You must set one organizer for each seminar. In addition, you can set one or more speakers and one or more seminar sites (real places this time) for a seminar. If you want to enter a seminar with an organizer, speakers or seminar sites that haven't been entered into the database yet, it's a good idea to enter those first before entering the seminar.
At the beginning, you can should some basic records. Usually, the users who organize and manage the seminars don't need to alter these records any more, so it would be a good idea to store them in a system folder which most back-end users cannot write to.
Add one or more organizer records to the page that will hold the organizer records.
An organizer record will hold the basic information about the person (or the team) who organizes a seminar. Note that the organizer doesn't need to be the same as the speaker (and usually isn't the same). Instead, the organizer is the person who reserves the seminar site, collects the fee, manages the registrations and so on.
An organizer record contains the following fields:
name (required), will be shown on the front end
homepage URL including the http://, will be shown on the front end
e-mail address (required, must be valid), notifications of new registrations will be sent to this address, this address will be used as From: address for the confirmation e-mails when someone registers for a workshop, will not be shown on the front end
footer text that will be put at the end of the confirmation e-mails when someone registers for a workshop, will not be shown on the front end (this field is not required, but it is highly recommended to fill it in with some nice words to the users who have just signed up for one of your events)
a sys folder where registration records for events should be stored for which this organizer is listed first (leave this empty to use the default folder set via TS setup)
If you intend to manage payments and you would like to records which method of payment has been used, you can enter records for those. They include the following fields:
title (required)
detailed description (will be included in the confirmation e-mail on registration)
On the system folder that should contain the speaker records, you can create speaker records.
The following fields are public and will be displayed on the front end:
name (required)
the speaker's organization or company
homepage URL, including the http://
description (you can use HTML in this field)
The following fields are for your internal purposes only and don't get displayed on the front end:
internal notes
address
private phone number
work phone number
mobile phone number
fax number
e-mail address
Speakers can be listed in event record in four different roles: As speakers, partners, tutors or leaders. Only the first role will be visible in the list view whereas all roles are visible in the single view. Apart from that, the only difference is under which heading the speakers will be listed.
On the same system folder that contains the speakers and organizers, you can create event types. At the moment, an event type record consists of only a title field. You can assign none or exactly one event type to an event record. If you assign no event type to an event, the default event type from TS setup will be used.
The field is hidden in the list view by default.
On the same system folder that contains the speakers and organizers, you can create categories. At the moment, a category record consists of only a title field. You can assign none or multiple categories to an event record.
On the same system folder that contains the speakers and organizers, you can create target groups. At the moment, a target group record consists of only a title field. You can assign none or multiple target groups to an event record.
The following fields are public and will be displayed on the front end:
title (required)
address (you can use HTML in this field)
country (from pre-filled list)
homepage URL, including the http://
directions (you can use HTML in this field)
The field “internal notes” is only for your internal use and doesn't get displayed on the front end.
Note that in a seminar record, you can add a room number in addition to the general seminar site(s).
You can add the seminar records to the page(s) that should contain these records. Note that you have to add those pages as the DB starting point when adding a Seminar Manager content elements or the seminars won't get listed.
Note: If you have events that occur more than once, it is highly recommended to enter one event topic and then just enter event date records, selecting the already entered topic record. You'll save a lot of typing (or copying and pasting) that way.
You can enter the following data for a seminar, which will be used for the front end:
record type: single event (= complete event record), only a topic or a date for a topic
hide the seminar (default: disabled)
when to display the seminar in the front end (don't confuse this with the hours when the seminars take place, only enable this excludefield for users who are not apt to get these fields mixed)
title (required) (don't use HTML in this field)
subtitle
categories
teaser text (you can use some HTML in this field)
description (you can use HTML in this field)
event type
language
accreditation number according to the Akkreditierungsverordnung Hessen (excludefield)
number of credit points (excludefield)
first seminar day and the beginning time in the format hh:mm dd-mm-yyyy, semi-required (events without a start day technically are considered to be sometime in the future)
last seminar day and the closing time in the format hh:mm dd-mm-yyyy (if you have an open-ended event, just leave this field empty)
registration deadline in the format hh:mm dd-mm-yyyy (Set this date if users shouldn't be allowed to register for this event after this date/time. If not set, the seminar starting time will be the deadline instead.) Please enter a date/time smaller than the starting time.
early bird deadline in the format hh:mm dd-mm-yyyy (Set this date if users should be able to get a better price before this deadline. If not set, no early bird prices will be used at all!). Please enter a date/time smaller than the starting time.
