Attendee Groups

Attendee Groups feature gives you powerful tools for creating special schedule access and discounting events. Using Attendee groups you can:

• Provide private access to special events

• Create global and/or targeted discounts

• Test schedules in the attendee views before making the public

• Used in conjunction with Manager Notifications

Use attendee group tab to provide specific attendees access to a course schedule. Attendee group access is assigned at the course or schedule level. Additional attendee group access can be added at the schedule level. The attendee group must first be defined on the Attendee Group Screen.

The attendee group screen is used to create the attendee groups. Attendee groups use the following fields:

• Group Name – The name used to identify the group.

• Group Key – The code that attendees use to become members of the group. This code is required for attendee to place themselves in groups. Also known as Signupkey.

• Custom Text Fields – Free text fields to be used as needed.

To create an attendee group:

1. Administration -> Definitions -> Attendee Groups

2. Enter a name for the group.

3. Enter a Group Key.

4. Enter text in the Custom Text fields as needed.

5. Select where the group will be used in the admin views:

• Select Used in Course access – To use the groups for restricting access by course.

• Select Used in Schedule access – To use the groups for setting up access by schedule.

• Select Used in Manager Approval – To use the groups for setting up manager approval.

• Select Used in Schedule Pricing – To use the groups for setting up pricing for courses or schedules.

• Select Used in Attendee Group Listboxes – To use the groups in Admin view search boxes.

Click the Save button.

To add attendee group access to a schedule:

1. Open a schedule, if needed.

2. Click on the Attendee Groups tab.

3. Select the desired attendee group(s) in the Available column in the attendee group section. Use CTRL + click to select multiple groups.

4. Click the black left arrow to move the selected groups to the selected column.

5. Click Save.

NOTE: The” Make this accessible only to” option will be selected for you. The access groups will display on the schedule screen in the selected column. Schedule level access can be adjusted independent of the course level settings.

To add attendee group access to a new course:

1. Select Courses under the desired application to open the courses screen.

2. Click on the Attendee Groups tab.

3. Select the desired attendee group(s) in the Available column in the attendee group section. Use CTRL + click to select multiple groups.

4. Click the black left arrow to move the selected groups to the selected column.

5. Click Save.

Note: The” Make this accessible only to” option will be selected for you. The access groups will display on the schedule screen in the selected column when you schedule this course. Schedule level access can be adjusted independent of the course level settings.

To add attendee group access to an existing course with schedules:

1. Select Courses under the desired application to open the courses screen.

2. Click on the Attendee Groups tab.

3. Select the desired attendee group(s) in the Available column in the attendee group section. Use CTRL + click to select multiple groups.

4. Click the black left arrow to move the selected groups to the selected column.

5. Click Save.

6. In the pop-up window:

7. Select Ok to change the access group settings for all existing schedules based on this course.

8. Select Cancel to change the access group settings for this course record.

Attendee Group Discount/Uplift

The Discount/Uplift tab of the Attendee Groups is used to define global pricing changes. Each attendee group can have multiple discounts/uplifts with different dates. Dates cannot overlap. An uplift is an increase in event price. A discount or uplift is either a percentage or a dollar amount.

Example: LearnTECH signs a contract with a new partner. In the contract, the partner get all classes for 50% for the first month and then for 20% for the rest of the year. The LTO administrator for LearnTECH creates the attendee group for the partner. The administrator then creates two discount records: one for 50% for the first month and another for 20% for the remainder of the contract.

To add discounts/uplifts to and attendee group:

1. If needed, find and open the desired attendee group.

2. Click on the Discount/Uplift Tab.

3. Select the option for discount or uplift

4. Select the option for percent or amount.

5. Enter the percentage or dollar amount.

6. Enter a start and end date, if needed. Dates are required for multiple discounts/uplifts.

7. Click the Save button.

8. Repeat Steps 2-7 as needed for each discount/uplift.

Attendee group Membership

Attendees are placed into groups in the following ways:

• By logging in to the attendee views with the signupkey.

• By entering a signupkey in the groupkey page of the attendee views.

• By clicking an attendee view url that includes the signupkey.

• By being placed in the group in the Admin Views by a system user.

If an attendee belongs to multiple groups they have access to the schedules and discounts of each group that they belong to. The attendee will receive the best discount available. Once an attendee is a member of a group, they remain in the group until removed from it by the LTO Administrator.

To enable login:

1. Select Attendee Views from the Administration menu.

2. Click on the Attendee Login Settings button.

3. Select the desired settings as needed:

   • Select Do not require attendee login to disable login.

