Event Management in iMIS

1. Login to staff.ala.org
2. Expand the Event Tab
3. Click Add Event
4. Choose an option for adding an event:
   • Create a new event
   • Choose a template (there are currently no templates)
   • Copy existing event

5. Enter an Event Code and Event Name. Note: Required information fields have a red * in front of the field 

6. Fill in the rest of the fields as applicable.

7. Add an Image for the Event: As you scroll down you will find a field for images. You can select one that is already uploaded or upload your own.

Note: When setting up an event you must use an End date that occurs in the Past. If you do not enter a past date here the event will be published for members to see. 

 

 

8. When you have finished adding all the information you wish to add, click Save or Save & Exit on the bottom Right Hand Corner

To Search for Events use the Events Drop down and click on Find Events. Note: you must put in a past date here or the event will be published

On the top of the Add Event Page you will see an option for Pricing - Click to begin adding Pricing

1. Select Financial entity

2. Click Add 

3. Fill in all information that applies. Note: Registration option code and name are required

4. When info is complete, click on Pricing

4. Click Add Pricing Group to add Pricing Group

5. You can use existing pricing groups at this point or you can create a new Pricing Group (explained in the video). Note: Default pricing is considered "Non-Members", pricing groups are created for all events in the system. If you accidentally create one and need it deleted, you will need to contact the IT department. 

6. Go to the next tab - Accounting

7. Complete all information including Financial entity

8. Click the Questions tab to enter any Questions

9. You can Add Questions or Edit Existing Questions here

10. When you have completed all pricing options click Save & Close or Save

Program items are specific itinerary options that registrants can choose from once they have selected a registration option. These itinerary options can be configured to only appear once specific registration options are selected, or for all registration options. They can also be configured to be automatically selected once a registration option is selected. To define program items, do the following:

1. Navigate to the event Showcase tab.
2. In the Program area, select Add.
3. (Info tab) Enter in the general information for the program item

• Enter a Program item name. The code must be alphanumeric, contain no spaces, and be unique among all registration options and program items in the event
• Select a Registration type. You can select the Registration required or Fee required option for a program item only if it is required for the parent event.
• Enter the Description of the program item.
• Recurring sessions – This option lets you create a program item that repeats either daily, weekly, or monthly. You can choose the start and end dates, start and end times, the frequency of the program, and which days the program will recur. If the program item allows registration or charges a fee, the registration or fee applies to the parent program item as a whole, not to individual sessions. A registrant can add a recurring program item to their itinerary to register for all of the sessions.
• Enter the Start date and time and the End date and time for the program item. The date and time range is based on the system Time zone setting.
• Enable time-based itinerary conflicts - This option will be automatically selected for new program items if Enable time-based itinerary conflicts in program items by default is enabled for the overall event (event definition). When enabled, people registering for program items containing conflicting time schedules will be notified of the program item time conflicts. The warning will appear in the event registration window and again in the cart. If you want registrants to be able to checkout even with itinerary conflicts, make sure Allow non-staff registrants to complete registration with conflicts in their itinerary is enabled in the event definition. Deselect this option if you do not want time-based conflicts to apply to this program item. Keep in mind for recurring items added in the registrant’s itinerary, conflicts will not be shown, so be sure to double-check no items conflict.
• Add or select Conflict codes as an alternative or an addition to time-based conflicts. For example, use conflict codes for program items that do not have time-based conflicts, but do have an overall scheduling conflict.
• Enter program items in the Linked program item field to associate them with a parent program item. This will automatically enroll registrants of the parent program item to the linked program items.
• Enter values for Capacity, Max quantity per registrant, Category, or Track.
• Enable Print tickets to allow tickets to be printed for registrants of this program item. When enabled, a Print tickets button appears on the Dashboard for the event. You can print tickets With badges or Without badges. If Registration not required is enabled, Print tickets will not display.
• If there are multiple program items with the same start date and time, you can enter a Sort sequence to determine what order they appear in the program. Program items with the same start date and time will be sorted by this value, lowest to highest (items with a value of 0 will be the first in the order). 
• Select an image from the Image Selector or upload a new one to the Document system.
• Enter HTML text in the Additional information panel. 

