EscWorks Professional Development



South Dakota ESA

escWorks Professional Development

Administrative Users Guide

Last Updated: 5/12/08

escWorks Professional Development Guide

Logging into escWorks 7

Login 7

Changing\Forgot Your Password 7

Enter your change code in to the Code Field. Enter your new password in both the New Password and the Confirm New Password fields and then click the Change Password Button. 8

Navigating Through escWorks 9

The Home Screen 9

Module Start-Up 10

Using the Search Bar 11

Viewing the Grids 12

Tips for Entering Data in the Module Forms 13

User Manager 14

Managing Participant Accounts 14

Control Bar Views in the Participants Module: 20

Managing Staff Accounts 21

Applying Roles to Staff Accounts 24

Control Bar Views in the Staff Module: 26

Location Manager 27

Districts and Sites 27

Event Sites 30

Schools 32

Rooms 34

Professional Development 37

Event Titles 37

Creating an Event Title 38

Editing an Event Title 41

Retiring an Event Title 42

Control Bar Views in the Event Titles Module: 43

Events 44

Scheduling a Room for Your Event 51

Changing an Existing Room Reservation 53

Selecting the Room Setup: 54

Setting up an Online Event 59

Editing an Existing Event 61

Control Bar Views in the Event Module: 62

Making an Event Inactive 64

Waiting List 65

escWorks Rules to Remember 66

Event Calendar 67

Creating My Location Views 68

Enrolling Participants 69

Attendees Screen 69

Enrolling a Participant in an Event 70

Attendee Manager 71

Enrolling Multiple Participants in an Event 73

Removing Participants from an Event 76

Posting Attendance for an Event 77

Posting Credits for an Event 78

Applying Event Payments 79

Applying Promotional Code Payments 81

Refunding Payments 82

Reports 85

Logging into escWorks

Login

Access the escWorks login page by entering into an Internet browser.

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Enter your escWorks ID, your password and your customer ID and click the Sign In button. Your escWorks ID is your email address.

escWorks ID: (email address)

Password: XXXXXX

Customer ID: example: sd_esa

Changing\Forgot Your Password

If you forget your escWorks password, you may click on the Forgot your password? Link. An email message containing a change code and a link for you to click on will be sent to your escWorks email address.

The email will contain a message similar to the one below:

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Click on the link in the email message, to be taken to the following page:

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Enter your change code in to the Code Field. Enter your new password in both the New Password and the Confirm New Password fields and then click the Change Password Button.

This will take you back to the login page so that you may login with your new password.

Navigating Through escWorks

The Home Screen

Upon logging in, the system will take you to the Home Screen. The menu items on this screen will vary according to the permissions assigned to the user. You may click on the Home button to return to this screen from anywhere in the system.

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Each Tab in the main menu is for a different module in the system. Click on a menu item to view the sub-menu items available for this module. Once you click on a sub-menu, the control bar will appear in the blue bar in the left hand of the page. The buttons in the control bar are specific to the module that you are working in.

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Note: The system administrator assigns access to the menu items and the control bar buttons to each user depending on the functions they will be performing in the system.

The order of the buttons on the control bar is also determined by the system administrator. See the Control Panel documentation in the Administrator’s Guide for additional information.

Module Start-Up

The fist time a module is opened, the system will require you to select a default screen setting. Choose the screen you would like to automatically open each time this module is selected. The default screen setting may be changed at any time by selecting Module Settings link in the control bar.

To select the preferred default screen click the desired screen, click Set, and then click Continue.

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Using the Search Bar

Each module in escWorks uses a search bar similar to the one below. The search criteria in the dropdown menu varies from module to module, but the functionally is the same.

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To use the search bar, select the appropriate search criteria from the dropdown menu in the search bar and enter your search details in the text entry field.

For example, if searching for an Event by the ID number, select Session ID from the dropdown menu, select Contains from the second dropdown menu, enter the Session ID in the text field and click Find. The search will display a maximum of 25 items per page.

If you search returns more than one page of results, you may use the Search within results option to refine your search. To use this option, Click on the Search within results check box and then enter your new search criteria.

If you click find without entering any data, the search results will contain all of the data in the system for that module. For example, In the Current Events module, clicking Find without entering any search criteria will display a list of all of the Events that you have created.

Viewing the Grids

The search results will be displayed in a grid under the search bar. The column titles in each module will vary depending on the date to be displayed, but the grids will all function the same way.

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If more than one page of results is returned in the search, use the Jump to Page dropdown menu to move within the pages of the results.

The column titles in the blue bar at the top of each page of results may be used to sort the data. Click on a column title once to sort the data in ascending order. Click on the column title twice to display the data in descending order. Once the sort has been activated, you may click on the X in the column title bar to cancel the sort.

You may select more than one column title to sort the data. For example, you may click on the Contact Person column to sort the Events by Contact Person and then Click on Session ID to display the Events by ascending ID number within the Contact Person grouping.

Tips for Entering Data in the Module Forms

1) An asterisk (*) in front of a field indicates it is a required field and you will not be able to move to the next screen until information has been entered in these fields.

2) When a field has a dropdown menu and then a text field next to it, make the appropriate selection from the dropdown menu and then enter the text in the text field and click add. The date will be displayed as below:

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3) If a dropdown menu has an Add button and a box underneath it, you may make multiple selections for that field. Make a selection from the dropdown menu and click Add until all of the appropriate selections have been made.

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4) Double clicking on an entry to remove it from the screen.

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5) Hover the cursor tip over the field title to view any additional instructions regarding that field (tool tips).

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User Manager

The User Manager module contains information about the participant and staff accounts. This module also includes the budget manager. Access to this Module may be assigned in the Control Panel. To access this module, select User Manager from the menu bar.

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Managing Participant Accounts

The Participants section of the User Manger module is where new Participant accounts may be created and where existing accounts are managed.

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To view the listing of Active Participant Accounts:

• Click on User Manager

• Click on Participants

• Click on the Active button

• The Grid will display the list of all of the Active Participant accounts.

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To Create a New Participant Account:

• Click on User manage

• Click on Participants

• Click on the Create Button

• The Create screen will open:

All fields with an asterisk in front of the heading are required fields.

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Entering a New Participant Account:

• Enter the participants First Name

• Enter a Middle Name if there is one

• Enter the participant’s Last Name

• (Note: do not use periods, commas or special characters in any of the name fields)

• Enter a unique email address in the School Email field. This will be the user’s escWorks login (the system will not let you enter a duplicate Email or user name)

• Enter a Home Email if the information is available

• Select the appropriate Organization from the dropdown menu

• Select the appropriate District from the dropdown menu

• Select the appropriate School from the dropdown menu

• Select the Position from the dropdown menu

• Select the appropriate Grade Level from the dropdown

• Check the instructor box if this user will also be an instructor. Checking this box will make this participants’ name appear in the Instructor dropdown menu.

• Enter any contact\address information provided. These fields are not required.

• Select the appropriate group or groups from the dropdown to which the participant belongs. These Groups are used to provide discounts when members of these groups register for Events. Multiple groups can be selected. To remove a group from the list, double click on the name.

