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conferencetracker:2:administrator:quickstart [2019/12/03 13:56] – anthonyconferencetracker:2:administrator:quickstart [2022/07/06 17:25] (current) – [Design Attendance Certificates and CEU Transcripts] nick
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-====== Quick Start Guide to Conference Tracker ======+====== Conference Tracker - Quick Start Guide ======
 {{ :conferencetracker:2:administrator:exportpdf.png?nolink&200|}} {{ :conferencetracker:2:administrator:exportpdf.png?nolink&200|}}
 Welcome and thank you for using our Conference Tracker software! This quick start guide will go over the most important features of your account to assist you in quickly setting up your conference. If you would like to visit our full manual, which has more detailed instructions and explanations, **[[conferencetracker:2:administrator:manual|click here.]]** \\ \\  If you would like to export this guide into a PDF file, you can do so by going to the right edge of this screen and clicking on the third icon from the top, labeled Export to PDF.  Welcome and thank you for using our Conference Tracker software! This quick start guide will go over the most important features of your account to assist you in quickly setting up your conference. If you would like to visit our full manual, which has more detailed instructions and explanations, **[[conferencetracker:2:administrator:manual|click here.]]** \\ \\  If you would like to export this guide into a PDF file, you can do so by going to the right edge of this screen and clicking on the third icon from the top, labeled Export to PDF. 
  
-===Basic Conference Information & Time Zone===+=====Basic Conference Information & Time Zone=====
 {{ :conferencetracker:2:administrator:setup_gif.gif?nolink|}} {{ :conferencetracker:2:administrator:setup_gif.gif?nolink|}}
 The very first thing we will need to do to get started on your Conference Tracker setup will be to fill out some basic information about your conference and make sure your time zone is set to the correct one. All of these settings can be changed later on as well, so don't worry if you may not have some of this information yet! The very first thing we will need to do to get started on your Conference Tracker setup will be to fill out some basic information about your conference and make sure your time zone is set to the correct one. All of these settings can be changed later on as well, so don't worry if you may not have some of this information yet!
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 Once you are finished with this section, click the **Save Changes** button at the bottom to save all of your changes. Once you are finished with this section, click the **Save Changes** button at the bottom to save all of your changes.
  
-===Create Conference Sessions===+=====Create Conference Sessions=====
 {{ :conferencetracker:2:administrator:createsession.png?nolink&400|}} {{ :conferencetracker:2:administrator:createsession.png?nolink&400|}}
 Now that your basic information is set up, we can go ahead and start creating your conference sessions/workshops! Your sessions will be all of the events, classes, or workshops your conference will be offering your attendees. You can set dates, times, credits, locations, and much more.  Now that your basic information is set up, we can go ahead and start creating your conference sessions/workshops! Your sessions will be all of the events, classes, or workshops your conference will be offering your attendees. You can set dates, times, credits, locations, and much more. 
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 Once you are finished, you can click the **Save** button at the bottom of the section to confirm your changes. Once you are finished, you can click the **Save** button at the bottom of the section to confirm your changes.
-===Creating Attendees===+\\ 
 +\\ 
 +==== How to Import your Session Information ==== 
 +{{ :conferencetracker:2:administrator:ct-adminguide-howtoimportyoursessioninformation.png?nolink&600 |}} 
 +Want to print this as a PDF? {{ :conferencetracker:2:administrator:ct-adminguide-howtoimportyoursessioninformation.pdf |Click here}} to download. 
 + 
 + 
 +=====Creating Attendees=====
 {{ conferencetracker:2:en:createnewuser.png?nolink&450| }} {{ conferencetracker:2:en:createnewuser.png?nolink&450| }}
 Next up, we'll go over adding **Attendees**, or guests, to your conference. There are three main ways to do this: importing them through CSV files, offering them a web based registration form, or manually creating them. We will be going over how to manually create an attendee here, but if you would like to find out more about importing attendees or creating an online registration form, click here. [[conferencetracker:2:administrator:manual:advancedoptions|Advanced Options]] Next up, we'll go over adding **Attendees**, or guests, to your conference. There are three main ways to do this: importing them through CSV files, offering them a web based registration form, or manually creating them. We will be going over how to manually create an attendee here, but if you would like to find out more about importing attendees or creating an online registration form, click here. [[conferencetracker:2:administrator:manual:advancedoptions|Advanced Options]]
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 //**NOTE:** A field that is important to take notice of is the Card # field. We recommend leaving this area blank. Conference Tracker will auto-generate a random string of letters and numbers in order to keep track of the card numbers. This will alleviate any issues due to duplicate card numbers.</note>// //**NOTE:** A field that is important to take notice of is the Card # field. We recommend leaving this area blank. Conference Tracker will auto-generate a random string of letters and numbers in order to keep track of the card numbers. This will alleviate any issues due to duplicate card numbers.</note>//
 +\\
 +\\
 +=====Creating Groups=====
 +{{ :conferencetracker:2:administrator:createnewgroup.jpg?nolink&450|}}
 +Next up, we'll go over adding **Groups**, this is a great way to gather users in categories. There are two main ways to do this: importing them through CSV files or manually creating them. We will be going over how to manually create them here, but if you would like to find out more about importing attendees or creating an online registration form, click here. [[conferencetracker:2:administrator:manual:advancedoptions|Advanced Options]]
  
