FAMILY EVENT IN REGI

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Document on Subject : "FAMILY EVENT IN REGI"— Transcript:

1 POSTING A FAMILY EVENT IN REGI Th
POSTING A FAMILY EVENT IN REGI The following is taken from the ‘ Support ’ Link in REGI. All ‘ Family Outings ’ r elated and added items are noted in PURPLE. We recommend you have two windows open when posting an event – o ne for REGI and one for Activities Database (ie. outdoors.org). You will want to complete and save the REGI posting first in order to get the URL to paste onto the Activities Database page. THE BASICS New here? Let’s get started! REGI allows you to manage registrations for your AMC activities. You can create an event, invite fellow leaders, manage sign - ups, communicate with participants, and keep track of it all in one place. Please keep in mind, REGI is not a substitute for screen ing your participants, it is a tool to help you keep track of who will be participating in your activity. AMC trips are open to all and as an AMC Boston Chapter leader, you are required to conduct proper screening for any activity that requires registratio n. This includes getting in touch with all potential participants. When you’re ready to manage a trip in REGI, here are the steps you’ll take: 1. Create your event on REGI first (yup, before listing on ActDB) 2. Use the Share Event page to make it easy to post y our event on AMC’s Activities Database (ActDB) on outdoors.org Note: Don’t forget to include your new REGI URL on your ActDB post 3. Invite other leaders, co - leaders, or registrars 4. When your activity is approved on ActDB, it will automatically open up registr ation on REGI 5. Manage your participants all in one convenient place. 6. Have a great trip! CREATE A NEW EVENT E NTER YOUR EVENT DETAILS Click Create New Event in the Events section on the navigation bar at the top of any REGI page. This section is only available to leaders. Use this page to supply information about your trip. When you’re ready to finalize your trip, click “Save.” Read on for a few helpful notes about creating an event. Event Name: Please add the word ‘ FAMILY ’ t o the beginning of your event title. This way, if people use the search function on outdoors.org, it will filter family trips. Event Type: You must select an EVENT TYPE when creating your event. Pick FAMILY . This choice will determine the kind of information that is displayed when you look at your roster. This way you’ll get helpful info about the registrant’s experience specific to your chosen activity. Event Status: The default Event Status when you create a trip is OPEN. If you’re not ready for people to register quite

2 yet, set the event status to PENDING.
yet, set the event status to PENDING. D o not set the event status to PENDING if you plan to list your activity for immediate approval on ActDB. Participants can’t register unless your event is OPEN. General Description: Please note what time you will be meeting, especially if this is not an all - day event, since parents are often scheduling multiple activities per day for their family. Information for Participants: This is only visible to participants after they have been approved for your event. So this section is ideal for information like exact meeting place, directions to the trail head, etc. Program Info: Most of the time, you’ll select “This is a STANDALONE EVENT” for program info. If your event is part of a chapter or com mittee program (e.g., Chapter Leadership Training, Annual Bicycle Rally, Hiking/Backpacking Winter Hiking Program, etc.), the program coordinator will give you a program ID to enter. In this case, you’ll select “This event is PART OF A PROGRAM” and enter t he program ID number in the box. Default Questions and your Additional Event Question: All applicants are asked if they have required gear, if they have questions or comments, and for their carpool details. You also have the option to enter an Additional E vent Question if you have another question you need to ask participants when they sign up. Confirmation Page: This area displays the default text that will display when a person registers for your event. SHARE YOUR EVENT PUBLICLY Once you save your new event, you are ready for approval and publication on the AMC Activities Database (ActDB). When you click the “Save” button to create the REGI event page, you will be directed to the Share Event page. The Share Event page displays your event information for your convenience so you can copy it into the ActDB for approval and publication. IMPORTAN T: You must include the new Registration URL found on this page in your ActDB trip listing. (Do NOT use the URL in your browser window.) Add the Registration URL into the ActDB event listing under Additional Info � Links. And make the first link text “Register H ere.” Under ‘ Registration ’ , choose ‘ Required - External Link and add the URL there, too. When your event is approved on the ActDB, your REGI event will simultaneously become available for public registration on REGI. ADD OTHER LEADERS TO YOUR TRIP (OPTIONAL) Fellow leaders, co - leaders, and registrars must sign up for an event like all other participants. However, before the event is approved on the AMC Activities Database (ActDB

