Waitlisted Registration

Ensure that registration method has been selected as “Waitlisted” in the event request before processing for the Waitlisted Registration setup.

The Standard Event Template form should be copied and used for Waitlisted Registration

1. Login to Certain and navigate to Events section.
2. Click Templates module to view the default available master template (based on event type), and select the template based on your requirement as shown in the below screenshot.

Once selected, the Event Setup Page will open. All information related to the event - event details, event contact, attendee types, agenda, questions and payments are maintained in this page

Update required fields as shown in the below screenshot which processing the template selection. Values should be taken from the request portal

• Event Name: Publishable event name
• Event Code: Program code
• Start Date: Actual event start date
• End Date: Actual event end date
• Event owner: The event owner column – Update it with the email id of the Event Contact (the person who is managing registrations on Certain) from the drop down list.
  If the Event Contact is not present –Retain your name as the event owner and contact the helpdesk team to add the requestor id
• Venue/Location: Select Create a New Location and then update the details
• Registration Contact: Select Oracle Events Team as a default

Note: Ensure the right program code has been updated in order to flow the right contact to the EloquaCXD for Lead flow, if failed, then contact records got stuck in the Eloqua.

4. Click Next to continue the event creation

5. Update the Event Venue information ( details in the portal) and rest of the information by click on the Next button.

• Unique code – Program code
• Name: Venue name
• Street Address and Address Line 2
• City
• State/Province and Zip Code OR non-US Province
• Country
• Check the box if the venue is a hotel

Event Attributes and Goals :
You can update or retain the values as per event

6. Update the following information under the Additional Event Information section while creating the event:

• Event Language – Used to drive the local language content automatically retrieved from the database and displayed in the event pages.
• Venue Type – Used to define the venue type where the event will be held.
• Primary Target Area – Used to specify the target area for the event. Also this helps to locate the event in the events search page.
• Event Registration Required and Event Monitored Registration – Used to confirm the regsitration method.
• Max Capacity – Used to determine the waitlist capacit.
• Searchable – Used to determine whether the event should be searchable for global or internal access.
• Oracle.com Keywords – Used to search the page using the keywords.
• Oracle.com Published – The date when the event is pushed live.
• Evite URL – Used to capture the Sales evite URL.
• Facebook, Twitter and LinkedIn URLs – Blank as Default. If custom URL are provided, update the URL to flow to the Sales calendar.
• Web Page Banner URL – Update the event header image path, where it reflects in all the pages (no further updates required in each event’s online pages).
• Translated Event Weekday and Date – Customized values can be given, the same will be reflected in all the online pages and Notifications pages.
• Footer Country Code – Used to derive the footer and displayed in all online pages.
• Data Sharing Disclosures ((Confirm participation level of Co-host/Sponsor(s)(disclaimers will be added based on selection)?): As provided in the GMSS portal
• Please note : Custom disclaimer requires Privacy team approval







• MultiFUSC Event – This option is used to define whether the event has the responses flow to different follow-up channels.
• Current Year – Update the current year.
• Click Next.

 

Role assignment : Registration Support

Registration Support provides Event access to the Marketer in the Certain tool. You can choose the email id from the dropdown list. If Marketer's email id not found, please contact GMSS helpdesk team.

 

Upon completing initial setup, you are automatically redirected to your created event section. Once there, verify values updated by you while copying the event from the master template. Click the pencil icon to update correct information and save all changes.

To set the maximum capacity for an event, follow the steps mentioned below.

• Go to plan -> Event Details -> Update the Registration Capacity




ENABLE WAITLIST AUTOMATION

• Plan -> Options -> check “Enable Event Waitlist Automation”


• After enabled, you will get the following options, kindly select the values as per mentioned in the below screenshot
  
  • Waitlist status = O_Registration Waitlisted (this helps to assign registrants status once it reached the maximum capacity
  • Update Reg Status = “O_Registered” (this helps to update the status once the space is available).

This section describes the steps for updating the following pages automatically.

• Welcome Page
• Thank-you pages in all the forms

To Update the Promo Banner value

Follow these steps to update the Promo Banner value that appears in the footer, as highlighted in the following screen shot.

1. In Certain, under the Plan module, click Configure.
2. In the left nav, click Display - Primary Display.
3. under Custom Header and Footer ➔ Header - Custom HTML or text to display at the top of every page
4. Change script code "var promoValue="NA";" update based on region value ( APAC, EMEA, NA, JAPAN, ANZ-AUS, ANZ-NZ, LAD, LAD-BRAZIL, WW )



5. Click Save.

To Update the Disclaimer Script

Follow these steps to update the disclaimer that appears in the footer, as highlighted in the following screen shot.

1. Click Disclaimer Generator. Fill the details as given in the request portal
2. Generate the disclaimer.
3. Copy the code from "For Certain/ Eloqua Source Code:".
4. In Certain, under the Plan module, click Configure.
5. In the left nav, click Display->Primary Display, and update the disclaimer script code in the Footer - Custom HTML or Text to display at the bottom of every page.


