SignUpPal Online Event Management and Attendance System Manual
Contents
1. ee 10 SIGN UP FOR AN EVENT FOR EXISTING USERS occcccccccccncncncnnnnnnnonononononononononononononononononononononenenenineness 10 8 NEW II CARA ON 10 SIGN UP FOR AN EVENT FOR NEW USERS oocccccccccccccococononncnnonnnnnnononononononononononononononononononononenecininines 10 Copyright 2010 Aquarius Soft Pte Ltd Page 2 of 10 All rights reserved SignUpPal User Manual 2 Introduction What is SignUpPal SignUpPal is a web based Event Course Management amp Attendance System that facilitates sign up and taking attendance of events courses For each event an administrator will create the event in the system and assign the organizers for the event The organizers will log into the event to configure the event add invitees and broadcast email invitations to the invitees On receiving the invitation invitees can go online and RSVP for the event Events can also be set to open for registration by the public The organizers will approve RSVPs and registrations On the day of the event organizer can sign in to take attendance for each session of the event Attendance reports can then be generated SignUpPal Features e Event Course listing e User friendly and easy to use e User can sign up for events courses e Support multiple sessions per event course e Limit the number of attendee per session e Invitees can RSVP online e Organizer can import invitees list and send email invitations e On site attendance taking e Print ex2. SignUpPal Event Course Management amp Attendance System User Manual Aquarius Soft Copyright 2010 Aquarius Soft Pte Ltd Flegantly Human All rights reserved SignUpPal User Manual 1 Table of Content I TABLE OF CONTENT soiccustecsestesssetsetecsectssceccesoonsesasecessosbnccdassossesceatozssuacosssdecuecsesossovdestocaccessasses 2 2 INTRODUCTION birsiccescsssccvcsesssvnncsssscnacessecsccssssccsossesccdsessccssenscocesssssscsevassscebceasssbevassccesesesesevessene 3 WHATS SIGNUPPAL worse fightin A ia 3 SIGNUPPAL FEATURES 66 255505 ads 3 MINIMUM SYSTEM REQUIREMENTS cccssesssscceccececsssssceececcecessnseeeccccesesssseeeeeceesesesseeeeeeeesessssseeeeeeeees 3 3 SETTING UP SIGNUPPA Divesi ciesiccecececssesvetcssussdecedesses esssccscisescosciscssdovadecssseadessipedsosuescscecsdessdesees 4 CHANGE ORGANIZATION INFORMATION ccccccccconcncnnnnnnnnnonononononononononononononononononononononononononononenenonanenanes 4 ADD EVENT FYPE Sa td ina catarata tenian alt ratio calco 4 ADD INVITEE PAPES it 4 CONFIGURE EMAIN SETTINGS ranira anara ad 4 CONFIGURE SMS SETTINGS honoir o EE O a 5 CUSTOMIZE THE LOGO IMAGE cccccccccccncncnononcnonononnnononononononononononononononononnnnnononononononononononononenononeconenenes 5 EDIT THE TERMS amp CONDITIONS TEXT c scsssesssssssesssssssssesesesssesssesessssssssessssssesssessseseseesseseessnsesseeees 5 PANDI ER ia 5 4 GENERAL TASKS woicccscscsccvcsssssvsncssssctscessecevesesscccossscceds
3. d for events To add a user Sign into your account as an administrator Click the Users tab Click New Enter the user information Click Save Click Send Account Info beside the user to send the account information to the user Copyright O 2010 Aquarius Soft Pte Ltd Page 5 of 10 All rights reserved SignUpPal User Manual 4 General Tasks Viewing Upcoming Events To view upcoming events e Go to you SignUpPal account URL at lt account_name gt signuppal net e The list of upcoming events will be displayed Signing In to Your Account To sign into your SignUpPal account e Go to the sign in page of your SignUpPal account at lt account_name gt signuppal net e Click Sign In e Signin with your ID and password e Ifyou forgot your password click the Retrieve Password link and enter your email address Your account information will be sent to your email address 5 Administrator Tasks Create a New Event New events have to be created by administrator who will assign the organizers to manage the event To create a new event Sign into your account as an administrator Click Events to show the Events page Click New Enter the event information Click Save The event URL will be created An event can be for invitees only people that will be invited or for any other registered users all invitees in the system or also for new users new registrations You can enter a survey URL for your invitees to go to take a su
4. eseccsseuscccescnssccsevessscensedsscdevacsscsvesesessadesseues 6 VIEWING UPCOMING EVENTS nanea e a i ti 6 SIGNING IN TO Y OUR ACCOUNT da a ads 6 5 ADMINISTRATOR TASKS fi ciscasescidesscscantccescdscesssccedscascsucscsiccnsssesesessvacestovacduessbacscesedcseusssedeuses 6 CREATE ANNE WEYES ios 6 ASSIGN EVENT ORGANIZERS A A ede A a 6 6 ORGANIZER TASES aote seess eissoes Sees Eoaea oE EEOSE NENES EEr aSo EEC EEEn Aea EPERE Seo ENSS 7 CONFIGURE AN EVENT unica ad 7 CONFIGURE AN EVENT S GENERAL INFORMATION ccccccccccnocononononononononononononononononononononononononeneconaninenes 7 CONFIGURE AN EVENT S CONTENTo ccccccccccncncnononcnnnnnononononononononononononononononononononononononononononononenononenenenes 7 ADDING EVENT SESSIONS 0 ta td 8 ADD INVITEES TOAN EVEN daa 8 IMPORT INVITEES TO AN EVEN Tar coos E EEEE seuatisesvenaie dev eaaeacuvqncua EE TE EE a 8 SEND EMAIL INVITATIONS TO EVENT INVITEES occcccccccccncnnnnnnnnnnnnnnnonononononononononononononononononononononinenenes 9 APPROVE REJECT EVENT RSVPS AND REGISTRATIONS 00sssssssssesssesssssssssssssssssesssssssssesesesesessseeeseees 9 TAKING EVENT ATTENDANCE ti ais 9 GENERATING EVENT REPORTS occcccccccncncnnnnnonononononononononononononononononononononononononononononononononononononenenenanenenes 9 T ANNVIVEE TASKS oovccccccsiccsssd osccesciissced cceccatcsi seen ocvieieesecceswcecnsstussessecscocsdessocecssesnecdusdessec esutbcodess 10 RS V P AN EVENT INVITATION oeur A le eee