• Click Next.

• Review the items entered in the Preview screen and click Next.

• Click Finish.

Note: Use the Print button to print a copy of the preview page.

To Edit an Existing Participant Account:

• Click on User manage

• Click on Participants

• Click on the Active button

• Search for the participant account using the search feature

• Select the account in the grid

• Click on the Edit Button

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• The Edit screen will open:

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• Make the necessary revisions to the screen

Note: To deactivate an account, uncheck the Active check box at the bottom of the screen. This will move this participant account to the Inactive grid.

• Select the Next button

• Preview the information entered

• Click Finish to save the revisions

To Merge Two Existing Participant Accounts:

• Click on User manage

• Click on Participants

• Click on the Active button

• Search for the participant account that will be the Primary account using the search feature (the Primary account is the account

• Select the account in the grid

• Click on the Merge Button

• The User Merge Module will open

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• The selected account will show in the Primary Record section of the screen

• Click on the Record to be Merged link

• Search for the Record that will be merged with the Primary account

• Select the appropriate account and Click on the Submit button

• Use the radio button to select which Record’s Contact information will be preserved

• Check the Merge budgets button to also merge the user’s Budgets (only applies to Staff accounts).

• Click the Merge button to merge the two user accounts.

To Change The Login Password for a Participant Account:

• Click on User manage

• Click on Participants

• Click on the Active button

• Search for the participant account

• Select the account in the grid

• Click on the Login Button

• The Login screen will open

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• Type the New password in the Password field

• Click Change

Note: You may Remove or Disable the account using the buttons at the top of the screen

• Click the Events button to view this participant’s Event history or the Merge button to merge this participant account.

• Click the Close Button once you have completed all of the changes made in this screen.

Control Bar Views in the Participants Module:

Each button in the control bar provides a different view of the data in the database. The System Administrator assigns the buttons on the control bar to the system users. These are the options that are available, but not everyone will have all of these buttons.

Active

Displays the grid containing all of the Active Participant Accounts.

Create

Opens the screens to create a new participant Account. .

Edit

Open the Screens to edit an existing participant account. Once the desired participant is found, select the account and then click the Edit button in the control bar. Once the correction has been made, proceed through the screens normally by clicking the next button and then finally the finish button to save the changes.

Login

Open the screens to change a participant’s Login password.

Events

Displays the list of Events in which the selected participant has registered.

Merge

Use the Merge button to merge two accounts that belong to the same user.

Inactive

Displays the grid containing all of the Inactive Participant Accounts.

Managing Staff Accounts

The Staff section of the User Manger module is where new staff accounts may be created and where existing accounts are managed.

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To Create a New Staff Account:

• Enter the First Name

• If applicable, enter a Middle Name

• Enter the Last Name

(Note: do not use periods, commas or special characters in any of the name fields)

• Enter a unique email address in the School Email field. This will be the users escWorks login (the system will not let you enter a duplicate Email or user name)

• Enter a Home Email if the information is available

• Select the appropriate Organization from the dropdown menu

• Select the appropriate District from the dropdown menu

• Select the appropriate School from the dropdown menu

• Select the Primary Department from the dropdown menu

• If applicable, select Additional Departments from the dropdown menu and then click Add

• Select the Primary Position from the dropdown menu

• If applicable, select Additional Positions from the dropdown menu and then click Add

• Select the appropriate budgets from the dropdown and then click Add

• Select the appropriate group or groups from the dropdown to which the participant belongs. Multiple groups can be selected. Select the rooms requiring authorization that this Staff member is able to reserve and then click ADD.(see the Location Manager for more information).

• Select the Security Template that will be applied to this account. The Security Template determines the level of permissions that each account will be assigned in escWorks. These templates will be set up by your escWorks administrator. The majority of your new accounts will have the Standard User Security Template applied.

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• Click Next

• Review the items entered in the Preview screen and click Next.

• Click Finish.

• The following screen will open:

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• Use the Print button to print a copy of the preview page.

• Use the Login button to apply the account password

• Use the Apply Security button to apply the selected permissions to the new account.

To Edit an Existing Staff Account:

• Click on User manage

• Click on Staff

• Click on the Active Staff button

• Search for the account using the search feature

• Select the account in the grid

• Click on the Edit Button

• Revise the information as needed

Note: If you deselect the Active check box at the bottom of the Staff Edit screen, this account will no longer be active and will only display in the Inactive Staff Grid.

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• Click Next

• Preview the information in the Preview Screen

• Click Finish

• Use the Print button to print a copy of the preview page.

• If necessary, use the Login button to apply a new password

• Use the Apply Security button to apply the selected permissions to the account.

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Applying Roles to Staff Accounts

The Roles section of the Staff Manger module is where staff accounts are assigned the various Roles available in the escWorks system.

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Common Roles Available in escWorks:

Instructor:

The Instructor role should be assigned to any user who will be leading a workshop or Event. Accounts with this role assigned will display in the Instructor dropdown menu in the Events screens.

Contact Person

The Contact Person role should be assigned to any user who will be a contact person for events. Accounts with this role assigned will display in the Contact Person dropdown menu in the Events screens.

Facilities Manager

Accounts assigned the Facilities Manager role will receive daily email notification of room setup requirements for upcoming events. These accounts will also be notified when room change emails are sent out from the room reservation screen.

Security Template

This role indicates that this account should be used as a Security Template. Checking this box will cause this account name to display in the security template dropdown menu in the User Manager screens.

Evaluation Manager

This role indicates that this account will have access to the Evaluation Manager in the End user portion of the escWorks system. The Evaluation manager is where evaluation results from the paper versions of the Event Evaluations are entered into the system. .

Access

This role will allow users to have access to the Administrative side of escWorks.

Control Panel

Users assigned this role will have access to the Control Panel in escWorks. The Control Panel is where the user access to the different modules and buttons is assigned.

List Manager

Users assigned this role will have access to edit the dropdown lists in the Control Panel.

Module Editor

Users assigned this role will have access to edit the modules in the control panel.

Report Manager

Users assigned this role will have access to the Report Manager in the control panel. The Report Manager is where you can assign access to the report, create new search parameters, chnge the report names, etc.

Helpdesk Administrator

Users assigned this role will have Helpdesk Administrator privileges. Helpdesk Administrators are able to see all of the Helpdesk tickets and assigned them to the various helpdesk providers and elevate the necessary tickets to the escWorks team.

Helpdesk Provider

Users assigned this role will be listed as Helpdesk Providers. Helpdesk Providers are assigned Helpdesk Products so that tickets with those products selected may be assigned to them. Helpdesk Providers can assign, respond and close helpdesk tickets.

Helpdesk Access

Users assigned this role may access the Helpdesk to review the Help Tickets.

Helpdesk Products

Use this dropdown menu to assign Helpdesk Products to the user who will be responsible for handling the Help Tickets relating to these issues.

Control Bar Views in the Staff Module:

Each button in the control bar provides a different view of the data in the database. The System Administrator assigns the buttons on the control bar to the system users. These are the options that are available, but not everyone will have all of these buttons.