the site(s) where the seminar takes place, select one or more sites from the database (not required), when the seminar takes place on different sites, add to the description which site will be used on which day
room number (if the seminar site has more than one room or the room is hard to find)
additional informations about time and place(s) (not required, no HTML allowed)
speaker(s), select one or more speakers from the database (not required)
partner(s) (which are in fact relations to speaker records), the same as speakers, but they will be displayed under a different heading
tutor(s) (which are in fact relations to speaker records), the same as speakers, but they will be displayed under a different heading
leader(s) (which are in fact relations to speaker records), the same as speakers, but they will be displayed under a different heading
default price, without the currency name
default price (early bird), without the currency name
default price including full board, without the currency name
special price (will only get displayed if it is not 0.00), without the currency name
special price (early bird, will only get displayed if it is not 0.00), without the currency name
special price including full board, without the currency name
additional information about the event, payment workflow etc. can be entered in this RTE enabled field (you can use HTML here)
any checkbox options to show in the registration form (you can select any previously entered checkbox records here)
whether the “traveling terms” (the second “terms” checkbox) should be displayed in the registration form
allowed payment methods for this seminar (they will be listed in the details page and in the confirmation e-mail to the attendee, so you must set at least the allowed payment methods if you want to have them to be mentioned via e-mail to the attendees)
organizer(s), select one or more organizers from the database (required).
whether it is possible for FE user to register more than once for this event (this is off by default)
how many registration are necessary for the seminar to be full enough to take place
the maximal number of registrations before the seminar is completely full (for seminars that allow/require registration, you must put a non-zero number in this field)
whether the collision check (ie. that users cannot register for an event if they already have registered for an event that is at the same time) should be skipped for this event
lodging options that will be available for selection in the registration form
Note that the beginning and end date/time include both the date of the first and last day as well as the seminar times. If the seminar times are different on some days, please add a little overview in the “additional times and places” field. (For a later version of this extension, it is planned to have allow for different time slots on different days.)
If you don't know the seminar hours yet, enter 00:00 as starting and closing time. If the event is open-ended, just leave the end date/time field empty.
In addition, you can put internal notes into the seminar record. The internal notes don't get published on the front end.
The following fields are automatically calculated (and get updated each time a seminar record is saved):
current number of registrations, including unpaid registrations
whether the seminar already has enough registrations to take place
whether the seminar is full
The following fields can be searched using the search box in the list view:
title
subtitle
description
accreditation number
Teaser text: This field will only be displayed in the list view and usually is hidden. It is intended to be used with a user-tailored HTML template for the list view where a teaser text fits in better.
Each registration to an event creates an attendance record. These records are used internally and not directly shown in the front end. The only fields you need to manually change in an attendance record are the payment date and whether the person has really attended. All other fields should not be changed manually! This will change in the future! We plan to implement some functions in the new back-end module that assist the organizer.
title
user
seminar
price
total price
datepaid
method_of_payment
Bank data:
account_number
bank_code
bank_name
account_owner
Billing address:
name
address
zip
city
country
telephone
email
been_there
interests
expectations
background_knowledge
selected lodging options
accommodation (text)
food
known_from
notes
seats
attendees_names
kids
lodgings
You can create “lodging options” and “food options” records that will be available in the registration form. After you have created these records, you can select them in the event records; the corresponding options then will be displayed in the registration for for this event and get saved in the registration record.
In case the speaker is ill or there are not enough registrations, you can mark an event as canceled by checking “Has been canceled” in the seminar record. This will mark the event as canceled in the front end (the default style in the list view is stricken through plus a message in the single view). You still need to manually notify and refund the attendees who have registered so far.
There are two common ways for assigning numbers to your event:
If you just want to have automatically assigned, unique, numeric numbers for your events, you can use the UID field of the event record.
If you would like to assign the numbers yourself or you need to have non-numeric event IDs, you can use the “accreditation number” field and change the front-end and e-mail labels accordingly (see the corresponding section in this manual about how to do this). In this case, you need to make sure yourself that the IDs are unique.
When a logged-in front-end user registers for a seminar, the following happens:
It is checked whether it still is possible to register for that seminar and the user still hasn't registered for that seminar yet.Note: If you need to allow the same front-end user to register for the same event multiple times, you can allow this in the event record.
The user can enter some information about their attendance, e.g. special interests, previous knowledge about the seminar subject, lodging or food preferences. This can be configured via plugin.tx_seminars_pi1.showRegistrationFields.
