Defining the Daily Meeting Registration Workflow

During meeting registration on the web, you can provide web users the option to purchase a registration only certain days of a conference or large meeting. If you have set up your conference for this option, when a web user reaches the Registration Information step, he/she will have the option to select a rate for just one day from the drop-down. Checkboxes will display similar to what is shown below and they allow the user to select which day he/she wants to register for.

Then, on the Select Sessions step, only sessions that are defined for the selected day will appear. A user can choose from the sessions he/she wants, and continue with the registration.

Daily registration products to provide registrations with two workflows:

1. Multiple registration products can be purchased. For example, your meeting gives registrants the option of selecting/purchasing a Monday and a Wednesday registration.

This functionality permits registration options for Monday, Monday/Tuesday, Tuesday, Tuesday/Wednesday. As long as the dates are sequential, they can be reflected as a registration option (an option of Monday/Wednesday will not restrict Tuesday’s events/sessions from displaying because Personify360 does not "see" Tuesday as being omitted. Please refer to Creating Containers for additional information.

Please be aware that the system does not restrict the purchase of daily registration products by date. For example, if registration options of Monday, Monday/Tuesday, and Tuesday are created, there is no process in base that prevents the registrant from selecting all three options.

2. You can restrict web users who want to register for a daily rate to only be able to select one session option, by rendering the available daily sessions as radio buttons. If you want the system to display daily registration products with radio buttons during the meeting registration workflow, enter ONLY_ONE (or any other user defined phrase) in the Repeated Event field on the Capacity Definition screen for each session product, as displayed below. The value entered here is an user defined code that is not tied to any system types and codes. The system will only allow users select one daily registration. If one daily session associated with a meeting has been defined to display radio buttons, all other daily sessions will display radio buttons as well. For example, if you wanted users to only be able to register for one fundraising session, you would enter "FND101" in the Repeated Events field for the four fundraising sessions and users would only be able to register for one of those four sessions.

You can define sessions to allow all daily registrants to register for them, even if they don’t purchase a registration for that day. For example, if you want to allow all meeting attendants to come to the closing ceremonies, you can define it in the back office, and the session will display regardless of the day selected for registration.

Session subproducts that are "daily registration" products are sorted in ascending order by start date, start time, end date, and end time.

To see a video demonstrating how to complete this, refer to Video Demo.

To define a daily registration product:

1. For the main meeting product, define a web-enabled daily rate with a $0 price. See Defining a Web-enabled Daily Rate for more information.

2. Create "containers" for the days that you want to offer daily rates (e.g., Monday's price is $100, Tuesday's price is $75, etc.). See Creating Containers for more information.

3. Create session products for each day for which you want web users to be able to register. See Creating Sessions for more information.

Defining a Web-enabled Daily Rate

For information about the fields on the Rates and Pricing screen, refer to Defining Meeting Product Rates and Pricing.

To define a web-enabled daily rate with a $0 price:

1. From the Personify360 main toolbar, select Products > Product Central.
The Product Maintenance search screen displays.

2. Click Search to find a product or click Create New Product.

3. Select Define Rates and Pricing.
The Rates and Pricing screen displays.

4. Click Add Rate.

5. Select a Rate Structure from the drop-down.

6. From the Rate Code drop-down, select "DAILY".

In order for "Daily" to display in this drop-down, the Option 1 value for the MTG "RATE" system type must be set to "DAILY". See Meeting System Types and Codes for more information.

7. Check the Web Enabled Rate checkbox. In order for this price to display on the web, this checkbox MUST be checked.

8. Click Add Price.

9. In the Price text box, enter "0".

10. Click Save.

Creating Containers

Once you have defined the daily rate for the main meeting product with a web-enabled daily rate with a $0 price, you need to create a session product with the daily rate defined for the main meeting for each day that you want a daily rate. This is not a true session; this product will serve as a container for all session in the main meeting that fall on a certain day. You can define this container to span multiple days, but they must be consecutive. This session product, or container, will appear as a checkbox once a user selects the daily rate on the Registration Information step during meeting registration.

If you define and web-enable multiple web codes for a daily rate, only the default web rate for that day displays to the web users. However, in the back office, if you define and web-enable multiple web codes for a daily rate, staff users can select from the list of rates and they are not automatically defaulted to chose the rate for the date that they selected.

To create "containers" for the days that you want to offer daily rates:

1. Return to the Product Central screen. From the Personify360 main toolbar, select Products > Product Central.
The Product Maintenance search screen displays.

2. Click Create New Product.

3. Define the Product Code.

4. Click the Parent Product link to select the meeting you added the Daily rate to.
The Product Chooser window displays.

5. Search for the meeting you added the daily rate to in the previous step.

6. Enter a Product Name and Invoice Description so users will know which day they are registering for. For example, if you creating this daily rate for Monday, enter "Monday" in these fields.

7. From the Product Type drop-down, select "Breakout Session".

8. From the Product Class drop-down, select "Breakout".

9. Ensure that the Master Product checkbox is unchecked.

10. Select the applicable Begin Date & Time.

11. Ensure that the Multi-Day checkbox is unchecked.

12. Check the Daily checkbox.
This is the only place that this checkbox must be checked for the Daily Registration workflow.

13. Click Define Rates and Pricing.
The Rates and Pricing Screen displays.

14. Click Add Rate and define the daily rate for the component.
Each day must have a daily rate defined for it. If you define and web enable multiple web codes for a daily rate, only the default web rate for that day displays to the web users. However, in the back office, if you define and web enable multiple web codes for a daily rate, staff users can select from the list of rates and they are not automatically defaulted to chose the rate for the date that they selected. In addition, if reduced pricing is offered for a multiple day option, only consecutive days can be reflected (e.g., Monday/Tuesday NOT Monday/Wednesday), because the workflow cannot identify a skipped day.
For information on how to create a rate, refer to Defining Meeting Product Rates and Pricing.

You create the "container" session products to define daily prices (e.g., Monday, Tuesday, and Wednesday); for session products that fall on those days, if a user selects "daily rate" from the drop-down, the default daily rate will display for all those session products.

The Meeting Registration control pulls the name you have defined for the daily rate. Make sure to name your daily rate something that will let web users know to select a checkbox with a rate (e.g., "Daily Rate - Select a Day").

15. Make sure the you enable the product for the web. See Session Products on the Web for more information.

16. Click Save.

Creating Sessions

Create sessions products for each day for which you want web users to be able to register:

1. Create a session for each day for which you want web users to be able to register. See Creating a Session for more information.

a. Make sure the you enable the session product for the web. See Session Products on the Web for more information.

b. The Daily checkbox does NOT need to be checked for sessions.

c. If you want the session to be available to all registrants regardless of the days they are registered for, check the Available to All Daily registrants checkbox on the General Setup screen. Otherwise, Personify360 looks at the sessions begin/end dates to automatically determine whether or not these sessions will display for the user’s selection.

Since the daily registration workflow only provides the web user with a single price point (no drop-down options), the session should only have a single web-enabled rate code defined for each web-enabled rate structure. The Daily rate code is not reflected.