Active Staff

Displays the grid containing all of the Active Staff accounts.

Inactive Staff

Displays the grid containing all of the Inactive Staff accounts.

Create

Opens the screens to create a new staff account. .

Edit

Open the Screens to edit an existing staff account. Once the desired account is found, select the account and then click the Edit button in the control bar. Once the correction has been made, proceed through the screens normally by clicking the next button and then finally the finish button to save the changes.

Login

Open the screens to change the account’s Login password.

Merge

Use the Merge button to merge two accounts that belong to the same user.

Roles

Use this button to assign the Roles that should be applied to a the staff account.

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Apply Security

Click this button to apply the permissions assigned to the account when it was created\revised.

Location Manager

The Location Manger module is where all of the locations used in the room reservation module are entered. These entries also populate the dropdown menus used in the User Manager when the Participants select their District and school in their account setup screens.

The Locations are separated into four main categories:

• Districts

• Event Sites

• Schools

• Rooms

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Districts and Sites

The Districts is section is separated into In Region district and Sites and Out of region Districts and Sites. The In Region Districts and Sites is a list of all of the Districts and Sites in The ESA that you are assigned to. The Out of Region Districts and Sites are the Districts and sites assigned to the other ESA’s.

To View the Districts and Sites in the System:

• Click on Location Manager

• Click on Districts

• Click on In Region Schools or on Out of Region Schools

• Click Find in the Search bar to list all of the entries.

To Create a New District or Site:

• Click on Location Manager

• Click on Districts

• Click Create

• The following screen will open:

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• Enter the District Name

• Enter the Identification Code

• Select the Site Type from the dropdown menu

• Select the Event Site from the dropdown menu

• Enter the address

• Enter the District\Site Phone number

• Enter the District\Site Fax number

• Enter the Contact Name and Email

• Enter the District\Site Website address

• Select the Member Groups that this District\site is a member of from the dropdown menu and Click Add. Multiple selections may be made. The Member groups are tied to discounted rates in the events module.

• Check the Service Center Site if this new location is a Service Center.

• Click the Next button

• Preview the data entered in the Preview Screen. If it’s correct click Finish to create the new location.

Note: When you create a new location, the system wills filter the new location to the In Region or Out of Region grid.

To Edit an Existing District or Sites:

• Click on Location Manager

• Click on Districts

• Click on In Region Schools or on Out of Region Schools button as appropriate

• Click Find in the Search bar to list all of the entries

• Select the Location in the Grid

• Click the Edit button

• Make the necessary changes and click Next

• Preview the changes in the Preview Screen

• Click Finish to save the changes

Note: The Active button at the bottom of the District Edit screen determines if the location entry is Active or not. Inactive Districts will not display in the dropdown menus.

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Event Sites

The Event Sites section lists the Event Sites that populate the Event Sites dropdown menu in the Districts and Sites module. The Event Sites is a listing of the seven ESAs and the State Office.

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To Create a New Event Site:

• Click on Location Manager

• Click on Event Sites

• Click on Create

• The Following screen will open:

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• Enter the District Name

• Enter the Identification Code

• Select the Organization Type from the dropdown menu

• Enter the address

• Enter the Event Site Phone number

• Enter the Event Site Fax number

• Enter the Contact Name and Email

• Enter the Event Site Website address

• Click the Next button

• Preview the data entered in the Preview Screen. If correct click Finish to create the new location.

To Edit an Existing Event Site:

• Click on Location Manager

• Click on Event Sites

• Find the appropriate Event Site and select it in the grid

• Click on Edit

• Make the necessary changes and click Next

• Preview the changes in the Preview Screen

• Click Finish to save the changes

Note: The Active button at the bottom of the Event Site Edit screen determines if the location entry is Active or not. Inactive Event Sites will not display in the dropdown menus.

Schools

The Schools section lists the schools that are tied to the Districts and Sites in the Location Manager.

In the Reservation Manager screens, the Schools (not Specific rooms) will be listed when you select a reservation location outside of your ESA. For example, if you choose ESA 3 as the Event Site and Armour as the District, Avon Elem, Avon HS and Avon Jr. High are listed as the rooms available at this location.

To View the Schools in the System:

• Click on Location Manager

• Click on Schools

• Click on In Region Schools or on Out of Region Schools

• Click Find in the Search bar to list all of the entries.

To Create a School:

• Click on Location Manager

• Click on Schools

• Click Create

• The create schools screen will open

• Enter the School Name

• Enter the Identification Code

• Select the School Type from the dropdown menu

• Select the Event Site (ESA) from the dropdown menu

• Select the District\Site from the dropdown menu

• Enter the Technical Assistance Group(s) that this school is a part of and click Add Multiple selections may be made.

• Enter the Address

• Enter the School Phone number

• Enter the School Fax number

• Enter the Contact Name and Email

• Enter the School’s Website address

• Click the Next button

• Preview the data entered in the Preview Screen. If correct click Finish to create the new location.

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To Edit an Existing School:

• Click on Location Manager

• Click on Schools

• Find the appropriate School and select it in the grid

• Click on Edit

• Make the necessary changes and click Next

• Preview the changes in the Preview Screen

• Click Finish to save the changes

Note: The Active button at the bottom of the School Edit screen determines if the location entry is Active or not. Inactive Schools will not display in the dropdown menus.

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Rooms

The Rooms section lists the rooms that are available for reservation at your Event Site (ESA).

In the Reservation Manager the rooms at your location will display in the Display Rooms screen. For example, if you choose ESA 3 as the Event Site and ESA 3 District office as the District, The rooms in the building are listed as the rooms available to be reserved in this location.

To View the Rooms in the System:

• Click on Location Manager

• Click on Rooms

• Click Find in the Search bar to list all of the entries.

To Create a Room:

• Click on Location Manager

• Click on Rooms

• Click Create

• The create Rooms screen will open

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• Enter the School Name

• Enter the Identification Code

• Select the Room Type from the dropdown menu

• Select the Event Site (ESA) from the dropdown menu

• Select the District\Site from the dropdown menu

• Enter the Room Capacity. This number will display in the reservation screen to remind users of the room capacity when they are selecting rooms for their events.

• Enter the appropriate Room fees for each period of time

• Check the Authorization Required box if this room will only be able to be reserved by people who have been authorized to reserve it. The authorization to reserve the room is granted in the Staff section of the User Manager.

• Click the Next button

• Preview the data entered in the Preview Screen. If correct click Finish to create the new location.

To Edit a Room:

• Click on Location Manager

• Click on Rooms

• Find the appropriate Room and select it in the grid

• Click on Edit

• Make the necessary changes and click Next

• Preview the changes in the Preview Screen

• Click Finish to save the changes

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Note: The Active button at the bottom of the Room Edit screen determines if the location entry is Active or not. Inactive Rooms will not display in the dropdown menus.

Room Setup

Use the room setup screens to identify beverages, equipment, and possible layouts for each room.

To enter the room setup options for each room:

• Click on Location Manager

• Click on Rooms

• Find the appropriate Room and select it in the grid

• Click on Room Setup in the Control Bar

• The following window will open:

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1. Click on Food\Beverages.

