VTools Meetings March 10, 2012 Jennifer Schelly [email protected].

vTools Meetings

March 10, 2012Jennifer [email protected]

Agenda

Creating a MeetingAdding vTools.Meeting to your siteEntering an L31Advanced features– Feed manipulation– Meeting Statistics

Training:

Information and Training Modules located at http://vtools.ieee.org

vTools MeetingsDifferent from just the L31 reporting tool that you are used to3 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: http://www.ieee.org/web/volunteers/rosters/index_regions.html

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:– http://www.ieee.org/societies_communities/geo_activities/req

uired_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 ticketsOffers 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”:http://url.com/

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 meetingURL for mapURL for other registration system

Not necessary if using vTools for registration.

URL for SurveyHeader and Footer for web pageMeeting contact name and email addressEnter speaker information

More Meeting Fields

Three Payment Options

No Admission Charge

Admission Charge

Menu and Publishing options

Publish only when readyNotice 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

Example

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 optionsSelect ‘View Meetings Statistics’ ‘Create/Edit L31 Report’

Other Options

L-31The L31 process is changing for all 2010 meetings.– Previous L 31 tool has been archived.

The Meetings L31 tool will now be standard.– http://meetings.vtools.ieee.org– 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

Email Meeting Statistics

Meeting Statistics

Email Sent looks like this

Options to View Feeds

Feed Types

RSS – L31 and MeetingsXML – L31 and MeetingsHTML – Meetings TableiCalendar (iCal) – Meetings

Using Feeds

RSS L31’sR1: http://meetings.vtools.ieee.org/reports/rss/1/BOSTON:

http://meetings.vtools.ieee.org/reports/rss/1/BOSTON

MeetingsRSS R1: http://meetings.vtools.ieee.org/meetings/rss2/1 RSS BOSTON:

http://meetings.vtools.ieee.org/meetings/rss2/1/BOSTONNH:

http://meetings.vtools.ieee.org/meetings/rss2/1/NEW%20HAMPSHIRE

iCal Export

Download iCalendar format .ics fileExample: iCal for R1: http://meetings.vtools.ieee.org/meetings/ical/0/90/asc/1

Web calendar import:– E.g. Google calendar:

http://www.google.com/support/calendar/bin/answer.py?hl=en&answer=37118

Training:

Information and Training Modules located at http://vtools.ieee.org

Reference info

http://vtools.ieee.org – contains projectstatus, blog, contact information, FAQ, andtraining information

[email protected] – contact e-mail for anyquestions related to the project

[email protected] - Info. Mgmt. Coor. For R1