Manual (June 19, 2012) /32

Revisions by: Tom Vargo and Becca Holbrook First created by: Chris Thompson and Becca Holbrook

A step by step guide for using Seattle Technology’s Conference Programmer software for conferences at Texas Tech University.

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Logging Into Conference Programmer

From the “Conference Programmer Login” Screen:

1. Click the “Login” Tab

2. Enter your Username (may not be your eraider)

into the “Enter User Name” Field

3. There is NO Password

From the “Conference Programmer Login” Screen: 1. Click the “Connection Info” Tab 2. Select “HousingConferences” from the ‘ODBC Connection’ drop

down Menu 3. Enter “DBO” into the ‘Table Owner’ area 4. Select Current year 5. Click “Ok”

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The Conference Programmer “Main Conference Screen:

Internal Notes about group. Anyone logging into CP and has access to the cover sheet can see this (ID Office, Housekeeping, Design Office, Hospitality, etc.! Be careful what you put in here!

General Information about the camp. All of this information will be shown on the Conference Cover sheet also.

Camp Contact Person Information

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Adding a Note

From your Main Conference Screen: 1. Click the “Procedures” Tab 2. Select “Add Conference Note” Please make sure to utilize this feature as it places your initials and when this was added! *You may also add a Note for a Single Participant. Follow the same Instructions, except start from the Selected Participant Information Screen

From your Main Conference Screen: 1. Type your note in the Notes Area (Your Curser Automatically

Appears here) 2. Click “Post” when finished with your Note

Shortcut: Use the “F8” key on your keyboard instead of going to “Procedures —> Add Conference Note”

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Selecting a Specific Conference

From your Main Conference Screen: 1. Click the “Locate” Button (Top Right) 2. Select ‘Select Conference’ from the drop

The “Select Conference” Screen will appear: 1. Either:

-Type in the specific Conference Name in the “Search String” box OR -Select ‘Select Conference’ from the drop down Menu

2. After the specific Conference is Highlighted, Click “Select”

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The Reservation Calendar

The “Reservation Calendar” Wizard will appear: 1. Change the “Range of Calendar View” to

include the dates you’d like to have access to 2. Select the buildings you’d like to have access

to in the “Select the Buildings to View” Area 3. Click “Next”

From your Main Conference Screen:

1. Select the Specific Conference

2. Click to expand “Room Assignments”

3. Click “Reservation Calendar”

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The Reservation Calendar

When you are done viewing the reservation calendar, you will need to “cancel” or “save and exit”. You cannot com-pletely exit out of Conference Programmer from the reservation calendar screen. As seen in this example, “2007 Bob and Pat Knight” camp have rooms reserved in Chitwood. Here you can see two lines per room ~ these rooms are doubles. Single rooms would be indicated by a single line with a ‘do not enter’ line in the second space.

Within the Reservations Calendar, you may scroll through to see what rooms are blocked (Have a Key and the Conference Name), which are assigned (Have a Person (Red-Male, Blue-Female) and the Specific Participant’s Name) You may also Right Click to see what other Options you have, more specifically Blocking Rooms (Covered in the Next Section), and Deleting Selected Rooms

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Blocking Rooms

From the “Reservation Calendar” Screen 1. Select the Rooms you’d like

to Reserve (Block) for a Conference

2. Right-Click and Select “Block”

The “Assign Participants” Screen will appear: 1. Make sure the appropriate sex is listed

in Subgroup. 2. Verify the Information is Correct 3. Click “Apply”

Blocking DOUBLE Rooms:

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Blocking SINGLE Rooms:

The “Assign Participants” Screen will appear: 1. Verify the Information is Correct 2. Click “Apply”

Blocking Rooms Cont’d.

A Screen will appear Confirming the Block: 1. Select “Ok” 2. Select “Ok” from the ‘Assign Participants’ Screen

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Exporting a Rooming List

From your Main Conference Screen:

1. Click to expand “Reports”

2. Click to expand “(6) Pre-Conference

Assignment Planning”

3. Click “Assignment Export-Subgroups”

The “Assignment Export” Preview will ap-pear: 1. Click the “Export Report” Button (Located in the Upper Left)

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Exporting a Rooming List Cont’d.