2. Check the beverages that apply by click the box in front of the beverage.

3. Click New Item to manually enter a name of the beverage.

4. Click Save at the bottom of the screen.

Follow the same steps for both the Equipment and Layout option for the room.

Professional Development

The Professional Development module is where you create and maintain your Event Titles and Events, view your calendar, and reserve rooms for your Events.

Event Titles

The Event Title form contains the title, description, event type, audience, and subject for an Event. This information is always tied to this Event Title and is applied to each Event that is created using this Title. The Event Title does not include specific information pertaining to the Event (e.g. time, location, or instructor), as this Title will may be used multiple times to create Events.

Note: The Event Title is what is displayed in the attendee’s transcripts. If you make a change to an Event Title, the change will affect all of the Events that were created using that title. Consider creating a new Event Title rather than editing an existing Title.

Active Event Titles

The Active Tiles grid lists of all of the Event Titles that are currently in use. Review the Active Event Titles before creating new Titles to avoid creating duplicates.

To view the Active Titles, click Professional Development from the main menu and select Event Titles from the sub-menu. Click Active Titles from the Control Bar and then click Find from the search window to see a list of all the Active Titles in the system. Use the dropdown items to narrow the search.

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Creating an Event Title

If your Event Title does not already exist, click on the Create button to create a new title.

The Create Button will open the following form:

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Common fields used on the Create Screen:

Title:

Enter the Event Tile. For Example: Writing with Passion

Description:

Enter a detailed description of the event. Do not include specifics about the Event (e.g. time, location, or instructor) as this information will be entered when the Event is created. This description is displayed in the Event information in the online catalog.

Event Type:

Use the dropdown menu to select the event type. The event type determines how the system will display the event. For example, if you select Conference, the system will display the event as a conference; Internal Events will not be displayed in the Professional Development calendar, etc.

Outcome:

Select the appropriate Outcome goal from the dropdown menu.

Audience:

Use the dropdown menu to select which audiences this event is intended for. Click the Add button to add the selection. Multiple audiences may be selected.

Subject:

Use the dropdown menu to select the appropriate subjects for this Event. Click the Add button to add the selection. Multiple audiences may be selected.

Recommended events:

Events listed here will appear on the Participant Website - select any recommended events from the dropdown menu that participants could attend prior to or in addition to this Event and click Add.

Note: The Title, Audience and Subjects entered in this screen are used as search criteria in the Online Catalog. For example, if a participant is looking for an Event on Early Childhood Learning, the system searches all of the upcoming Events where this audience is selected.

Once all of the data has been entered on this screen, Click the Next button at the bottom of the screen and proceed to the Preview screen.

Preview Screen

Use the preview screen to review the data entered in the previous screen.

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If any items require correction, use the Previous button to go back to the entry screen and correct the information. Once the correction has been made, click the Next button to return to the preview screen. If the Data is correct, click the Finish button to create this Event Tile. Use the Cancel button to cancel the creation of this Title.

After clicking Finish, a new screen will appear to confirm that the Event Title was created in escWorks.

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Editing an Event Title

To edit an existing Event Title:

• Select Professional Development from the main menu

• Select Event Titles from the sub-menu

• Select the Active Titles button from the control bar

• Use the Search bar to find the desired Event Title

• Click on the Event Title to select it

• Click on the Edit button in the control bar

• Make the correction in the Event screen and then proceed through the screens normally by clicking the Next button.

• Click the Finish button to save the changes

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Remember that changing an Event Title affects all of the Events that were created with this Title. For example: If you change an Event Title from “Writing with Passion” to “Passionate Writing,” the Event Title will be changed on the transcripts of everyone who took the Event “Writing with Passion.” In this example, it would be better to create a new Event Title than to edit the existing Title.

Retiring an Event Title

An Event Title may be retired if it is no longer being used. A Retired Event Title will no longer be displayed in the Active Title list and may not be used to create new Events. Retiring an Event Title does not affect the historical data of those Events created with this Title.

To retire an Event Title:

• Select Professional Development from the main menu

• Select Event Titles from the sub-menu

• Select the Active Titles button from the control bar

• Use the Search bar to find the desired Event Title

• Click on the Event Title to select it

• Click on the Edit button in the control bar

• Uncheck the Active check box in the bottom left corner of the first screen

• Click the Next button to proceed to the Preview screen.

• Click the Finish button to save the changes

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Control Bar Views in the Event Titles Module:

Each button in the control bar provides a different view of the data in the database. The System Administrator assigns the buttons on the control bar to the system users. These are the options that are available, but not everyone will have all of these buttons.

Active Titles

Displays the grid containing all of the Active Event Titles in escWorks for your ESA.

Create

Use the Create Button to open the form to create a new Event Title.

Edit

Use the Edit Button to open an existing Event Title and make changes, or retire the Title.

Inactive Titles

Displays the grid containing all of the Inactive Event Titles.

Dept. Titles

Displays the grid containing all of the Event Titles entered by your department

My Titles

Displays the grid containing all of the Event Titles entered\owned by you.

Admin. Grid

Displays the grid containing all of the Event Titles – regardless of their active status or whom they were entered by.

Events

The Events are the individual sessions that are offered. When creating an Event, you will specify items such as the instructor, the fees, and the dates for the Event.

There are several screens in the Create Event forms. Use the Next and Previous buttons to navigate through the screens.

Events Screen 1: Information

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Common Fields used on the Information Screen:

Title:

Choose the appropriate Event Title from the Title dropdown list. This dropdown list is populated from the Active Event Titles.

Sub-Title:

Enter a Sub-Title if the event type is a Conference.

Breakout Event:

If the Event is part of a conference, use the dropdown menu to select the appropriate breakout Event.

Registration Start Date.

This date is the first day that participants may begin to register for the event. Use the calendar icon or manually enter the date. If this field is left empty, the system will default to today’s date.

Registration End Date:

This date is the last day participants may sign up for this event. Use the calendar icon or manually enter the date. If left blank, the system will automatically set the registration end date as Noon the day before the event.

Limit:

Enter the maximum number of participants that may attend this Event.

Standard Fee:

Enter the standard fee that will be charged for the Event. If the Event does not have a fee, no fee, enter a zero. The system will automatically add the .00 unless entered. For example: 100 will be 100.00.

Contract Amount:

Enter the contract amount if appropriate. Note: Use numbers only. No commas are allowed in this field. For example, enter 1000 for $1,000.00

Credit(s) Available:

Enter the type(s) of Credit the participant will receive for attending this event from the Credits dropdown, enter the amount of credits in the next field and click Add. Multiple Credit Types may be entered.

Primary Instructor:

Select the name of the Primary Instructor for this event from the dropdown menu. This list is populated by those staff or participants who have the Instructor role assigned to them in the User Manager module.

Contact Person:

Select the name of the person who should be contacted if there are questions regarding this event. This is list populated by clicking the Contact Person option in the Roles section of the User Manager. Select the appropriate name from the dropdown and click Add. Only one Contact Person may be selected.