4. (Pricing tab) Set the prices for the program item:
   • You can set both Default and Members price fields, so that your members can enjoy the benefit of a reduced fee. Note that the price you enter auto-fills the Members price. Leave it (to prevent any discounting) or override the price by lowering the amount for those members to not be charged a fee. When your members view an event, they will see only the appropriate fee.
   • You can also set additional Pricing Groups for both registration options and program items. These pricing groups allow you to define a regular price, along with early and late pricing for specific groups.
   • If you entered an Early Cutoff date for your event, the Early Price fields will be available. If you entered a Regular Cutoff date, Late Price fields will be available.
   • Select an Income Account for each of the pricing groups, so that transactions related to the respective pricing group will be recorded to the specified GL account. Please note the following:
     • If a pricing group's Income Account is set to Default, the income account for the registration option (defined on the Accounting tab) will be used.
     • If the registration option's Income is defined as Default, the pricing group (if also Default) will use the system settings for Income. This is defined in Financial Entities on the Default Accounts tab.
   • If you entered an Early Cut-Off date for your event, the Early Price fields will be available. If you entered a Regular Cut-Off date, Late Price fields will be available.
   • Select an Income Account for each of the pricing groups, so that transactions related to the respective pricing group will be recorded to the specified GL account. Please note the following:
     • If a pricing group's Income Account is set to Default, the income account for the program item (defined on the Accounting tab) will be used.
     • If the program item's Income is defined as default, the pricing group (if also Default) will use the system settings for Income. This is defined in Financial Entities on the Default Accounts tab.
5. (Accounting tab) Review the settings and make any required changes for the item:
   • Financial entity - (read only) This is the financial entity defined at Settings > Finance > Financial entity.
   • Accounting method - To override the default accounting method, select the desired method for this program item.
   • Tax schedule - Select the tax authority you want to apply to this program item. These can be defined at Settings > Finance > Taxes.
   • Charitable item - Enable this option if you would like this program item to be considered a gift. The fees for the program item will appear in the registrant’s Giving History.
     • Fair market value - This amount is the value that a donor receives for making a Gift and allows the portion of their Gift that is eligible for tax reporting to be calculated correctly
   • Accounts receivable - A debit is made to the Accounts receivable account that has been set up in the AR/Cash Default Accounts table.
   • Income - Choose the GL account to assign to the program item. The Default option will use the system default account for events.
6. (Questions tab) Select Add new to include program-item specific questions. If you would like to adjust an existing question, select a row and click Edit selected.
7. Type in your question:
   • Select the checkbox if you would like to indicate that an answer to the question is required.
   • Select the answer type from the drop down.
   • Modify the question as needed.
   • Click Save.
8. (Registration options tab) Configure the program item to only appear for certain registration options.
9. Click Save & Close.

To delete or disable an event you will need to be on the Desktop / Citrix Version of iMIS.

1. To delete, select the program or registration option and then click Delete. Note: if someone has used your registration/program option, you will not be able to delete it

Hide

1. In that case you must hide the registration option or function: 

When you cancel an event, the following happens:

• All event registrations are cancelled.
• iMIS automatically reverses the accounting entries that were created during order processing.
• The income accounts are debited and Accounts Receivable is credited.
• All open receivable balances for unpaid orders are closed (brought to zero balance).
• For registrants who have already paid, the reversed entry results in open credits. Open credits can be refunded or can be applied to other orders or event registrations.

Cancelling an event, unlike cancelling a registration, is irreversible, and the event cannot be made active again. When an event is cancelled, the related registrations are also cancelled.

Do the following to cancel an event:

1. From the Staff site, go to Events > Find events.
2. Search for the event you want to cancel and open the event.
3. Select Edit.
4. Scroll to the bottom of the Edit event window and click Cancel Event. When prompted, click OK.
5. The event will display a message that says Event has a status of Cancelled. The Event status is also displayed as a read-only field when the event is open for edit.

To manage your event start by searching for your event. Enter the name of your event and click on it to select 

You can click on Edit to make any changes if you need to update anything after initial set up. 

Click on the Dashboard Tab at the top

The Dashboard will display useful information at a glance. Days until event - Revenue generated - Registrants - Cancellations

Click on the Registrants Tab at the top

The Registrants Tab will show you a list of people who have registered for your event. You can narrow down the list by entering details and clicking find.

Click on the Questions Tab at the top

The Questions Tab will display a downloadable list of all responses to the Questions you setup

To download this data in an Excel or PDF format click the icon at the top

 

When a person registers for a Face to Face Event they will receive a confirmation email that is automatically generated. 

Here is what the email looks like.

