12-CRS-0106 REVISED 8 FEB 2013 PRESENTS Payment Functionality

12-CRS-0106 REVISED 8 FEB 2013 Table of Contents Introduction to Payment Functionality Enable payment functionality Admission charge Admission charge – Pricing levels Enable payment functionality – cont’d. View registration form Add multiple registrants to card payment. System recognizes the member number is not for a discount grade 2

12-CRS-0106 REVISED 8 FEB 2013 Table of Contents Make payment through PayPal Successful registration and payment View payment details Meeting Statistics Reservation Confirmation 3

12-CRS-0106 REVISED 8 FEB 2013 Introduction to Payment Functionality 4

12-CRS-0106 REVISED 8 FEB 2013 Enable payment functionality In this example, we’ll set up a new meeting and enable payment functionality for it. Click on “Schedule Meeting” 5

12-CRS-0106 REVISED 8 FEB 2013 Enable payment functionality – cont’d. Provide all required meeting information marked with an asterisk (*). 6

12-CRS-0106 REVISED 8 FEB 2013 Enable payment functionality – cont’d. Set Meeting date and time For specific details on registration functionality, please refer to the tutorial titled “Registration Functionality and Meeting Statistics.” 7

12-CRS-0106 REVISED 8 FEB 2013 Admission charge Select “admission charge” or “optional charges” radio button to show payment options. Specify “Pricing” levels. Note that you can have multiple price levels. Specify who qualifies for a given price level based on association with IEEE or member grade. As an example, you can provide discounted pricing to IEEE members with deepest discount offered to IEEE student members. Registrants will be required to provide their member number to qualify for the discounted price level. The system will use the member number to check the registrant’s member status (active/inactive) and current member grade. Specify the fee level effective dates. This optional feature can be used to offer discounts for early registrations. You can set both start and end dates, just a start date, or just an end date. Click here for additional pricing options details. 8

12-CRS-0106 REVISED 8 FEB 2013 Admission charge – Pricing levels Specify “Time of payment.” You can use this setting to require users to pay before they can register, or give them an option to bring a check or cash to the meeting. Specify if this registration fee is optional, for example if you are collecting payments for an optional dinner. Specify if you allow refunds and set an optional deadline after which refund requests won’t be accepted. If you allow refunds, the system will show a message advising registrants that refunds can be requested by ing the meeting organizer. If you leave this checkbox un-checked, the registrants will be advised that there are no refunds. 9

12-CRS-0106 REVISED 8 FEB 2013 Admission charge – Pricing levels Let’s set a few price levels with various effective dates and discounts based on member grade. Let’s also make this a required fee and offer refunds. To add levels, click on “add level.” Review the pricing options and then finish setting up the meeting. 10

12-CRS-0106 REVISED 8 FEB 2013 Enable payment functionality – cont’d. Finish filling out the required information. When using built-in registration, you can specify the maximum number of registrations allowed. You might want to use this when there is a limited capacity at your meeting. Leave this field blank if there is no limit on the number of registrations. 11

12-CRS-0106 REVISED 8 FEB 2013 Enable payment functionality – cont’d. Provide a meeting contact address. Registrants will use this address to ask questions regarding the meeting itself, registration, or payment. Save the changes by clicking the “Create” button. 12

12-CRS-0106 REVISED 8 FEB 2013 Enable payment functionality – cont’d. 13

12-CRS-0106 REVISED 8 FEB 2013 View registration form Click here to view what the registrants will see 14

12-CRS-0106 REVISED 8 FEB 2013 View registration form Note the refund policy 15

12-CRS-0106 REVISED 8 FEB 2013 View registration form The registration form is simple. Fields highlighted in red with an “*” next to them are required to be filled in. 16

12-CRS-0106 REVISED 8 FEB 2013 Add multiple registrants The event registration form allows you to register multiple meeting attendees with a single credit card payment. Let’s add another registrant. Let’s fill in the required fields 17

12-CRS-0106 REVISED 8 FEB 2013 Add multiple registrants Selecting a price level that is member grade specific will make the member number field required. Save this registrant 18

12-CRS-0106 REVISED 8 FEB 2013 Add multiple registrants Click on “Register and pay the fee now” to submit the information. 19

12-CRS-0106 REVISED 8 FEB 2013 System recognizes the member is not qualified for the selected discount The system detected that the provided member number is not associated with a student member grade. Therefore, the registrant is not qualified for the selected discount price. Edit the registration data for this registrant 20

12-CRS-0106 REVISED 8 FEB 2013 System recognizes the member is not qualified for the selected discount Correct the member number and click on the register button again. 21

12-CRS-0106 REVISED 8 FEB 2013 Make payment through PayPal Note the correct total amount Meeting registrants can pay with a credit card or their Paypal account. For the purpose of this tutorial, we’ll pay with a credit card. Fill in all of the fields and select “Review Order and Continue.” 22

12-CRS-0106 REVISED 8 FEB 2013 Make payment through PayPal – cont’d. This section can be expanded to view details by clicking on this triangle. 23

12-CRS-0106 REVISED 8 FEB 2013 Make payment through PayPal – cont’d. Submit the payment data. 24

12-CRS-0106 REVISED 8 FEB 2013 Make payment through PayPal – cont’d. Review the details and confirm payment. 25

12-CRS-0106 REVISED 8 FEB 2013 Make payment through PayPal – cont’d. Click here to return to vTools. Click here to print a receipt. 26

12-CRS-0106 REVISED 8 FEB 2013 Successful registration and payment A separate message regarding payment status will be sent once the payment is processed by Paypal. Click “Continue” 27

12-CRS-0106 REVISED 8 FEB 2013 View payment details If you are logged in as a volunteer, you can view payment and registration statistics. Let’s log back in and open the meeting to view the payment details. 28

12-CRS-0106 REVISED 8 FEB 2013 View payment details – cont’d. Click on “View Meeting Statistics” 29

12-CRS-0106 REVISED 8 FEB 2013 View payment details – cont’d. 30 This page will show you registration for your meeting attendees. You can download this information in CSV or TSV formats. You can also edit the information(excluding payment status) if needed by clicking on the “Edit” link.

12-CRS-0106 REVISED 8 FEB 2013 View payment details – cont’d. 31 Let’s download and open the CSV file

12-CRS-0106 REVISED 8 FEB 2013 View payment details – cont’d. CSV data can be viewed in Excel. 32

12-CRS-0106 REVISED 8 FEB Meeting Statistics 33 Finally, let’s look at an receipt sent by vTools to each registrant.

12-CRS-0106 REVISED 8 FEB 2013 Reservation Confirmation Meeting registrants receive payment confirmation details via . Note links to the meeting, meeting organizer’s , and IEEE address. 34

12-CRS-0106 REVISED 8 FEB 2013 Thank you! Thank you for viewing the tutorial. Please remember to visit vTools’ site ( to learn more about our projects. If you have any questions regarding vTools.Meetings, please us at: Thank you! 35