Additional Instructors:

Use the dropdown menu to select additional instructors for the event and click Add. Enter multiple instructors if appropriate.

Evaluation:

Use the dropdown menu to select the appropriate online evaluation to be emailed to the attendees after the attendance has been taken in the Event.

Do Not Email Online Evaluation:

Check this box if you do not wish for an online evaluation to be sent. Results from printed evaluations may be entered in to the system via the Evaluation Manager.

Do Not Print in Catalog:

Check this box if this event is not going to be included in the catalog report.

Do Not Display Online:

Check this box if you do not wish for this session to display in the online catalog. Note: The session may still be searched for by Event ID in the online catalog.

Click the Next button to Continue to the Discounts Screen.

Events Screen 2: Discounts

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Common Fields used on the Discounts Screen:

Early Reg. Date:

Enter the Date that the participant must register before in order to receive the early registration price for the session. For example, if you enter 3/15/2008 as the early registration date, anyone registering after 11:59 PM on the 3/14/2008 will not receive the early registration discount.

Early Reg. Fee:

Enter the discounted price that the participant will receive if they register by the Early Registration date entered in the previous screen.

Promotional Code(s):

Enter a promotional code that may be used to apply a discounted price to this session. Enter the Promotional code in the first field and the discounted price in the second field. Click Add. Multiple promotional codes and amounts may be used in one Event.

Group Member Fee:

Select the group to receive the discounted fee from the dropdown menu. Enter the discounted fee that will apply to members of the group into the text field. Click Add. Multiple promotional codes and amounts may be used in one Event.

Click the Next button to Continue to the Comments Screen.

Events Screen 3: Comments

The Comments screen is used to enter comments about the Event. The fields on this screen will display the comments entered in different areas of escWorks.

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Common Fields used on the Comments Screen:

Comments to Appear on Web:

Comments entered in this field will appear in the Event Detail section of the online catalog and on the confirmation page.

Comments for Internal Use:

Comments entered in this field are for internal use only. They will not be displayed online nor on the confirmation page.

Confirmation Comments:

Comments entered in this field will display on the confirmation page the participant receives when they register for the Event. For Online Events this area may be used to display the web address of the class.

Click the Next button to continue to the Exclusivity Screen.

Events Screen 4: Exclusive Audience

You may use escWorks to limit registration of identified Events to specific audiences. You may limit enrollment by district or by group membership.

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The Exclusive Audience Screen ensures that only participants from the selected locations or groups may register for the Event. If the Event is open to all participants, click next to move to the next screen.

Common Fields used on the Exclusivity Screen:

Exclusive to District:

Select the District(s) that the Event will be able to register for this event. You may limit enrollment to this Event to members of a specific district by selecting the District(s) from the dropdown menu.

Exclusive to Groups:

Select the group that the Event is intended for. For example you may limit enrollment to this Event to members of the Autism Cadre.

Click the Next button to move to the Preview screen.

Events Screen 5: Preview

The Preview screen is used to review the date that was entered as the Event was created.

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Use the scroll bar on the right-hand side of the window to review the information that has been entered for this event.

If any items requiring correction, use the Previous button to go back to the appropriate entry screen and correct the information. Once the correction has been made, proceed through the screens normally by clicking the Next button.

Click the Cancel button to cancel the creation of this Event.

Click the Finish button to save this Event.

The next screen confirms the Event was created in escWorks. Make note of the Event number for ease of locating it in the future. Notice the screen now prompts for scheduling a room or setting up the event as an Online Event.

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Click the Scheduler button to set up the room reservation room for your event, OR click on the Online Edit button to enter the Event start and end dates if this Event will be offered online.

Click on the Print button to print a summary of the information that you entered while creating this Event.

For instructions on scheduling a room for your Event, continue to the next section. For instructions on setting up an Online Event, skip to the section titled Setting up an Online Event.

Scheduling a Room for Your Event

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• Select the Location and Site where the Event will be offered using the location dropdown menus.

• Enter the actual time the Event will start using the Begin dropdown menu.

• Enter the time the event will end using the End dropdown menu.

• Enter the date the room is to be reserved for this Event.

• Click the Add button. (Note: The selected date and times are now displayed in the box below the add button).

• Repeat steps 1 – 4 for any other dates and times associated with this Event.

• Click the Show Rooms button to view all the rooms available at the requested time. * See Note on Page 25

• Select the desired room by clicking on the check box next to the room name.

• Click the Reserve button to reserve the room(s). Notice the room(s) are no longer listed under reserve.

• If the Event will be offered on multiple dates and times, and you would like to reserve the same room for each session, click the check box next to Require all dates. If this box is checked, only the rooms available for ALL of the selected dates and times will show in the Room screen. If this box is not checked, the room screen will show the room availability for each date and time entered. Note the difference in the screen shots below:

Option 1: Require all dates

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Option 2: Each date will be listed followed by the available rooms:

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Note: If a room is not displayed when the show rooms button is selected, the room is either unavailable or it’s a secured room and special permissions are required to schedule an event in the room. Ex: Only certain staff members can schedule events in the board room.

Note: The number next to the room name is the room capacity.

Changing an Existing Room Reservation

To remove a previously selected room reservation, click in the box next to the room to be deleted and click the Remove button.

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When changing a room reservation, it is a good practice is to add the new room first and then remove the old room.

Use the Email button on this screen to email your participants that the event location has been changed.

Note: The “S” with a selection box underneath indicates a Special day. Use this feature to book an alternate day for the event. Check the box under the “S” to indicate this is a alternate\special date. If the first date of the session is cancelled, the Special date will take place of the original date. If the first session date passes without being cancelled, the reservation under the Special date will automatically be canceled.

Selecting the Room Setup:

Once you have selected the room for your Event, click on the room name in the Reserved Room portion of the screen to access the Room Setup screen. The selections available for each room will vary. The room setup screen is used to select the desired room layout and to identify what equipment and refreshments should be available for the Event (if available in that room).

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• Click on the desired room layout for the event if there is one.

• Enter the number of people to be served for each beverage type needed.

• Enter the quantity for each equipment item required to be in the room for this event.

• Add any comments to clarify the instructions pertaining to the room setup for the maintenance department personnel.

• Click Save.

• Click Close.

Note: If an Event requires significant setup time prior to the event, (for example a conference which will include a lot of equipment), create a Master Event called Room Setup. Schedule the room for the amount of time required for Room Setup prior to or after the event.

Setting the Event Budget Allocation

Click on the Budget Manager button at the bottom of the Room Reservation screen to set the budget information for the Event.

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The budgets for the Event are tied to the Contact Person that was selected when the Event was created. However, you may change the Contact Person using the dropdown menu in the Budget Manager screen.

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• Select the responsible Contact Person from the dropdown. If you change the selected Contact Person, the system will prompt you to verify the change. Click OK.

• Expenditure Accounts. All costs associated with creating this event will be charged to the budgets selected. Select the appropriate Budget number for the event and click Add.

• Enter the percentage of allocation for each budget number.