You can also email registrants a separate confirmation with details about their badge/site information and any other "know before you go" information

1. To do this, first search for and select Event.

2. Select the Registrants Tab at the top of the Event Detail Page.

3. Highlight the person you want to send an email to and click email at the bottom.

4. Click Open to open the email templates

5. Select Event Communications:

6. Select the Event Communication to be used.

7. Click OK

8. Your event email will contain a form letter that has unique fields for each recipient.

9. Before sending enter a email address is the From box located at the top:

10. Click Preview or Send Now.

You can print and review badges for your event.

1. To do so, find your event and select it

2. Then select the Dashboard Tab at the top

3. The Print Ticket option is on the right hand side under Cancelations. There are currently two options. Print with or Without Badges:

 

 

4. When you run either report you will have the option of searching for individual tickets or printing all tickets (Use the PDF or Excel Icon to Print or Download)

Click on Find Event and Search for your Event

Once you have selected your event, click on the Dashboard Tab

Click on Run reports

The options are:

---

Print Badges - Use this report to print or download badges

You can search for badges by Event Code and First or Last Name. 

Use the PDF or Excel Icon to Start Printing

---

Print Confirmations - Use this report to download and Print Confirmations 

Use the PDF or Excel Icon to begin printing

---

Registrant Directory - Use this report to Download or Print a Registrant Directory (Use the PDF or Excel Icon to Print or Download)

---

Registration Option Registrants - Use this report to Download or Print a list of Registration Option Registrants (Use the PDF or Excel Icon to Print or Download)

---

Program Item Registrants - Use this to Download or Print a list of Program Item Registrants (Use the PDF or Excel Icon to Print or Download)

---

Print Certificates - Use this report to Download or Print Certificates (Use the PDF or Excel Icon to Print or Download)

---

Planning Report - Use this report to Download or Print a Planning Report (Use the PDF or Excel Icon to Print or Download)

---

Weeks Out Report - Use this report to download or print a Weeks out report (Use the PDF or Excel Icon to Print or Download)

---

Envelope Labels - 

Staff users can add contacts to event waitlists for registration options and program items, when either reaches maximum capacity. When Allow non-staff registrants to add themselves to waitlist is enabled, public users can add themselves to the waitlist for an event. The waitlist option is triggered only when event program items or registration options are full. A message is displayed when capacity is reached, allowing staff users to either add registrants to a waitlist, or continue to register users for the event.

Capacity for an event program item or registration option takes the number of registrants on the waitlist into account.

Example: If the registration option has a capacity of 5, and there are 5 registrants, the event registration option is full. If staff overbooks the registration option by 2, so that there are 7 registrants, it is full - with 2 overbooked registrants.
If 3 registrants are waitlisted, the registration option is full, with 2 overbooked registrants and 3 waitlisted registrants.
If the registration option capacity is increased from 5 to 8, only 1 of the 3 waitlisted users is released (in the order they were added), as 2 of the spaces would be taken by overbooked registrants.

When a registrant is registered from the waitlist for a registration option or program item, the Event registered from waitlist notification system task (when enabled) sends a notification email to the registrant. 

Note: Waitlisting can only be applied to event program items and registration options. The event itself cannot be waitlisted. If a registrant is on the waitlist for a registration option, that registrant cannot register for any program items for that event. If registration options are not full but the event is full, public users cannot register and add themselves to the waitlist.

When a staff user adds a registrant to the waitlist for a program item or registration option, an On Waitlist message is displayed showing that the registrant has been successfully added to the waitlist.

A similar message is also displayed in the shopping cart in the Items section, following the waitlisted event program item or registration option. The Cart Charges will display the waitlisted amount as part of an advisory following the Transaction Grand Total. This amount will not be charged until the registrant is removed from the waitlist by being registered.

The registrant will see that they have been added to a waitlist for the program item or registration option when the registrant views the event page. An On Waitlist message will be displayed along with the event details.

Cancelling a registration before checking out - Users and staff acting on behalf of users can cancel an event registration before submitting the registration in the Cart. Do the following to cancel a registration before submitting the registration in the Cart:

1. Select Events > Find event or Search for the event.
2. Select the desired event.
3. Click Cancel Name's Registration.

Cancelling an event registration before checking out has the effect of cancelling registration for any or all of its program items as well.

Note: If the ability to register someone else is enabled, you can delete others’ registrations in bulk from the shopping cart.