The “Export” Screen will appear : 1. Select Microsoft Excel 97-2000 (XLS)

from the “Format” drop down Menu 2. Select Disk File from the “Destination”

drop down Menu 3. Click “Ok”

The “Excel Format Options” Screen will appear : 1. Click “Ok”

The “Select Export File” Screen will appear : 1. Select the location you’d like to save the file to so you

may easily find it later 2. Click “Save”

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Preparing an Exported Rooming List to Send to Conference Contact

From Microsoft Excel (NOT Conference Programmer) 1. Select “Open” from the

“File” drop down menu 2. Locate and Select your

saved Exported Rooming List

3. Click “Open”

The Rooming List will appear: You may now manipulate the file to send to your Conference Contact. It is important to make the file easy to add to Participant information to, so it is suggested you color-code which rooms are blocked for Men (Blue), and which for Women (Pink). This year they are already identified as Men or Women if you select the proper report format as described on page 10. The Conference Contact will need to add Participants’ First and Last Names and Gender You will have the conference ID cards at this time, and their Meal Card Numbers must be added to the spreadsheet and imported at this time.

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Preparing a Roster to Import

From an Open, and returned

Rooming List in Excel (NOT

Conference Programmer):

1. Select “Save As” from the

“File” drop down menu

2. Select the location you’d

like to save the file to so

you may easily find it later

3. Select Text (Tab

Delimited) from the “Save

as Type” drop down Menu

4. Click “Save”

An “Information” Box will appear: 1. Click “Yes”

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Importing Rosters

From your Main Conference Screen: 1. Select your Specific Conference 2. Click to expand the “Wizards”

Tab 3. Select “Import” A Wizard Screen will appear: 1. Click the Folder Icon

An “Open File” Screen will appear: 1. Select your Specific File 2. Click “Open”

The Wizard Screen will Reappear: 1. Click “Next”

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Importing Rosters Cont’d.

The Next Wizard Screen will appear: 1. Match “Source” to “Destination”

2. Click “Add Link”

3. Repeat for all “Source” Fields

The Next Wizard Screen will appear: 1. This is a preview of the

information contained in your file 2. Double Check this information is

correct 3. Click “Next”

When Finished, your screen should look like this 1. Click Next

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The Next Wizard Screen will appear: 1. Click “Ok”

The Next Wizard Screen will appear: 1. Click “Next”

Importing Rosters Cont’d.

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Importing Rosters Cont’d.

The “New Room Occupants” Screen will appear: 1. At the top it might say you are at-

tempting to exceed capacity—ignore this

2. Click “Ok” until you have verified that all rooms contain the correct persons.

The Next Wizard Screen will appear: 1. Click “Next” You may have seen this screen before, it is the same screen you saw before the occupants were ‘checked’

The Wizard will disappear and return you to the Main Conference Screen. You can check to see if your “Subgroups/Participants” have correctly imported by clicking on the tab. You are finished Importing!

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Participant Information

This Screen contains all pertinent participant information.

From your Main Conference Screen: 1. Click to expand “Subgroups/

Participants” 2. Click the desired Participant

Name

Name Room Gender Roommate Name Check-In/Out Info Notes Good place to add If they lost a key, access card or left early. — Please be aware that this information does not print on the conference cover sheet

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Participant Check In Information

This Screen is where you check in each participant. Make sure you have clicked on the correct participant. (Expand “Subgroups/Participants” to see the full list of guest names)

From your Main Conference Screen: 1. Click on Status and

enter “Registered” if they have arrived.

2. If they are a no show enter “No Show” in the Status box

3. Click the Green button to the left of “Checked In” for any guests who checks-in.

4. Click on Post to save the in-formation you just entered.

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Conference Check In Information

This Wizard will help you check in a large conference.

1. Click on Wizards first

2. Then click on Group Check In/Out

5. Check the “Change check in value” box and enter the date of arrival

6. Hit next button

3. Place a check by “Null”.

4. Uncheck the “Do not change” box and change to “Registered”

if they have arrived.

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Conference Check In Information continued

5. Check the Adjust only those checking in button and enter the arrival date and hit Next.

6. Confirm everything is correct and click on Next and you are done. If they are a no show or cancellation uncheck that participant and you will have to update them by hand.

