Scheduled Agenda Item: Details

Access via: (Event) > Plan > Event Setup > Agenda >  Agenda Scheduled" href="https://community.certain.com/pagehelp/event/agendascheduled_list.htm" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 8pt; color: rgb(22, 7, 255); text-decoration: underline;"Scheduled > Add or Edit

Jump to:

Schedule Management  ||  Fee Structure  ||  Label & Description  ||  Advanced  ||

This panel opens when you click

• Add New (on  Agenda Scheduled" href="https://community.certain.com/pagehelp/event/agendascheduled_list.htm" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Agenda > Scheduled) to add a new scheduled agenda item, or

•  in the Item List, or  in the Calendar grid, to edit an existing one.

 Video: Adding a Scheduled Agenda Item

Details

• Name (required) – Enter a unique name for the agenda item. This name is displayed on confirmations and reports, and on Certain Mobile.

• Type (required) – Select an agenda type: one of the standard types (Activity, Class, Meal, Session Breakout, Tour) or a custom one added under  Scheduled 'Custom Types'" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Custom Scheduled Types.

• Unique Code (required) – An abbreviation of the agenda item name.

• Sort Order – A number that sets the position of the item in a list. (For example, an item with sort order 1 shows before an item with sort order 2.)

• CEU – Use this field to track Continuing Education Credits for classes.
  • You can include the CEU field in Registration Agenda reports to track student progress in a field of study.
  • To have the CEU be assigned to only one person, be sure to enter 1 in the Maximum Order field, below.
  • The CEU for a class also appears on the Registration > Agenda page for each registration in the system. The Credits field there = number of reservations for the scheduled item x this CEU value.

• Points – The number of points used to score an attendee's registration for this agenda item.
  • For use with Tags (below).
  • The aggregate number of points per tag can be exported via a connector to a third-party application, or seen in the Interest Metrics Report.

• Capacity – The maximum number of seats available for a class or at a dinner, for example. Enter 0 for unlimited capacity.
  
  Note: Confirmed registrations that have a balance due are not counted against this total Capacity number, unless the appropriate setting is selected on Plan > Configure > Options.
  Caution: An agenda item can become overbooked if an incomplete registration (created before the total Capacity limit was reached) is edited after the limit is reached.

• Maximum Order – The maximum number of the agenda item that can be added to a registration order.
  (An order = primary registration + any additional registrations.)

• Start Date & Time and End Date & Time –
  • Click the calendar to pick dates, or enter dates in MM/DD/YYYY format. • Click the clock to select hours and minutes, or enter times in 24-hour format (HH:MM AM/PM).
  Note: Dates and times are U.S. Pacific Time.
  Caution: End Date/Time must be after the Start Date/Time.

Schedule Management

Organizing scheduled agenda items by location, track and group is particularly useful when you have a large number of items.

You can use these groupings (with Types) to arrange agenda items on a form Agenda Section.

• Location – (Optional) Select a location from the list defined on Agenda > Scheduled.

• Track – (Optional) Select a track from the list defined on Agenda > Scheduled.

• Group – (Optional) Select a group from the list defined on Agenda > Scheduled.

Note: As noted above, when you are using the Speaker and Session Management module in the event, you would be creating Sessions there rather than as scheduled agenda items on this page. That is also where you would be adding and managing the Tracks and Locations for those sessions.

• Tags – (Optional.) Select any of the tags set up for the current account (by an Administrator in Setup > Administration > Tags).
  Start typing for matching tags to be displayed incrementally.
  You can select multiple tags per agenda item. (Click the small x after a tag to delete it.)
  This is for use in conjunction with the Points value of the agenda item (see Points, above) as a metric for integration jobs, and for reporting.
  For example: agenda items A, B and C have the same tag (say "Mobile").
  • A has Points = 5, B and C both have Points = 10.
  • John Citizen attends agenda items A and B; his interest metric for Mobile = 15 (5 +10).
  • If he'd also attended agenda item C, his interest metric for Mobile would have been 25 (5 + 10 + 10).