   • Select Provide an optional login screen for attendees to give attendees a login button. Attendees log in to become a member of the attendee group.

   • Select Require login for registration and profile access only to require attendee’s to log in to register for schedules and to access their profile. If a schedule access is restricted to an attendee group the attendee will not be able to see and register for the schedule until they are a member of the group.

   • Select Require login for all attendees to require all attendee to log in before accessing any attendee view pages.

   • Use the Remember login and password option to have the attendee views set a cookie that will store the attendee’s login information. If the attendee deletes their cookies, they will be required to log in again.

   • Use the Display Signup Key option to display or suppress the signupkey field. If the key is stored in the url hide the field.

   • Use the Allow user to change username in the Attendee Profile screen option to provide attendees with a field to change their user name on the profile screen in the attendee views.

   • Use the Allow user to change password in the Attendee Profile screen option to provide attendees with a field to change their password on the profile screen in the attendee views.

4. Click the Save button

To access a restricted schedule through login:

1. With login set to Optional or Required, direct attendees to the login page either by using the Login Menu button in the attendee views or by using the url for the Login page.

2. If needed have the attendee create a new login. Attendees with logins can enter their username, password, and signupkey in the fields provided on the login screen.

3. Proceed with the Login.

Groupkey Page

Use the groupkey page to place attendees in a group using a signupkey without having to log in. The groupkey page only requires a signupkey. The group key page is only accessed by a url.

To access a restricted schedule through group key screen:

1. Select Attendee Views from the Administration menu.

2. Click on the Attendee Login Settings button.

3. Unselect the Display Menus option to suppress the attendee view menus from the groupkey page.

4. Click on Link.

5. When the Link pop-up window opens copy the url.

6. Close the window.

7. Send the url to attendees in an email or create a link on your web using the url.

Custom URLs

Use custom urls to send the signupkey to the attendee views. “Passing” signupkeys allows the attendee to see and register for restricted schedules and/or receive a discount. When the attendee completes the registration process, they are placed in the group. Use the url parameter &signupkey= and the group key to pass the signupkey as part of the url.

Default search pager url:

http://inter.viewcentral.com/events/cust/default.asp?cid=md_train&pid=1

Default search page url with the signupkey ltemp03 included:

http://inter.viewcentral.com/events/cust/default.asp?cid=md_train&pid=1&signupkey=ltemp03

Example: LearnTECH allows employees to take classes for free. LearnTECH creates an attendee group for employees with a 100% discount. They create a custom url with the signupkey and place a link on their intranet. When an employee clicks on the link they are taken to the attendee views and see all schedules displayed with a price of $0.

Example: GlobalWorld has contracted LearnTECH to provide private schedules to be held for their customers. LearnTECH is going to manage the registrations on their attendee views. LearnTECH creates an attendee group for GlobalWorld. The schedules are restricted to the attendee group. GlobalWorld then creates a custom url for GlobalWorld’s customer to use to register for the schedule. Because the schedule is restricted to the attendee group, LearnTECH’s other customer will not see it.

To include the signupkey in an attendee view url:

1. Select Attendee Views from the Administration Menu

2. Select the desired attendee view page.

3. Click Link next to the page.

4. In the pop-up window, add &signupkey= and the signupkey value.

5. Copy the url.

6. Close the window.

7. Send the url to attendees in an email or create a link on your web using the url.

Attendee Accounts

Use the Attendee screen in the admin view to edit attendee group membership for individual attendees.

To place an attendee in an attendee group in the admin view:

1. Click on Attendees and Programs.

2. Click on Attendees.

3. Find and open the desired attendee record or create a new one as needed.

4. Select the desired attendee group(s) in the Available column in the attendee group section. Use CTRL + click to select multiple groups.

5. Click the black left arrow to move the selected groups to the selected column.

6. Click the Save button.

Pricing

In addition to a global discounts/uplifts, attendee groups can be used to created event or schedule specific prices for an attendee group. Attendee group pricing on the event or schedule overrides any global discount for the attendee group.

To create event or schedule target price:

1. Open the desired event or schedule.

2. Click the Pricing tab.

3. Enter a price name.

4. Enter a price.

5. Select the desired attendee group(s) in the Available column in the attendee group section. Use CTRL + click to select multiple groups.

6. Click the black left arrow to move the selected groups to the selected column.

7. Click the Save button.

When the attendee views the schedule in the attendee views as a member, they will see the price created for their group at the event/schedule level.

Test Schedules

Use an attendee group to test a schedule in the attendee view without making it publicly accessible. This is useful for testing subschedules, options, communications and the registration process.