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Key Labels

From your Main Conference Screen:

1. Click to expand “Reports”

2. Click to expand “(10) Labels and Badges”

3. Click “Key Labels”

A Wizard Screen will appear: 1. Select the specific conference

from the drop-down menu 2. Click “Ok”

Your Labels should appear and look like this

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Check-In Rosters

From your Main Conference Screen: 1. Click to expand “Reports” 2. Click to expand “(7) “Registration” 3. Click “Registration List”

The “Report Parameters Screen will appear: 1. Select the specific conference from the

drop down “Group” Menu 2. Click Ok

Your Roster should appear and look like this. Have participant check key issued and sign their name. The staff working check-in needs to put their initials in Staff Initials.

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Room and Alpha Rosters

From your Main Conference Screen: 1. Click to expand “Reports” 2. Click to expand “(8) “Rosters” 3. Click “Roster by Conference”

The “Report Parameters Screen will appear: 1. Select the specific conference from the

drop down “Group” Menu 2. Select the specific building the conference

is housed in from the drop down “Building” Menu

3. Select if you’d like your roster sorted by Alpha Name (Last, First), or Room # (Building and Room) from the drop down “Sort” Menu

4. Click “Ok”

Your Roster should appear and look like this

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Conference Cover Sheet

From your Main Conference Screen: 1. Click to expand “Reports” 2. Click to expand “(2) “Pre-Conference

General” 3. Click “Conference Cover Sheet”

The “Report Parameters Screen will appear: 1. Select the specific conference from the

drop down “Group” Menu 2. Click Ok

Your Cover Sheet should appear and look like this with all the infor-mation you need to place in your Conference Binder at the desk. It is common that this becomes a 2 page document. Anything you put in the comments section will be visible on the cover sheet. Be careful what you put!

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Conference Calendar

From your Main Conference Screen: 1. Click to expand “Reports” 2. Click to expand “(1) “Overview 3. Click “Conference List by Date”

The “Report Parameters Screen will appear: 1. Select the date range you are looking for. 2. Click Ok

1. Change format to Microsoft Excel 97-2000

2. Click OK

1. Click OK

1. Determine location of where you want the file to go to.

2. Determine name of the file. 3. Click Save and find the file.

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Building Calendar

From your Main Conference Screen: 1. Click to expand “Reports” 2. Click to expand “(6) “Pre-Conference

Assignment Planning” 3. Click “Reservation Calendar Assignment Summary”

The “Report Parameters Screen will appear: 1. Select the specific date range you are

looking for and building you want to view.

2. Click Ok 3. Below is what you will see.

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Updating Meal Numbers and Times

From your Main Conference Screen: 1. Click to expand “Conferences” 2. Click on Meals 3. Click on the date you need to change. 4. Make changes in box below

1. Hit OK when changes are made. You will have to do this step for each day individually.

2. You may only make changes to the Count and Time Fields! 3. Put note in notes section of main page that you have made changes. 4. Email the Manager for Conference Services with any changes.

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Adding Subgroups

From the Conference Page: 1. Click on “Subgroups/

Participants” on the left

menu bar

2. Click on “Procedures” on

top menu bar

3. Select “Add Subgroup”

5. When you expand “Subgroups/Participants” you should see the new sub-group you named

4. A small window will pop up. Name the Subgroup, then click “okay”

To add participants to the subgroup: Go to “Procedures” and select “Assign Participants to Subgroup” Or assign a field in the roster to import

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Updating Key Codes

From the Conference Page: 1. Expand “Setup”

2. Select “Building and Rooms”

The following prompt will appear:

Select the Building that you want to edit from the drop down list

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Updating Key Codes, continued

Once you select the building, a listing of all the rooms will appear. You can select the exact room number that needs to have the key code updated. Once you select the room, click “Edit Room”.

Another pop-up will appear with all the details about the room.

Under “additional information” you can edit the key code and then

click “ok” on the “Enter Room Information” screen.

The final step is to click “ok” on the “Building and Rooms” screen. Then the updated key code will now be displayed on all rosters, labels, and reports that list the data.

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Common Errors

Error Message Solution

“Invalid Pointer” In the CP login screen; choose the Connection Info Tab: The Cells should read: ODBC: HousingConferences Table Owner: DBO

I/O Error 32 If you are attempting to import a roster, check to make sure the original Excel spreadsheet and the Tab Delimited version are closed.