Aptify supports creating seminar-based Classes records that leverage Meeting Management features. For example, if you hold single-day seminars at hotels with different speakers several times a year, the Courses record for this type of learning experience is best represented by setting the Product Type field to Meeting rather than Class.
Follow these steps to add a seminar-based Class that also creates a Meeting in Aptify:
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Open the Course that you would like to add a class To.
These instructions assume that the course you opened has the Product Type field set to Meeting. See Creating Courses for details.
- On the Classes Tab, select the New Record button.
- A new Classes Record is opened and the Course field is populated with the name of the Meeting record.
- Enter the Class Number and Class Title.
- Verify that the Course (required) is populated with the name of the Course it is being created under.
- Specify a Parent, if desired.
- When a Parent Class is specified, that parent class's product automatically becomes the parent of the current class's product.
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The Parent field also appears on the Meeting Info > Product Details > Product Info tab, but it is disabled since you cannot modify it there.
- Specify Start and End Dates/Times for the class.
- The start and end dates flow down from the Class to the Meeting automatically.
- Select the Status for the new Classes record.
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By default, the field is set to Approved.
This field does not impose validation for class registrations (in other words, the system does not prevent a user from registering a student for a class with a status of Pending, Rejected, Cancelled, or Complete). However, Web users can only register for classes with a status of Approved on an e-Business website.
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- Select the Type for the Class, this field specifies the environment where the class will be held.
- The default type is Classroom.
- Verify the Coordinator, for the class.
- Click the Meeting Info tab.
- The Meeting Type, Coordinator, Meeting Conflict, and Max Reg. fields are pre-populated.
- The Meeting Type, Coordinator, Meeting Conflict, and Max Reg. fields are pre-populated.
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Ensure that values for the Meeting Type and Coordinator fields are correct.
- In the Meeting Conflict field, select the value for the preferred approach to handling checking whether a person is already registered for another meeting or session that occurs at the same time as this class:
- No Conflict Validation: (default) The system does not perform a conflict check when a person registers for this meeting.
- Conflict Warning: The system checks for conflicting meeting registrations and displays a warning message. A user can override this setting to ignore the conflict and create the meeting registration.
- Conflict Prohibited: The system checks conflicting meeting registration and displays a warning message. However, the user cannot override this setting to ignore the conflict.
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In the Max Reg. field, set the maximum number of people (registrants) who can register for this meeting.
- Meeting space is managed by Aptify Inventory
- This field is for tracking purposes only
- Configure the other meeting-related settings for this class, which includes:
- Location: Specify the venue and address of the where the class will take place. This also includes a specific meeting room, if applicable.
- Speakers: Identify the speakers and instructors for the class.
- Sponsors: Identify any third parties that are sponsoring this class to help subsidize the cost.
- Hotels: If applicable, enter any information about hotels local to the class location and their rates or specials.
- Resources: Identify any resources that are required for the class.
- Education Units: Define how many units participants can earn attending this class.
- Attributes: Identify any additional class details, as applicable. The use of these attributes will vary from organization to organization.
- Web: On the Web tab, you can enable this class so it appears on an e-Business website and defines the class's web details.
- Prices: Define the prices you want to charge for this class.
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Accounting: Define whether this class will be taxable and specify a future revenue recognition date, if applicable.
For more information about specifying the details for a meeting, see Managing Meeting Products. For more information about setting up products, see Managing Basic Products.
- On the Meetings > General tab, verify the meeting logistic details, such as the Location, Speakers, Sponsors, etc...
- These details will all flow down from the Meeting the class is linked to, however, they can be created separately on the new Classes record.
- These details will all flow down from the Meeting the class is linked to, however, they can be created separately on the new Classes record.
- Save the Classes record.
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