5. ew Users anyone can register for the event Active state Yes Publish the event No Do not publish the event Event URL This is the auto generated event URL Survey URL If the survey URL is set a Survey button will be displayed on the event page Clicking the Survey button will open the URL specified Configure an Event s Content The following event s content can be set Item Description Event Page Content This is the content of the event RSVP Page Content This is the content of the RSVP page RSVP Thank You Page This is the content of the RSVP Thank You Page that user will see upon Content RSVP Email Invitation Content This is the content of the event invitation email Email Confirmation Content This is the content of the event sign up confirmation email Email Rejection Content This is the content of the event sign up rejection email SMS Invitation Content This is the content of the event invitation SMS SMS Confirmation Content This is the content of the event sign up confirmation SMS SMS Rejection Content This is the content of the event sign up rejection SMS SMS Reminder Content This is the content of the event reminder SMS Copyright 2010 Aquarius Soft Pte Ltd All rights reserved Page 7 of 10 SignUpPal User Manual Adding Event Sessions Each event must contain 1 or more sessions F
6. or each session you can set the following e Session Name Session Description Maximum number of users Date Start Time End Time To add a session to an event Sign into your account as an organizer Click Events to show the list of events Click Edit beside the event you want to configure Click Sessions Click New Enter the session information Click Save Add Invitees to an Event For each event you can add existing or new invitees to invite To add existing invitees to an event Sign into your account as an organizer Click Events to show the list of events Click Edit beside the event you want to configure Click Invitees Click Add Select the existing invitees to add Click Save To add a new invitee to an event Sign into your account as an organizer Click Events to show the list of events Click Edit beside the event you want to configure Click Invitees Click New Enter the new invitee information Click Save Import Invitees to an Event To import an invitee list to an event Sign into your account as an organizer Click Events to show the list of events Click Edit beside the event you want to configure Click Invitees Click Import Select the type of invitee to import Browse for the CSV file containing the invitee list Click Import Existing invitees will be skipped during import Copyright 2010 Aquarius Soft Pte Ltd Page 8 of 10 All rights reserved SignUpPal User Manual Send Email In
7. port details of events e Event reports generation e iPad supported Minimum System Requirements Hardware e Computer that can run Windows XP and above smoothly e Super VGA 800 x 600 or higher resolution video adapter and monitor Browsers supported e Microsoft Internet Explorer 8 and above e Apple Safari 5 and above Copyright 2010 Aquarius Soft Pte Ltd Page 3 of 10 All rights reserved SignUpPal User Manual 3 Setting Up SignUpPal The steps to setup SignUpPal is as follows Change organization information Add event types Add invitee types Configure email settings Configure SMS settings Configure the logo image Edit the terms amp conditions text Add users The above tasks are done by the administrator Change Organization Information To change your organization information e Sign into your account as an administrator e Click the License tab e Change your organization information e Click Save Add Event Types You can add the types of event that your company organizes For examples excursion seminar workshop etc To add an event type Sign into your account as an administrator Click the Settings tab Click Event Types Click New Enter the name of the event type Click Save Add Invitee Types You can add the types of invitees that your organization invites to events For example parents VIP guest etc To add an invitee type Sign into your account as an administrator Click the Set