• Revenue Account(s). All money received from participants for this event will be put in the budget(s) selected. Enter the appropriate Revenue Account budget number and click Add.

• Enter the Percentage of Allocation for each budget number.

• Click the Save Allocations button to save the changes.

• Click Close to close this screen.

Changing the Contact Person in the Budget Manager will rest the current Budget Allocations. The budgets are assigned to the Contact Person in the Attendee Manager. To review how to assign budgets to the Contact Person, visit the User Manager section of this manual.

Note: The total allocation for both the Expenditure and Revenue accounts should be 100%. The system does not verify that you have set the budget allocations to 100%. Verify that the percentages entered equal 100%, and then select Save Allocations and then Close to save the information entered.

Attendees Screens

There are two versions of the Attendees screen in the system. The Attendees and the Attendees (R) Buttons are available from the Room Reservation and the Budget manager screens.

The Attendees button will be used by the system users who have been assigned permissions to enroll participants in the Events.

The functions available in this Screen:

• View the participants currently enrolled in the Event

• Click on the Enroll button to enroll additional participants in the Event.

• Click on the Multi Enroll button to enroll groups of participants in the Event.

• Click on the Email button to open an email message that is addressed to all of the registered participants.

• Mark participants as having attended in the Event.

Click on the participants’ name to view the payments they have made for the Event or to add\edit payments made.

Click on the Cancelled Attendees button to display a list of the participants who have cancelled out of the Event.

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The Attendees (R) button will open a read only version of the Attendees screen.

The functions available in this Screen:

• View the participants currently enrolled in the session

• Click on the Email button to open an email message that is addressed to all of the registered participants.

• See if a participant was marked attended.

• Click on the participant name to open a copy of the confirmation that the participant received when they registered for the Event.

• Click on the Cancelled Attendees button to display a list of the participants that cancelled out of the session.

Below is the example of the read only version.

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Click Close to close this screen.

Note: See the Enrolling Participants section of this manual for instructions on taking attendance and enrolling participants in Events.

Setting up an Online Event

To identify the Event you are creating as an Online Event, click the Online Edit button after you have entered all of the Event information in the Create screens.

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The Online Edit button will open the following screen:

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Common Fields used on the Online Event Screen:

Online Begin Date

Enter the date the Online Event will begin and click Add.

Online End Date

Enter the date the Online Event will end and click Add.

Registration Deadline

Enter the date by which participants must register for the Event and click Add.

Click the Next Button to continue to the Preview screen.

Screen 2 Online Event: Preview

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Review the information that has been entered for this event.

If any items require correction, use the Previous button to go back to the appropriate entry screen and correct the information. Once the correction has been made, proceed through the screens normally by clicking the Next button.

Click the Cancel button to cancel setting this Event up as an Online Event.

Click the Finish button to save the Online Event information.

The next screen confirms the Event was created as an Online Event in escWorks. Make note of the Event number for ease of locating it in the future.

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Note: The Online Event you create can be found using the Online Events button in the Events module.

Editing an Existing Event

Once an Event has been created, it may be found by doing a search for it one of the Event Listing buttons in the Events modules. You may search for the Event using any of the search criteria options in the dropdown menu.

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Once the Event is located, click on the Event to select it and then click the Edit button in the control bar. Once the correction has been made, proceed through the remaining screens by clicking the Next button and then click the Finish button to save the changes.

Control Bar Views in the Event Module:

Each button in the control bar provides a different view of the data in the database. The System Administrator assigns the buttons on the control bar to the system users. These are the options that are available, but not everyone will have all of these buttons.

Calendar

Displays the Calendar of Scheduled Events. The views in this calendar are set by each users. For more information on setting up calendar views, see the Event Calendar section of this manual.

My Events

Displays the grid which contains all of the Events created by the user who is currently logged in to the system.

Dept Events

Displays the grid which contains all of the Events created by users in the same department as the user who is logged in to the system.

Current Events

Displays the grid which contains all of the Events that have not yet taken place.

Past Events

Displays the grid which contains all of the Events that have already taken place. Events will move into this view after 12 pm on the day that the event starts.

Online Events

Displays the grid which contains all of the Events that are set up as Online Events.

Inactive Events

Displays the grid which contains all of the Events that have been marked Inactive.

Admin Grid

Displays the grid which contains ALL of the Events in the system. This is that Administrator’s view that will display all of the Events regardless of who created the Event or if it is a past or current session.

Create

Opens the form to enter the data to create a new Event.

Edit

Opens an existing Event so that the data may be revised or updated. An Event must already be selected in the grid in order for this button to be active.

Admin Edit

Opens an existing Event so that the data may be revised or updated. The Admin Edit screen contains the Active check box. Deselecting the Active check box removes the Event from the Active Events grid. An Event must already be selected in the grid in order for this button to be active.

Scheduler

Opens the Room reservation screen so that a reservation may be made or so that an existing reservation may be changed. An Event must already be selected in the grid in order for this button to be active.

Online Edit

Opens the Online Event setup screen so the Online Event begin and end dates may be setup or revised. An Event must already be selected in the grid in order for this button to be active.

Attendees

Displays the Attendees window so that participants may be enrolled in or removed from An Event, payments may be entered or viewed, attendance may be taken or credits assigned for the Event. An Event must already be selected in the grid in order for this button to be active.

Attendees (R)

Displays the read only version of the Attendees window. An Event must already be selected in the grid in order for this button to be active.

Budget Manager

Opens the budget manager window so the budgets assigned to this Event may be reviewed or altered. An Event must already be selected in the grid in order for this button to be active.

Duplicate

Opens an existing Event so that the Event may be duplicated. The existing data in the Event may be altered (dates, etc.). Once the changes have been made, proceed through the remaining screens by clicking the Next button and then click the Finish button to save the changes. A new Event ID will be created. An Event must already be selected in the grid in order for this button to be active.

Making an Event Inactive

On occasion it may be necessary to make an Event Inactive. An Inactive Event will only display in the Inactive Event view.

To make an Event Inactive:

1. Find and select the Event to be altered.

2. Click the Edit button in the control bar.

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3. Uncheck the Active check box in the bottom of the first screen.

4. Click Next through the rest of the Edit screens

5. Click Finish.

Note: Before marking an Event Inactive, check to see if there are Attendees in the Event that need to be notified that the Event will no longer be taking place.

Waiting List

Once an Event has reached the registration limit, participants may place themselves on the Waiting List for that Event in the registration section of the system. If space becomes available in the Event, then they will be notified of the availability via email. If they do not register for the session within 3 hours of the email being sent, the next person on that Event’s Waiting List will be notified that space is available.

The system checks for participants on the waiting list and openings in the sessions several times a day and sends the notification emails through out the day.

The Waiting List Module is used to View those participants who are currently on the waiting list.

To view the current Waiting List:

Click Event Manger in the menu bar

• Click Waiting List from the sub-menu

• Select the search Criteria from the dropdown menu (view by Name, Event ID, etc.)