-===Design Attendee Badges and Print===+To get started, we will navigate to **Attendees**->**Groups**. Once here, we will click on the blue Create button towards the top of the section. 
 + 
 +When filling out an Attendee's profile, there are only four required fields. These are: 
 +  * **Name** - This will be your group's full name and it is mandatory. 
 +  * **Description** - Your group descriptions/comments will go here. This is important as it allows for a description of the group but it is optional. 
 + If necessary, you can choose multiple roles for them. For more information on additional roles, visit our full manual. [[conferencetracker:2:administrator:manual|Conference Tracker - Administrator Manual]] 
 + 
 +Once you are finished adding the information, you can save your changes by clicking on the Save Changes button on the bottom right. 
 + 
 +**Adding Members to the group**\\ 
 +{{:conferencetracker:2:administrator:createnewgroup_members.jpg?400|}}\\ 
 +Now you can go to the list of groups and click the three dots on the right of the group and click on **Members** to start managing/adding members to the group. 
 +\\ 
 +\\ 
 +=====Creating Exhibitors===== 
 +{{ :conferencetracker:2:administrator:createnewexhibitor.jpg?450|}} 
 +Next up, we'll go over adding **Exhibitors**(the companies that have purchased a Conference Leads license for your conference).  We will be going over how to manually create an exhibitor here 
 + 
 +To get started, we will navigate to **Exhibitors**->**Manage Exhibitors**. Once here, we will click on the blue Create button towards the top of the section. 
 + 
 +When filling out a Company's profile, there are several blocks of fields. These are: 
 +  * **General Information section** - Here only the name is mandatory. 
 +  * **Logo section** - Here you can upload the logo for that company. 
 +  * **Categories section** - Here you can set this company in a specific grouping/category as needed. 
 +  * **Booth section** - Here you can assign a Booth to the company(this is usually used only for physical activities where the company has some physical space/kiosk) 
 +  * **Promotional Content section** - Here you can upload marketing/promotional material for the company so you can share it with the participants. 
 +  * **Sponsorship section** - Here you can categorize the company in levels of sponsorship (if applicable). 
 +  * **Contact Information section** - Here you can enter basic contacting information related to the company. 
 +  * **Social Networks section** - Here you can enter the company Social Network information. 
 +  * **Contact Person section** - Here you can enter basic contacting information from someone in the company who will be the main contact. 
 + 
 + 
 +**NOTE:** Additionally you would want to add Exhibitors Admins and Reps, it is very similar to how you manage Attendees so please refer to that chapter in the guide. 
 +\\ 
 +\\ 
 + 
 +=====Design Attendee Badges and Print=====
 {{ :conferencetracker:2:administrator:manual:badgedesigner.png?direct&450}} {{ :conferencetracker:2:administrator:manual:badgedesigner.png?direct&450}}
 Badges are the main way of tracking your attendees and staff. Once designed, they will include each guest's important information and their QR code. The QR code will be the main tool used to sign attendees in and out of sessions. You can create multiple badge designs and have them personalized to fit each member. Badges are the main way of tracking your attendees and staff. Once designed, they will include each guest's important information and their QR code. The QR code will be the main tool used to sign attendees in and out of sessions. You can create multiple badge designs and have them personalized to fit each member.
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 </note> </note>
  