---

Cancelling registration after checking out - After a registrant has paid for an event and the registration has been created, a cancellation must be made by a staff member:

Note: Until you click Submit Order in the cart, cancellation can be reversed. On the event Showcase tab, click Undo Cancellation to reverse the cancellation.

1. From the Staff site, go to Events > Find events.
2. Search for the event for which you want to cancel the registration.
3. Select the event Showcase tab.
4. Click the On behalf of icon and begin working on behalf of the registrant.
5. Click Cancel Registrant's name's Registration.
6. Click the Cart icon
7. Review the Cart details of the cancellation, then click Submit Order.
8. Go to the registrant's profile page and click the Transactions tab.
9. In the Invoices section you will see the cancelled registration, along with a negative Balance .

Processing a refund

If you are using the iMIS Pay gateway, you can process credit card and ACH refunds directly from iMIS and return the money back to the purchaser without needing to process the refund through a separate payment gateway. Refunds are only processed if the payment has not been reversed or fully refunded.

Do the following process a refund:

1. Go to Finance > Pay Central > Find payments.
2. Search for the payment.
3. Click the Payment ID to open the Payment detail window.
4. Click Adjust Payment.
5. Leave the Adjustment type set to Refund the payment.

Note: You can manually select the batch if Manual batches is selected for the Batch mode for staff web transactions field located at Settings > Finance > General. If the user is logged in as MANAGER, the batch drop-down will not appear.

6. Leave Automatically issue the refund via Pay Central enabled. If you are not using the iMIS Pay gateway, you do not have this option and refunds must be processed through your payment gateway.
7. Enter an Amount to refund. The Amount to refund must be greater than 0 and less than or equal to the original payment amount.
8. (refunds of cash membership dues or subscriptions only) If you are refunding cash membership dues or subscriptions, a warning message may appear, informing you a separate accrual invoice will be created and additional action items may be necessary. Be sure to carefully review the warning message before submitting the refund.
9. Enter any Comments you want to add concerning the refund.
10. Click Submit. After your refund is processed, it will appear in the Original applications panel.

Important! If the refund results in an outstanding balance, you will see a warning message that says, “The following invoices have a remaining balance. Please ensure you handle them accordingly.” There will be a link to the invoice that may need your attention.

To handle the invoice, you may need to do one of the following:

• Pay the remaining balance with a new payment method
• If it is an event invoice, you may cancel the event registration, adjust the event registration, or write it off
• If it is another type, you may adjust or reverse the order, membership, or fundraising invoice
• Leave the balance as an open invoice that requires future payment

---

Recording a refund

If you process any type of refund outside of iMIS, the related invoice must be recorded as refunded.

Do the following to record a refund:

1. Manually process the refund through your payment gateway or bank.
2. Record the refund in iMIS. Go to Finance > Pay Central > Find payments.
3. Search for the payment.
4. Click the Payment ID to open the Payment detail window.
5. Click Adjust Payment.
6. Leave the Adjustment type set to Refund the payment.
7. (refunds of cash membership dues or subscriptions only) If you are refunding cash membership dues or subscriptions, a warning message may appear, informing you a separate accrual invoice will be created and additional action items may be necessary. Be sure to carefully review the warning message before submitting the refund.
8. In the Refund date field, enter the date the refund was issued. For example, if you issued a check refund through your gateway yesterday but are recording the refund today in iMIS, enter yesterday's date.
9. Select the Payment method to which the refund was issued. By default, the original payment method for the transaction is selected (if it can be identified). Depending on the selected Payment method, do one of the following:

   Important! Never change the default payment method or the last four digits when recording a credit card payment, unless for some exceptional reason, a different form of payment was used to issue the refund. Choose the same payment method you manually refunded. The payment method must have an associated Cash Account.

   • Credit cards: The credit card number defaults to the last four digits of the card used in the original payment. Never change the default payment method or the last four digits when recording a credit card payment, unless for some exceptional reason, a different form of payment was used to issue the refund.
   • Checks: Enter a Check number.
10. (optional) Enter any Comments you want to add concerning the refund.
11. Enter an Amount to refund . The Amount to refund must be greater than 0 and less than or equal to the original payment amount.
12. Click Submit. The adjustment can be seen under Adjustments on the Invoice summary tab.

Setting up and editing an event

Setting up registration options for events

Managing events

Adding a program item

Setting up event questions and reviewing the responses

Using On behalf of to register for an event

Setting up event pricing groups

Changing registration options after checkout

Managing event templates