In addition, the user can select a price, food options and other options. The total price then is calculated from the selected price and the number of seats.
An attendance record is entered into the database (into the page configured via plugin.tx_seminars.attendancesPID or, if the first organizer for that event has a system folder for registrations configured, in that page), making the connection between this front-end user and the corresponding seminar. The statistics for that seminar are immediately updated in the back end and front end, preventing overbooked seminars.
A thank-you e-mail is sent to the front-end user using the first organizer of that seminar record as From: address and that organizer's e-mail footer.
A notification e-mail is sent to that seminar's organizers (all of them, not just the first), using the attendee's e-mail address as From: address.
Additional notification emails are sent if the event reaches the minimum limit of registrations to be held, or if the event gets fully booked. These notifications go to all organizers of this event, the first organizer's e-mail address is used as sender.These mails will only be sent, if they are activated in the TypoScript setup. By default, the mails will be sent.
The user will be redirected to the thank-you page.
The booked event will be visible on the “my events” page.
From the “my events” page the user has the possibility to unregister from an event. When a user unregisters the corresponding attendances record will be marked as hidden.
Back-end module “Events”: The back-end module "Events" has four different tabs:
Events
Registrations
Speakers
Organizers
By clicking on a tab, you can access the according submodule. Each submodule shows a list of records of the according type on the currently selected page or sysfolder (e.g. the submodule "Events" shows a list of events).
It is possible to delete, to modify or to create new records within the back-end module if the back-end user has the rights to do this.
CSV export: In the event list, you can also export the events on the current page or the list of registrations of an event as CSV.
Back-end module “Seminars”: For getting a list of participants for a seminar, full-blown back-end report functions are planned for later versions of this extension. For the moment, you have three ways of using slim versions of the report function:
- Illustration 13: Web > Seminars > Show event details
In Web > Seminars > Show event details, you can get a list of the participant names and e-mail addresses for each seminar in the selected page, ready for copy and paste into your e-mail client. There are three lists for each seminar: All participants, those who have paid and those who haven't (in case you want to send them a reminder):
- Illustration 14: registrations in the list view
In Web > Lists, you can enter the folder where the attendances have been stored automatically (specified using plugin.tx_seminars.attendancesPID) and select the column you'd like to see using the set fields function. (You'll probably want to sort by the seminar ID.) Please note that in the list view relations to other database tables (seminar sites, organizers, speakers, payment methods) get displayed as numbers instead of as their titles. In future versions of this extension this will look nicer.If you want to view the details for a registration record (eg. what the user has entered into the registration form), you can use the edit function for each record. This will also be a lot more comfortable in later versions of this extension.
In addition, you can use the front-end registration lists.
At the top in the event list in the back-end module Events, you’ll find a button named Export as CSV that will save the data of all events on the current page as CSV.
In the event list in the back-end module Events, you’ll find a button named CSV that will save the data of the registrations for that particular event as CSV, also including data from the registered FE user. Please note that the CSV files contains the columns for the data from the registration records first and then data from the corresponding FE user record.
The CSV export can be configured via TS Setup in plugin.tx_seminars for the page where the event records are located. Please see the reference for details.
CSV export of registrations is only available if:
the event has at least one registration, and
the logged-in BE user has read access to the events table and the registrations table, and
the logged-in BE user has read access to all pages where the registrations for that particular event are stored
You can edit, delete and enter registration records using Web > Lists as well as the back-end module Events.
Front-end users can unregister themselves from an event from the “my events” view if they are logged in.
You can also use this extension to record payments from participants for their seminar. If you have received a payment (be in in cash, bank transfer, credit card or whatever), edit the corresponding registration record and fill in the following fields:
Has paid: Note that this field will go away soon. Instead, if someone has paid will be deducted by whether a payment date has been entered. So make sure to set a payment date for all attendances that have been paid.
Date of payment (if this field is set, an attendance is considered as paid, so always enter the date when you enter a payment)
Method of payment (optional, use it if you like to track this)
If you would like to link to the detailed description for a seminar (from other seminar descriptions or from any other page), you can use this format:
<URL of seminar listing page>?tx_seminars_pi1[showUid]=<UID of the seminar>
For example, if the URL of the seminar listing page is http://www.casebo.de/casebo-workshops.html and you would like to the seminar with the UID 27, the complete URL to that seminar would be this:
http://www.casebo.de/casebo-workshops.html?tx_seminars_pi1[showUid]=27
(In the links from the list view, the URLs contain an addition ampersand after the question mark, but that can be ignored.)