3 ) and becomes public, you may invite up
) and becomes public, you may invite up to two other leaders to join as part of the event creation process. In My Events, choose the event and then select Invite from the left side of the screen (this tab is only visible to Leaders, Co - leaders, and Registrars for this trip). Search for the leader/co - leader/registrar you want to add by th eir name or email. Find them in the search results and use the drop down to choose their leadership status. Then click “select” and the invitation to join your event will be delivered. Since your REGI event will not be available for public registration unt il your trip is approved on the ActDB, you can only invite leaders, co - leaders, and registrars at this stage. You will not be able to downgrade a registrant to a non - leadership status if they accepted the invitation to be added to your roster before your t rip was approved on ActDB. MANAGE YOUR EVENT AND PARTICIPANTS At any time, you can manage your upcoming event. Click "My Events" in the Events section on the navigation bar at the top of any REGI page, then choose the event you wish to manage. This page wi ll display the Event Info as it appears to approved participants as well as tools just for leaders/co - leaders/registrars. Using the menu on the left side of the page, you can manage your roster, update your listing, return to the Share event page, or invit e leaders and co - leaders. Read on for more information about this section of REGI. Event Info: This page is visible to leaders and participants. You will see the overview of the event, the full list of confirmed participants, your answers to event registra tion questions, and a place to update carpool information. Participants and leaders like you, may update their registration here. Roster: This is the list of all individuals who registered for your trip. Go to: Roster info Admin: Use this section to update your event details or change the status of your trip (for example from OPEN to WAITLIST or FULL. Remember to click the "Update Event" button to save any changes. Share: This section will open the Share Event page. Go to: Share info Invite: This where you can invite other leaders, co - leaders, or registrars to your event. Go to: Invite info MANAGE YOUR PARTICIPANTS Each time someone registers for your event, all leaders and co - leaders for that event will receive an automated email notification (sent to your profile email address). This email will include a link to the Roster page. You can see the full list of registrants in your event’s Roster. To access the Roster, go to My Events, choose th

4 e event, and select Roster from the left
e event, and select Roster from the left side of the screen. Here on the Roster page you can see contact and profile info for each registrant. You can also view and update each registrant’s status. Screen the people with registration status SUBMITTED. This means that the registrant signed up for an event but you haven’t reviewed them yet. Registratio n Status: As you screen people, you may change their status to one of the following (don’t forget to click “Update Roster” if you make changes on this page):  APPROVED: The person has been invited to participate. Changing the status to APPROVED will send an automated email to the registrant letting them know they are officially on the participants list and they can now view the Event Info.  PEND ACTION: Short for pending participant action. Use this status if you are awaiting further action from a registrant: e.g. you left a voicemail for screening and are expecting call back; you are waiting for a payment.  WAIT LIST: When a participant signs up for a tri p with the status of WAIT LIST, they will display as SUBMITTED on your roster. Switch their status to WAIT LIST to send an automated message confirming that they are on the wait list. If a spot becomes available, you can change their status to APPROVED.  TR IP NOT A FIT: If you screened a participant and found they do not have the necessary experience, gear, and/or fitness level for your trip, use this status. Make sure you tell the participant why they will not be approved and whenever possible, you should r efer this person to another event which may be a better fit for getting outdoors.  CANCELED: If a participant indicated that he/she will not be attending, use this status to free up a spot for someone else.  NO SHOW: After your event, return to your event Ro ster to indicate if anyone failed show up for the activity without notifying you in advance. IMPORTANT: You must click on “Update Roster” at the bottom of the page each time you update a participant’s enrollment status. Notes: Use the notes section to reco rd information on screening, contact with participants, or payment for participation in an activity or program. To save changes to Notes or Registration Status, click the Update Roster button at the bottom of the page. Export Roster: You can print importan t participant information to take with you on the activity using the “Export Roster” area at the bottom of the Roster page. You may choose a Microsoft Excel spreadsheet or a tab - delimited text file. This will allow you to sort the list by r

5 egistration stat us, last name, payment
egistration stat us, last name, payment status, etc. UPDATE YOUR EVENT STATUS When you want to update your event status, go to My Events , choose the event, and select Admin from the left side of the screen (this tab is o nly visible to Leaders, Co - leaders, and Registrars for this trip). Changing the status here will change what potential participants see when they look through REGI’s trip listings. Note: If you update the status of your trip on REGI, you will still need to go into your AMC Activities Database (ActDB) listing to update the status there too. Event Status: After your event is created, you can change the status as necessary to one of the following (don’t forget to click “Update Event” if you make changes to the Admin page).  FULL: When your trip is full and you want to stop accepting applications, choose this status. This will prevent future sign - ups.  WAIT LIST: If your trip is full, but you want to create a wait list, his status will still allow participants to register so that you can approve them if there are cancellations. This will be the most common selection once a event fills since cancellations are not uncommon.  CANCELED: If you need to cancel your trip, change the status to CANCELED. The PENDING status s hould only be used before your event has been made live. If you use this status once your trip has been approved on the ActDB, people will no longer be able to sign up for your event. You won’t use the event status of CLOSED until after your event has occu rred and your post - trip responsibilities are complete. FREQUENTLY ASKED QUESTIONS Once I create a REGI event, how do I post it on AMC ActDB? Open your event, then select Share in the left column and follow the instructions. What happens when I switch my event status to WAIT LIST? WAIT LIST will allow registrants to register, just like OPEN, but lets them know that the trip is already full. All other statuses (PENDING, FULL, CLOSED, CANCELED) do not allow new registrations. Wh at is the easiest way to email all participants on a trip? Open your event, then select Roster in the left column. Scroll to the bottom and select Email Approved Participants. If your email client does not automatically open when you click this link, right - click the link and select Copy Email Addresses. Then compose an email and paste the copied email addresses into the “TO” field. Can I take payment through REGI? Payment is not currently handled through REGI. The process for paid events differs by club uni t and should be coordinated with your respective club un