-===Record Attendance===+=====Record Attendance=====
 {{ :conferencetracker:2:administrator:ctscreenshot.jpg?direct&250|}} {{ :conferencetracker:2:administrator:ctscreenshot.jpg?direct&250|}}
 Once your conference starts, your next step will be to keep track of your attendees visiting your sessions. Conference Tracker makes this easy by offering the Conference Tracker app for your mobile device. You can turn an Apple or Android device into a powerful scanner to sign-in/sign-out attendees. This app will record the attendance of all of your attendees and upload the data to your Conference Tracker account, which you can then view and export. Once your conference starts, your next step will be to keep track of your attendees visiting your sessions. Conference Tracker makes this easy by offering the Conference Tracker app for your mobile device. You can turn an Apple or Android device into a powerful scanner to sign-in/sign-out attendees. This app will record the attendance of all of your attendees and upload the data to your Conference Tracker account, which you can then view and export.
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   - In order to save your data, you can press the Sync button on the home menu, which is located on the bottom right. The Sync button will upload all of your scanned attendees to the Conference Tracker server and it will download any new data from the Conference itself. Be sure to do this often so you don't miss out on any important changes!   - In order to save your data, you can press the Sync button on the home menu, which is located on the bottom right. The Sync button will upload all of your scanned attendees to the Conference Tracker server and it will download any new data from the Conference itself. Be sure to do this often so you don't miss out on any important changes!
  
-===Clean up Attendance Data===+=====Clean up Attendance Data=====
 {{ :conferencetracker:2:administrator:manual:logs.png?direct&450|}} {{ :conferencetracker:2:administrator:manual:logs.png?direct&450|}}
 Once you begin to start scanning your attendees into sessions and the data begins to be uploaded to your Conference Tracker account, you may find some errors in that data. Maybe an attendee signed into a session but never signed out. Or maybe they didn't stay for the required amount of time in the session in order to receive credit. You might even have an attendee say that they did, in fact, attend a session, but you can't find their data anywhere! This is where the Manage Attendance section will come into play. Here, you can view all of your recorded attendance data and fully edit it to your needs.  Once you begin to start scanning your attendees into sessions and the data begins to be uploaded to your Conference Tracker account, you may find some errors in that data. Maybe an attendee signed into a session but never signed out. Or maybe they didn't stay for the required amount of time in the session in order to receive credit. You might even have an attendee say that they did, in fact, attend a session, but you can't find their data anywhere! This is where the Manage Attendance section will come into play. Here, you can view all of your recorded attendance data and fully edit it to your needs. 
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 For help fixing these invalid logs/swipes, or more information creating them, click here. [[conferencetracker:2:administrator:manual|Conference Tracker - Administrator Manual]] For help fixing these invalid logs/swipes, or more information creating them, click here. [[conferencetracker:2:administrator:manual|Conference Tracker - Administrator Manual]]
  
-===Design Attendance Certificates and CEU Transcripts===+=====Design Attendance Certificates and CEU Transcripts=====
 {{ :conferencetracker:2:en:designthecertificate3.png?direct&450|}} {{ :conferencetracker:2:en:designthecertificate3.png?direct&450|}}
 Once your conference has ended and your attendance has been reviewed, you can use Conference Tracker to create Attendance Certificates and CEU Transcripts. These will give your attendees proof that they have attended their workshops and earned their credits. Once your conference has ended and your attendance has been reviewed, you can use Conference Tracker to create Attendance Certificates and CEU Transcripts. These will give your attendees proof that they have attended their workshops and earned their credits.
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 For more information regarding CEU transcripts, please [[.manual:transcripts|click here]]. For more information regarding CEU transcripts, please [[.manual:transcripts|click here]].
  
-  +===== Export Conference Data ===== 
- +At the conclusion of your event all of the data from your conference can be exported. This will allow you to retain all important information before the conference tracker expires 30 days  after the conference.  Simply browse the list of available exports to save them locally on your system.  To access the data exports navigate over to //**Advanced Options → Export Data**// section of the main menu.
- +
- +
-===Export Conference Data=== +
-All of the data from your conference can be exported in different file formats for your convenience. This will allow you to obtain every bit of important information and save it locally to the device of your choice.  +
- +
-To export your data, we will navigate over to **Advanced Options**->**Export Data**. +
- +
-You are able to download your data as **.csv** , **HTML**  or **Excel 2007/10** files. Here are the different types of data you can download from us: +
-[{Insert Images}]+
  
 +You are able to download your data as CSV , HTML or XLSX format.
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 [[..administrator|Back to Admin Guides]] [[..administrator|Back to Admin Guides]]