vTools Meetings March 10, 2012 Jennifer Schelly

Agenda Creating a Meeting Adding vTools.Meeting to your site Entering an L31 Advanced features – Feed manipulation – Meeting Statistics

Training: Information and Training Modules located at

vTools Meetings Different from just the L31 reporting tool that you are used to 3 main aspects L31 Meeting reporting Meeting Scheduling Feeds meeting information into your web site (including Webinabox) and myIEEE If you use Meeting Scheduling you only need to add attendance numbers for L31 On-line meeting attendee registration

Access to vTools Access to L31 and other vTools is automatically enabled for any volunteer who appears on the section roster. To verify who is listed visit this page: Per vTools request, IEEE now records more positions for Chapter and Affinity Group officers: Chair, Vice Chair, Secretary, Treasurer. Sections can also report a vTools Coordinator position. New officers can be reported online: – quired_reporting/officer_forms.htmlhttp:// quired_reporting/officer_forms.html –Takes a few business days for a change to be reflected. –vTools team has a project on its slate for automating officer reporting, to speed up the process.

On-line Meeting Registration Includes badge printing and meal tickets Offers credit card processing Deposits to Concentration Banking account Available for Sections only

Schedule / Create a meeting

Log in with IEEE Web Account

Enter Meetings Details

Options for Text Fields Text Textile – simplified HTML-type formatting, e.g.: –Bold: *text* - text –Headers: h1. Header text – Header text –Italic: _italicized text_ - italicized text –URL: Ref: HTML

Select Start Time and End Time Select Registration Starts and Registration Deadline Leave Registration Starts and Registration Deadline to the default to skip registration

Location Fields

Enter Speaker Information

Speaker Info Fields

More Speaker Fields

Enter Other Meeting Details Address of meeting URL for map URL for other registration system Not necessary if using vTools for registration. URL for Survey Header and Footer for web page Meeting contact name and address Enter speaker information

More Meeting Fields

Three Payment Options No Admission Charge Admission Charge

Menu and Publishing options

Publish only when ready Notice Cancel meeting flag Simple Menu Selection (if no fee involved)

Meeting page is created with Registration option

View Meetings

Past Meetings

Example of completed notice

Example

Integration with your Website

Options below are shown only to the meeting administrator Select Create from Existing to duplicate meeting and change only pertinent information (such as date) Select Edit to change form or registration options Select View Meetings Statistics Create/Edit L31 Report

Other Options

L-31 The L31 process is changing for all 2010 meetings. –Previous L 31 tool has been archived. The Meetings L31 tool will now be standard. – –Select create a new meeting report NOTE: New security model restricts access to volunteers listed in the Geographic Activities Roster While you are there, please use the Meetings tool to get your meetings on the calendar.

L31

L31 Report

L31 Report - new

L31 Search

View Meeting Statistics

Meeting Statistics

Meeting Statistics

Sent looks like this

Options to View Feeds

Feed Types RSS – L31 and Meetings XML – L31 and Meetings HTML – Meetings Table iCalendar (iCal) – Meetings

Using Feeds RSS L31s R1: BOSTON: Meetings RSS R1: RSS BOSTON: NH: HAMPSHIRE HAMPSHIRE

iCal Export Download iCalendar format.ics file Example: iCal for R1: asc/1 asc/1 Web calendar import: –E.g. Google calendar: py?hl=en&answer= py?hl=en&answer=37118

Training: Information and Training Modules located at

Reference info – contains project status, blog, contact information, FAQ, and training information – contact for any questions related to the project - Info. Mgmt. Coor. For R1