• Click Find

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The Waiting list grid displays the Name of the person on the Waiting list, the ID number, Title and Date of the Event that they are Wait Listed for, the time that they went on the Wait List and if applicable, the time that they were notified that space became available in the Event.

escWorks Rules to Remember

The default business rules for escWorks are listed below.

1. Be careful when changing the name of Event Titles. For example: Changing the Event Title “Microsoft Windows 98” to “Microsoft Windows 2000.” Once the name has been changed anyone who actually took the Microsoft Windows 98 class now shows in their portfolio as taking Microsoft Windows 2000 in 1998.

2. Making an Event Title Inactive does not delete it from the database. It does take it off the current list of Event Titles. Inactive Event Titles still display in the individual portfolio.

3. If the Registration End Date is left blank, the day before the event is assumed.

4. If there is no fee for the event, enter a zero.

5. Some rooms are identified as “secured” rooms and only specific users have access to reserve those rooms.

6. Comments appearing on the web also appear on the confirmation page.

Event Calendar

To view scheduled events by day, in the control bar, click on Event Calendar.

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Find available rooms for your event by viewing the events currently schedule which are displayed by room. The Event number, event description, and the person who created the event appears on the calendar. Hold the cursor over an event to see the addition text for events will extremely long text as well as the limit of participants and the number of participants currently enrolled.

Use the scroll bar at the bottom of the screen to view all other events. Use the dropdowns to change the month, day, year, or time of the events to be displayed. Events can also be displayed by week or month by clicking on the word Weekly or Monthly located at the top right of the screen. The weekly and monthly views show one room at a time. The first room in your default view. Select another room from the dropdown to see the schedule for another room.

Note: Only events marked with “display online” will display in the Event Calendar. The average user uses the Event Listing button to find their event, select it, and choose Edit to modify the event. Someone in charge of all registrations can be given the ability to click on an event in the event calendar and modify it. This permission should not be given to everyone.

Creating My Location Views

With very large facilities it may be necessary to create multiple views. Use the dropdown next to the time of day and select edit lists to create unique views. For example: create specific views called Labs, Large Rooms, Small Rooms, etc.

Create

1. Select Edit Lists from the default dropdown.

2. Click the Create button.

3. Click rename under Actions to name the view.

4. Enter the desired name and click OK.

5. Click modify to select the rooms.

6. In the Choose an Organization dropdown, select the appropriate location.

7. In the next blank dropdown, select the appropriate location.

8. In the next blank dropdown, select each desired room and click the Add button.

9. Repeat steps 6 through 8 to add additional rooms to the view.

10. Click on the Back button to return to the previous screen.

Remove

1. Click in the box next to the list name to be deleted.

2. Click the Remove button.

Set Default

1. Select the desired list name from the Default Location List dropdown.

2. Click the Set Default button.

3.

Click on Event Calendar in the control bar to get back to the Calendar screen.

Note: The very first time the Event Calendar is opened and a calendar has never been created the screen looks as if the program aborted. Create at least one calendar view and the error screen will disappear.

Enrolling Participants

Attendees Screen

The Attendees button will be used by the system users who have been assigned permissions to manage participants in the Events. This screen is where you will manage all of the Attendee data for the Event.

The functions available in this screen:

• View the participants currently enrolled in the Event

• Click on the Enroll button to enroll additional participants

• Click on the Multi Enroll button to enroll groups of participants

• Click on the Email button to send an email message to all of the registered participants

• Click on the Attendee’s email address to email individual attendees

• Click the Attended box to mark participants as attended in the Event

• Click on the participants’ name to open the Attendee Manager screen

• Click on the Cancelled Attendees button to display a list of the participants that have cancelled out of the session

• Click on the Multi-Credit link to override the amount of credits the attendee should receive for the Event

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Enrolling a Participant in an Event

The Attendees screen shown above is used to manage Event enrollment.

To view the participants currently enrolled in an Event:

• Locate and select the Event in the Event Grid

• Click on the Attendees button in the control bar

To enroll a participant in an Event:

• Locate and select the Event in the Event Grid

• Click on the Attendees button in the control bar

• Click on the Enroll button to open the following window:

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• Use the Search by dropdown menu to select the search criteria to be used

• Enter the search text in the Search for text box (e.g. Participant name)

• Click the Find button

• Select the participant that you would like to register by clicking on the radio button next to their name

• Click Save to enroll the participant in the Event

• The individual is now registered for the event and Attendee Manager Window will open

• Click Close to close the window, or use the Attendee Manager to add another person to this Event or enter payments for the current participant

Attendee Manager

The Attendee Manager screen is used to manage all of the selected participant’s data for the Event. This screen will automatically open after the participant has been enrolled in an Event. You may also access this window by clicking on the participant’s name in the Attendees Window.

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Attendee Manager Selected Participant:

This section of this screen displays the participant’s Name, Email Address and School so that you may verify that you have selected the correct participant.

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Attendee Manager Selected Session:

This section of this screen displays all of the session information, including the Session ID, Title, Date and the Fees associated with this session. The Session Fee field displays the regular fee for the session. If this participant qualifies for a Member Fee or an Early Registration Fee, the amount will be displayed in these fields. If no data is displayed in these fields, then this participant did not qualify for one of these discounts.

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Attendee Manager Options:

The Options section of the Attendee manager displays the additional functions that are available from the Attendee Manager.

The functions available from this screen are:

• Add another attendee to this Event

• Add this attendee to another Event

• Remove this attendee from this Event

• Print the confirmation page the attendee received for this Event

• View\edit the participant’s contact information

• Choose accommodations

• Transfer this attendee to another Event

• Email the confirmation page to the attendee

Attendee Manager Registration History:

This section of the Attendee Manager screen displays the last 10 Events this participant registered for. If you click on an Event name in this area, the Attendee Manager will display the information for that Event.

Attendee Manager Payments:

You may use the Payments section of the Attendee Manager screen to view or adjust payments that have already been made or to add payments to this Event.

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Note: Review the Applying Payments section of this manual for detailed instructions on making and revising payments.

Once you have made all of the necessary revisions to the Attendee Manager screen, click the Close button to save your changes and return to the Attendee screen.

Enrolling Multiple Participants in an Event

escWorks’s Multi Enroll feature is used to enroll a group of attendees in the same Event.

To enroll a group of participants in an Event:

• Locate and select the Event in the Event Grid

• Click on the Attendees button in the control bar

• Click on the Multi Enroll button in the Attendees screen

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The Multi Enroll button will open the following screen:

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• Use the Search by dropdown menu to select the search criteria to be used

• Enter the search text in the Search for text box (e.g. Session ID)

• Click the Find button

• Select the participants to register by clicking on the check box next to their name

• Click Multi Enroll to enroll the selected participants in the Event

• The selected participants’ names should now display in the Selected Participant section of the screen

• If no payments are being applied to the Event, or if the participants are using separate payment methods, click the Close button and the selected participants will now be registered in the Event

Tips for using the Multi Enroll feature:

• If a group of participants from one Event are all attending another Event, use the Session ID search criteria to Multi Enroll them in the second Event.

o Search by session ID

o Enter the ID number of the previous Event they attended

o Click Find

o Select all of the participants

o Click Multi enroll

• To select the entire list of names in the search results, click on the check box next to Name in the title bar.

