events you for which are registering, click Check Out.
3. In the Payment Method form, enter your credit card and billing information. If you have used the Shopping Cart before, your previously entered information displays for you to edit or confirm.
4. Click Continue to display the Order Summary, and verify that all information is correct.
5. Click Confirm Order. An Order Confirmation message appears.
6. Click Return to Home Page, and then click View Your Registrations to display the My Registered Events list.
  The list includes the event(s) you selected, with the Status field set to Confirmed, indicating you are registered for the event. Also, two email messages are automatically sent to you, one reporting that your registration is confirmed, the other reporting your Shopping Cart transaction.
- If there is a registration fee for the event, but maximum enrollment has been reached, the My Events list appears, but the event listing shows a status of Waitlisted. An email message is automatically sent to you, reporting that you are on the waiting list and will be informed if space becomes available.

The following procedure describes how to register for sessions within an event.

To register to attend sessions within an event

If you have not already done so, register for the sessions' event, and make sure that your registration status is Confirmed.
For instructions on how to register, see To self-register to attend an event.
From the home page, click the link View your Registration.
In the My Registered Events list, click the Events Name.
An Event form, a Sessions list, and a My Confirmed Sessions list appear.
In the Sessions list, select the session(s) you want to register for, and then click Register Session.
If there is no additional fee for the session, and if there is still space available, the Event form, Sessions list, and My Confirmed Sessions list reappear. The selected session is listed in the My Confirmed Sessions list with a value of Confirmed in the Status field.

If there is no additional fee for the session, but maximum enrollment has been reached, the Event form, Sessions list, and My Confirmed Sessions list reappear. The selected session is listed in the My Confirmed Sessions list with a value of Waitlisted in the Status field.

If there is an additional fee for the session, and if there is still space available, the Shopping Cart appears, containing information about the charge for the session.
1. To continue registering for additional sessions before paying, return to the Events home page and repeat Step 3 and Step 4.
2. To pay for all of the sessions you for which are registering, click Check Out.
3. In the Payment Method form, enter your credit card and billing information. If you have used the Shopping Cart before, your previously entered information displays for you to edit or confirm.
4. Click Continue to display the Order Summary, and verify that all information is correct.
5. Click Confirm Order. An Order Confirmation message appears.
6. Click Return to Home Page, and then click View Your Registrations to display the My Registered Events list.
7. Click the name of the event that includes the session you selected.
  An Events form, Sessions list, and My Confirmed Sessions list reappear. The selected session is listed in the My Confirmed Sessions list with a value of Confirmed in the Status field.
  
  If there is an additional fee for the session, but maximum enrollment has been reached, the Event form, Sessions list, and My Confirmed Sessions list reappear. The selected session is listed in the My Confirmed Sessions list with a value of Waitlisted in the Status field. To register for additional sessions, repeat Step 4.
  
  If there is an additional fee for the session, and the user is already registered for one or more selected session, the Shopping Cart appears, but will not include the sessions that the user is already registered for.
  
  If there is a time-conflict between two or more overlapping sessions, an error message will be displayed.

Registering for Sessions within a Track

Users have the choice of browsing and registering for sessions that appear within a specific track. This allows users to match their interested sessions with the available sessions in large events. For more information on Associating Events and Sessions with a track, see Associating Tracks with Events and Sessions.

CAUTION: Before proceeding with the procedure that follows, if you have not already done so, you must register for the session's event and make sure that your registration status is Confirmed. For instructions on how to self-register to attend an event, see Self-Registering to Attend an Event.

To register for sessions within a track

From the home page, click the link Register for an Event.
In the All Available Events list, click the Event Name.
NOTE: An event form, a session list, and a track list appear.

Prospect Registration

Prospects who received an email invitation to the event by way of a marketing campaign, may register for an event without logging in to the Event Web site. A prospect must click on the URL within the email invitation to be able to register for an event this way. Information about the prospect is embedded within the URL and passed onto the Event Web site.

If invited through a marketing campaign, any change in an attendee's registration status results in a registration history (campaign response) record being created. Registration history records can be viewed in the Events screen, Attendees subview. For more information, see Inviting Contacts and Prospects to an Event Using Siebel Marketing.

Troubleshooting Registration

If you are experiencing difficulty submitting credit card information using the Shopping Cart, make sure that Events is properly configured for the database software in use. For more information, see Installing and Configuring Events Management.

Siebel Events Management Guide