Before You Begin Working with Meetings

Before you begin working with meetings, it is important to select the correct persona, enter all system codes, GL account codes, system parameters, and tax rates. Use the following list to make sure you have performed the necessary steps:

· Confirm you have the appropriate persona selected from the My Persona drop-down:

o Meetings Manager
Using this persona, you can manage meetings, sessions, facilities, and committees. Meetings Managers are responsible for setting up meetings in the registration system, as well as managing the physical meeting itself. They may also perform tasks like scheduling staff through the meeting, managing equipment, addressing food needs, and signage at the meeting.

o Meetings Registrant
Using this persona, you can register customers for simple and large meetings, register groups for meetings, and maintain batches, orders, and receipts. The Meetings Registrant may perform tasks like registering for one day courses or social events, registering for meetings, cancelling a registration, creating preliminary schedules and making hotel registrations.

o Meetings Planner
Using this persona, you can plan meetings and sessions, set up exhibitions and affiliated products, and import meetings. Meeting Planners are responsible for the meeting and scheduling of events within a meeting. This role is typically existent within large association annual meetings where there are many events held within these meetings. The planning process may entail responsibilities such as contracting hotels for conference room and room block space, collecting potential presentations, and coordinating social events. Once the Meeting Planner has executed these tasks, they can begin using Personify360 to its highest potential.

· Confirm with the system administrator that all system codes have been entered.

· Confirm that General Ledger (GL) account codes for Meetings have been set up. Accounting will set up the account codes and provide them to the Meetings Manager.

Setting up the accounts is only performed once.

· Verify the System Administrator has set up parameters, including:

o Tax Control – select Sales Tax exclusively or Sales and Value Added Tax (VAT).

o Tax Level – set to Ship-To.

o Commit Inventory for Proforma Orders – deselect to reflect an accurate stock level.

· Enter the correct tax rate for city, county, and state.