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If all of the Multi Enroll participants are paying with one payment method (e.g. all attendees paying with one purchase order), use the payment section of this screen to apply the payment before closing the screen.

To apply a payment to a group of participants in an Event:

• Follow the directions above to select the participants

• When the participants names are displaying in the Selected Participant section of the screen, use the Payment dropdown menu to select the payment type

• Enter the payment details

• Click Save to apply the payment to the participants

• Click Close to close the window

The payment information will be distributed to each participant. In example above, the session fee is $200.00. The total amount of the purchase order will be $400.00, but a $200.00 payment with the purchase order number 78954 will display in the Attendee Manger for each of these participants.

If the selected participants are not using the same payment method, they may be enrolled using the Multi Enroll feature, but their payments will need to be entered individually in the Attendee Manger.

Note: Review the Applying Payments section of this manual for detailed instructions on making and revising payments.

Removing Participants from an Event

To remove participants from the Event:

• Locate and select the Event in the Event Grid

• Click on the Attendees button in the control bar

• Click on the [pic] next to the attendee’s name to remove them from the Event

• This moves the attendee to the Cancelled Attendees

Note: Before removing an attendee from an Event, make sure to refund any payments that have been posted to their account for this session.

To view the Cancelled Attendees:

• Locate and select the Event in the Event Grid

• Click on the Attendees button in the control bar

• Click on the Cancelled Attendees Button

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To re-register a Cancelled Attendee:

Locate and select the Event in the Event Grid

Click on the Attendees button in the control bar

Click on the Cancelled Attendees Button

Click on the [pic]next to the attendee name to re-register them in the workshop

Note: You will have to re-register an attendee in the Event before making any adjustments to their payments.

Posting Attendance for an Event

Participants are not given credit for an Event, (the Event will not appear on their transcript) until attendance for the Event has been posted.

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To mark the participants as Attended:

• Locate and select the Event in the Event Grid

• Click on the Attendees button in the control bar

• Check the Attended Box under the participant’s name

• Click the Update button to save the changes

• Click Close to close the window

Marking a participant as attended also signals the system to send out the email notification for the electronic evaluation (if an electronic evaluation was selected for this Event).

Posting Credits for an Event

If credits (clock hours, credit hours, etc.) were assigned during the Event set-up, the participants will be able to purchase those credit hours once they have been marked Attended in the Attendee screen and have completed the Online Evaluation.

By default, the participant will be eligible to purchase the full amount of credit hours assigned to the Event.

The Multi Credit feature is used to adjust the number of credits individual participants are eligible to receive for the Event. For example, if an Event is 6 hours long, but a participant leaves early and is not eligible to receive all 6 credit hours, their available credit hours may be adjusted using the Multi Credit feature.

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To over-ride the credit hours a participant receives for attending the Event:

• Locate and select the Event in the Event Grid

• Click on the Attendees button in the control bar

• Click on the Multi Credit link in the Attendee screen

• Enter the adjusted number of hours in the applicable Credit field.

• Click Save

• The adjusted Credit hours will be applied to the participant’s record

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Applying Event Payments

Event payments are managed through the Attendee Manager screen. Once a participant is registered in an Event, the Attendee Manager screen is opened. The payment may be applied at this time or it may be entered at a later time.

Note: escWorks will not allow you to apply more money for an Event payment than the amount due in the system.

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To apply a payment in the Attendee Manager:

• Locate and select the Event in the Event Grid

• Click on the Attendees button in the control bar

• Click on the participant’s name in the Attendee window to open the Attendee Manager Window

• Click on Add a new payment.

• The Payment manager window will open

• Select the Payment Type from the dropdown menu.

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• The amount of the payment due will automatically populate in the Amount received field

Note: This amount may vary depending on the selected participant’s discounts (member fees, early reg. fees, etc.). However, this amount should match the amount due for this participant as displayed in the Attendee Manager Screen.

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• Complete the remaining fields as appropriate

• Click the Save button to save the payment information

• A window should appear stating “The payment has been applied to the selected participant’s record.”

• Click Close to close the window

The payment should now be displayed in the Attendee Manager screen.

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Applying Promotional Code Payments

If the Event has a Promotional Code (discounted fee) assigned to it, eligible participants will need to be registered with that promotional Code so they will receive the discounted price.

To apply a promotional code to a participant’s payment:

• Click on Add a new payment

• The Payment Manager window will open

• Select the Payment Type from the dropdown menu.

Note: If the Promotional Code makes the Event free, select the Payment Type Cash

• Check the Promocode Fee Box

• Choose the Appropriate PromoCode from the Dropdown menu

Note: More than one Promotional Code may be used in an Event, be careful to select the correct one for each participant.

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• Complete the remaining fields as appropriate

• Click the Save button to save the payment information

• A window should appear stating “The payment has been applied to the selected participant’s record.”

• Click Close to close the window

Refunding Payments

Payment refunds may only be processed in the Administrative side of escWorks. Participants may not cancel out of an Event where a payment has been applied unless they contact registration services to request a refund of their payment.

To refund Cash and Check Event payments:

• Locate and select the Event in the Event Grid

• Click on the Attendees button in the control bar

• Click on the participant’s name in the Attendee window to open the Attendee Manager

• Click on the payment link in the Payments(s) section of the screen

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• The Payment Manager window will open

• If necessary, Adjust the Amount field to reflect the amount of the refund

• Enter comments about the refund in the Comments field

• Click on the Refund button

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• A window will open stating “The payment has been updated to reflect any changes made.”

The refund will now show in the Payment(s) section of the Attendee Manager window.

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To refund Credit Card and Electronic Check (ACH) Event payments:

• Locate and select the Event in the Event Grid

• Click on the Attendees button in the control bar

• Click on the participant’s name in the Attendee window to open the Attendee Manager Window

• With Electronic Check and Credit Card payments, the Refund link is located next to the payment link

• Click on the Refund Link to process the refund

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• The payment manager will open

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• If necessary, Adjust the Amount field to reflect the amount of the refund

• Enter comments about the refund in the Comments field.

• Click on the Save button

• The refund will now display in the payment manager

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To Cancel Purchase Order Event payments:

Purchase Order payments are marked as Pending until the Purchase order has been paid. To cancel the payment prior to receiving the Payment:

• Locate and select the Event in the Event Grid

• Click on the Attendees button in the control bar

• Click on the participant’s name in the Attendee window to open the Attendee Manager Window

• Change the Status of the payment to Voided to prevent the invoice from being created

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Reports

Select the Reports icon to open the Report manager.

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The reports are organized in folders. For example, to run a Sign In Sheet report, Expand the Attendees Reports Folder. Select Sign In Sheet.

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• Enter the parameters necessary to retrieve the desired report. For example: enter the Session ID to run the Sign In Sheet for a specific Event.

• Click proceed.

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• Choose a delivery method or send the report to yourself via email.

• Click Get Report

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• Click Open to view the report or Click Save to save the report on your computer.

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• To print the report select print from the File menu.

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