Fee Structure

 Video: Adding Fees to Agenda Items

• Fee Type – If the item is not chargeable, select None
  If it is chargeable, select Fixed Fee, and complete these extra fields.
  
  Note: If you select Fixed Fee, you may configure up to five schedule fees and optionally up to five cancellation fees.

• Tax Rules – Select one of the three options:
  • Non-Taxable – No tax charged. Nothing more to enter.
  • Exclusive Tax – Set up a percentage fee with a Fee Type of "Tax" on Event Setup > Agenda > Fees to represent the tax.
  • Inclusive Tax – Select the tax included in the price. The list to choose from is of the taxes set up:
   • at the account level on  Tax Code Settings" href="https://community.certain.com/pagehelp/admin_reg/financial.htm" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Account Settings > Financial > Tax Code Settings,
    • and at the event level on Event Setup > Payments > Tax Code Settings.

• Discount Rules – Select one of the two options:

• Apply % Discounts: (Default selection.) The fee will be discounted if a percentage fee with a negative amount is applied.

• Exclude From % Discounts: Percentage discounts will not be applied to the fee.

+ For each "Fee Schedule" for this fee:

• Add another Fee Schedule – You may have up to five date-based fees for a scheduled item. Each would have a different Expiration Date/Time.
  For example, a fee may increase as the event date approaches
  Click the link to display the following fields to enter.

• Expiration Date and Time (PST) – (Required) The associated fee no longer applies after this deadline.
  Select or enter a date and time. Time is U.S. Pacific Time in 24-hour HH:MM format.

• Fee Code (Unique) – An abbreviation of the fee for summary reports. Must be unique in the event.

• Label for Reg form – (Optional) The label to be displayed online for this item in a registration form's Agenda section. (Note: You can include HTML tags, although there is no HTML editor.)

• Amount – (Required) The amount charged to the registrant if the item is added to their registration by the associated deadline.

• General Ledger Account – (Optional) The G/L account number used to track the fee.
  - Displayed only if Event and Budget Planning is activated in Plan > Configure > Options.
  - Maximum length: 25 characters.

• Create a Cancellation Fee for this item –
  If selected, enter up to five date-based cancellation fees.
  If a registrant cancels, they are charged the cancellation fee in effect on that date.

• Add another Fee Schedule – Click the link to display the following fields to enter. (The same fields as for the fees themselves, above.)

• Expiration Date and Time (PST) – (Required)

• Fee Code (Unique) – (Required)

• Label for Reg form – (Optional)

• Amount – (Required) Note: Cancellation fees must always be positive amounts. They are amounts to be charged to an attendee when they cancel, so they increase the amount due from that attendee.

• General Ledger Account – (Optional)

Label & Description

• Registration Form Label – Enter the text (up to 1000 characters) to be displayed for this agenda item on a registration form Agenda section.
  If left blank when adding a new item, this defaults to the Name of the item.

• Description – Aditional text (up to 8000 characters) to be included with the agenda item.
  (Note: Also displayed on Certain Mobile when an attendee taps an agenda item to see more detail.)
  
  Select one of the display options:

• • Do not show online

  • Link to new window (Description shows inside a pop-up window linked to the agenda item)

  • Display above Label

  • Display below Label

Note: To include a picture in the agenda item description, upload the image on  Display" help topic in a new browser window." target="_blank" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Settings > Display > Advanced, and then add an HTML image tag in the Description body.

Tip: All characters count towards the maximum lengths of 1000 and 8000. That includes any HTML code you add to customize your text, or to include an image, for example.

Planner Notes

Free text internal notes for planners.

Maximum length: 2000 characters.

Advanced

Advanced button (on toolbar at lower left) –
Caution: Legacy feature!
Add a custom question to display the item using a question section or logic rule in registration forms.
See Agenda Items: Advanced (Custom Questions).