Event Functions

Though not every event has functions, many larger meetings do have functions as add-ons to the event. Functions can be used to track any meeting, breakout session, or class that occurs as part of an event. You can also use event functions for lunch or dinner sessions, special needs, or requests for a registration (A/V requirements, food choices, etc.), or indicating sponsors for an event. Any situation in which you need to track a subgroup of registrants, you can track the person via a function registration.

Please note that you cannot sign up an attendee for a function without an overall registration for the event.

Note

Your Function notebook may be configured differently based on your system requirements.

How to Edit/Add functions

1. Click on the Functions tab in the Event Notebook.

2. Click on the Add Function button at the top of the page. This will open the Events Function window.

   

3. On the Function tab, fill in the appropriate function information including the following:

   • FunctionCD: Enter the unique identifier for the function. This is the only required field for the Function. The value must be unique within the event but does not have to be unique across all events. For example, you can have a FunctionCD of LUNCH in every event, but it cannot appear twice in the same event. The FunctionCD should have no spaces or special characters except for an underscore.

   • Title: Enter the title of the function. By default, this will appear on the website if the On Web flag for the function is checked.

   • Standard Price: Enter the non-member price for the function.

   • Member Price: Enter the Member Price for this function.

   • Discount Price: Enter the Discount Price for this function. This requires configuration, talk to your Euclid Analyst for more information.

   • Other Price: Enter any additional price associated with the function.

   • Start Date: Enter the Start Date for this function.

   • End Date: Enter the End Date for this function.

   • Start Time and End Time: Enter the start and end times of the function. These fields can be used when breakout sessions occur at specific times throughout the event. Note that the times must be entered in the format HH:MM AM. Entering other time formats will either cause an error or will impact the sorting of functions by time.

   • Location: Specify the location of the function.

   • Description: Enter a long description of the function.

   • Cancelled: This field is automatically populated based on the cancellations for the function.

   • Registered: This field is automatically populated based on the registrations for the function.

   • Type: Enter the type of function (e.g., luncheon, breakout, ribbon). These can be used for sorting functions on the web.

   • Level: Enter the level of the function. This field allows you to specify the level of difficulty for a training session but can be used for any categorization needed for the function. These can be used for sorting functions on the web.

   Note

   Function type and level options are stored in the Lookups Reference Table as CATEGORY = FUNCTIONTYPE and CATEGORY = FUNCTIONLEVEL.

   • Max Attendees: Enter the maximum number of attendees for the function. This number must be greater than 0 to allow for online registrations for the function.

   • Min Attendees: Enter the minimum number of attendees for the function.

   • Accounting CD: Select the ledger code where revenue for the function should be allocated. The availability of this field requires configuration by Euclid staff. Please contact your support analyst if you are interested in this functionality.

   • Tax CD: Select the ledger code where taxes for the function should be allocated. The availability of this field requires configuration by Euclid staff. Please contact your support analyst if you are interested in this functionality.

4. Complete the following fields which control web display and require versions of the ClearVantage web forms that are designed to utilize these fields. More information can be found in the section of this guide on Event Web Display.

   • Selection Type: From the dropdown, select the function selection format that you would like to have display on the web.

     • Radio: Registrants can select only one function within a group. For example, this is often used when you want to limit registrants to selecting only one session within a time period.

     • Checkbox: Registrants can select each function by checking a box. Multiple functions can be selected.

     • Input_field: Registrant can enter a quantity for the function. This is often used for purchasing a number of tickets for a dinner without needing to enter separate registrations.

     • Display: The function title is displayed in the registration form but is not able to be selected. This can be used to list a lunch break where registrants to not need to specifically sign up for lunch.

   • Exclude Member Types: Select the member types that should not be allowed to register for this function from the dropdown. For example, this can be used for excluding non-member member types from an Annual Business Meeting.

   • On Web?: Check this box if you want this function to display on the web.

   • Fee Based: Check if this box if the function has fees listed so that the fees display on the website.

   • Ticketed Function: This flag does not have any functionality. It is for reporting and printing tickets/badges.

   • Exclude in Time Conflict: Check this box if you do not want the time conflict checking to apply to this function. For example, this can be used when a reception spans 3 hours but there are dinner events that start halfway through, and you want registrants to be able to sign up for both.

   • Exclude Time Display: Check this box if you do not want the start and end times of the function to display on the website. This is often used if a function is for signing up for dietary restrictions or guests.

5. Click on the blue Save button to save the function and return to the event notebook.

Duplicate Functions

ClearVantage allows you to duplicate any function in the event. This feature is used when you are creating a function that is similar to an existing function in the event.

1. Select the row of the function you wish to copy and click the Duplicate button at the top of the list.

1. This will open the Duplicate Function window. By default all the profile information will copy over to the new function, you can edit this information in the new function record.

1. Enter a New Function CD and a New Title.
2. Select the information from the function tabs you would like to copy over.
3. Click the Duplicate button to copy the function.

Additional Functions Tabs

The Function Notebook has several additional tabs that allow you to track information specific to the function. Some of these tabs only display information entered in other parts of ClearVantage whereas other tabs are designed to be updated in the function notebook.

These tabs display information entered either through the event where the function is selected or through the registration. Information cannot be updated directly on these tabs.

• Attendees Tab: Information on the attendee’s tab will automatically fill in when an individual is registered for the function. You can use the radio buttons at the top of the list to filter for All, Attendees, Cancelled or Waitlisted registrations. You can also mark attendance by clicking the Attendance button and selecting the appropriate dropdown button. Under the Actions column, you can click on the checkmark which indicates attended or the circle with the line through it which indicates no-show.

  

• Certification Tab: You can enter certification types and credits that are tied to the specific function rather than at the event level. More information is available in the section on Certifications.

• Sponsor Details Tab: This field is used to track the Sponsor of a particular function as well as the Contact for the sponsorship. Additionally, this tab can be used to configure Sponsorships and Golf Foursomes.

Function Comments

The function comments feature allows users to collect information from registrants using a text input, dropdown, or checkboxes for multiple selection. Additionally, the function comment can be customized for each event function individually.

CV Online Setting Required

Requires EVT_REG_NEW_FCOMMENTS CVO setting to be configured and set to Y (default N). When this setting is not present, the system will continue to use legacy function comments. Billable configuration may be required to enable enhanced function comments on your member website. If you have custom forms that do not automatically receive baseline updates or are not using CV Web version 5. Please open an action item to have your web analyst review and provide a quote if you are interested in using this feature.

To add function comments to an Event Function Record:

1. Go to the Function Comment section on the event function.

   

2. Comments can be collected using text, dropdown, or checkbox options to allow free input or selection from a list of available options via the ‘Comment Type’ dropdown.

   1. To create a Dropdown or checkbox, click on the appropriate option from the comment type dropdown.

   2. In the ‘Comment Options section’ create the options that one can select by using syntax as in the following example:

      • CODE1=Option 1|CODE2=Option 2|CODE3=Option 3

3. Type in the Prompt or instruction text in the ‘Comment Label field.’

4. Select either the Required Field (Text Field or Dropdown) or Required Field (checkboxes) if you want to require the comment to be filled out on the registration form.

5. This will now flow through to the event registration form, see below for an example of how the information filled out in the first screenshot appears on a registration form.

To view function comments on a registration form:

1. Open the registration form that you would like to view the comments for.

2. Click on the Functions tab on the registration form.

3. Select the Manage Functions button to view and modify the registrant’s function comment, as well as make function comments for any new functions that are added to the registration form interface.