8. r account as an organizer Click Reports Select the event type Select the event Select the invitee type Click Generate Report If you need a specific customized report please contact us at sales O aquariussoft com Copyright O 2010 Aquarius Soft Pte Ltd Page 9 of 10 All rights reserved SignUpPal User Manual 7 Invitee Tasks RSVP an Event Invitation Invited users of an event will get an email with the link to RSVP To accept reject the invitation e Click on the link of the invitation email e Click Attending to accept the invitation e Click Not Attending to reject the invitation Sign Up for an Event for Existing Users For an existing user to sign up an uninvited event e Go to the home page Select the event to sign up Click Existing User Log in using User ID and Password Select the sessions to attend Click Next Click Finish 8 New User Tasks Sign Up for an Event for New Users For an existing user to sign up an uninvited event e Go to the home page Select the event to sign up Click New Users Enter user information Select the sessions to attend Click Next Click Finish Copyright O 2010 Aquarius Soft Pte Ltd Page 10 of 10 All rights reserved
9. rvey during or after the event Assign Event Organizers After creating an event the administrator will assign the organizer s who will manage the event Administrators can manage any event Organizers can only manage events that they are assigned To assign an organizer to an event Sign into your account as an administrator Click Events to show the list of events Click Edit beside the event you want to assign organizers In the Event page click Organizers Click New Select the organizer to add to the event Save Copyright 2010 Aquarius Soft Pte Ltd Page 6 of 10 All rights reserved SignUpPal User Manual 6 Organizer Tasks Configure an Event To configure an event Sign into your account as an organizer Click Events to show the list of events Click Edit beside the event you want to configure Configure the event s general information Configure the event s content Configure the event s sessions Add event s invitees Configure an Event s General Information The following event s general information can be set Item Description Event Name The name of the event Excerpt The excerpt of the event Venue The venue of the event Event Type The type of event Start Date The start date of the event End Date The end date of the event Allowable Users Invitees only invited users can RSVP Other Registered Users only users in the system can register for the event N
10. tings tab Click Event Types Click New Enter the name of the resource type Click Save Configure Email Settings To configure the email account for sending email e Sign into your account as a administrator e Click the Settings tab e Click SMTP Server e Enter the email server and account information Copyright O 2010 Aquarius Soft Pte Ltd Page 4 of 10 All rights reserved SignUpPal User Manual e Click Save Configure SMS Settings SignUpPal can send SMS via SMSProdigy net service To configure the SMSProdigy net account for sending SMS e Sign into your account as a administrator Click the Settings tab Click SMS Configure the SMS options and SMSProdigy net account information Click Save Customize the Logo Image You can configure the logo displayed on the web pages Sign into your account as an administrator Click the Settings tab Click Logo Click Browse to select the image on your computer you want to use Click Open Click Change Edit the Terms 8 Conditions Text You can edit the terms amp conditions that your user has to agreed to when they sign up for an event Sign into your account as an administrator Click the Settings tab Click Terms amp Conditions Enter the text Click Save Add User SignUpPal supports 3 user account types e Administrator who can perform all tasks e Organizers are people who configure and manage events e Invitees are people who will be invited to events or has registere
11. vitations to Event Invitees To send email invitation to invitees that they can perform RSVP Sign into your account as an organizer Click Events to show the list of events Click Edit beside the event you want to configure Click Invitees Select the invitees you want to send email invitations Click Send Invitation The invitees will receive an email with a link to the event RSVP page Approve Reject Event RSVPs and Registrations When an invitee accept an invitation or when there is a new user sign up for the event the invitee or new user will be listed in the Event Registration page for approval or rejection To approve reject event RSVP or registration Sign into your account as an organizer Click Events to show the list of events Click Edit beside the event you want to configure Click Registrations Select the invitees you want to approve or reject Click Approve or Reject Upon approval or rejection an email will be sent to the invitee user Taking Event Attendance On the day of the event the organizer will be able to take attendance for each session of the event To take event session attendance Sign into your account as an organizer Click Events to show the list of events Click Edit beside the event you want to configure Click Attendance Select the session to take attendance Select the invitees to take attendance Click Sign In or Sign Out Generating Event Reports To generate an event report Sign into you
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