6. Click Save.

To Update the Customized Event Name

1. In Certain, under the Plan module, click Configure.
2. In the left nav, click Display-> Extended Display, in the Shell Header (HTML to include above the main page), remove the Event Name merge field and update the customized event name.

All the fields under the Advanced shell header and footer have been updated with the custom dynamic data field. There is no action required from your end unless you would like to update a custom event name. You can change the event name under Event Setup. Alternatively, you can use the Event Name merge field, which automatically displays the header images. If the requester wants to modify the event name that is displayed in the header image, then you can update the customized event name text instead of using the merge field.

To Update Footer language code and country code update

Follow these steps to update The language code and country code update that appears in the footer, as highlighted in the following screen shot.

1. In Certain, under the Plan module, click Configure.
2. In the left nav, click Display-> Extended Display, please change the Country code and Language code in Shell footer sections.
3. Change script code "var countryCode = "us"; var languageCode = "en-us";" update codes based on country and language



4. Click Save.

Follow these steps to enable the My Profile Waitlisted Registration form.

1. Click the Waitlisted Registration – My Profile form and enable this form as the Primary form for the event and save.
2. Check the form open and close dates. (Start date should be the request creation date, and the end date should be after the event date.)
3. Check “Allow form to remain open when event Registration Capacity is reached”



4. Change registration status upon form completion to O_Registered. With the automated waitlisting feature, O_Registration Waitlisted will be automatically assigned starting once capacity is reached



5. Check the My Profile form registration status and logic flow and make sure to add the Event Waitlist option to the form sequence as shown in the below image.



6. Government Employee Validation Check:
   
   
   1. If Government Exclusion?= No selected in the portal, Kindly remove the logic since no validation is required.
   2. If Government Exclusion?="Yes" selected in the portal, No Action is required, since already added logic to validate the government Employee.
      
      

   In Certain tool, please make this update: If Government exclusion: "No", Move Logic2 to from right panel to left panel.

7. Navigate to the Event Waitlist option section on the left navigation and do the following update to Header Text and Error message
   
   Add “label” text with the following span tag to the above-highlighted section code to get the respective translations
   
   

   <span class="cform29"> Registration has reached capacity. To add yourself to the waitlist please select the Continue button below and complete the form

   <span class="cform28"> Add to Waitlist? </span>



8. Click on Confirm Tab to update the thank-you-page content and save.
   
   

Follow these steps to enable the Non My Profile Waitlisted Registration form.

1. Click the Waitlisted Registration – Non My Profile form and Check the form open and close dates. (Start date should be the request creation date, and the end date should be after the event date.)
2. Check “Allow form to remain open when event Registration Capacity is reached”

   

3. Change registration status upon form completion to O_Registered. With the automated waitlisting feature, O_Registration Waitlisted will be automatically assigned starting once capacity is reached



4. Check the Non My Profile form registration status and logic flow and make sure to add the Event Waitlist option to the form sequence as shown in the below image.



5. Government Employee Validation Check:
   
   
   1. If Government Exclusion?= No selected in the portal, Kindly remove the logic since no validation is required.
   2. If Government Exclusion?="Yes" selected in the portal, No Action is required, since already added logic to validate the government Employee.
      
      

   In Certain tool, please make this update: If Government exclusion: "No", Move Logic10 to from right panel to left panel.

6. Navigate to the Event Waitlist option section on the left navigation and do the following update to Header Text and Error message
   
   Add “label” text with the following span tag to the above-highlighted section code to get the respective translations
   
   

   <span class="cform29"> Registration has reached capacity. To add yourself to the waitlist please select the Continue button below and complete the form

   <span class="cform28"> Add to Waitlist? </span>



7. Click on Confirm Tab to update the thank-you-page content and save.
   
   

Follow these steps to set up the cancellation form.

1. Under the Plan module, click Forms and edit the cancellation registration form
2. Check the form open and close dates. (Start date should be the request creation date, and the end date should be after the event date.)
3. Check “Allow form to remain open when event Registration Capacity is reached” to allow registrants to cancel their registration.



4. Set the default registration status to O_Cancelled.

5. Click on CONFIRM Tab on LHS, Update the Cancellation Thank-you page and save, if the requester has provided different content than the default.
   
   

Cancellation Form Registrant Details Section

This cancellation form link has been enabled or updated in the waitlisted confirmation email. The logic has been set as default, and we don’t recommend adding or removing any logic or profile fields under this section.

Below images shows how the cancellation page appears

'Add New / Update Registration – For Oracle Use ' is added to the In-Person Event Master template and is used by registration support users within Certain to add their registrants at event time.

• Web form link is not to be shared with the marketers.
• This form has to be set up for all the events until notified.
• NOTE: No action required in this page during testing setup.

 

When the event request is approved, the analyst does the following:

• Select this form 'Add New / Update Registration – For Oracle Use', along with other related forms while making the event LIVE


• Note: If it is not listed in the forms " TAKE FORMS LIVE AND SCHEDULE EMAILS Tooltip" box, then please do the following steps :
• Under the Plan module, click Forms.
• Edit Add New / Update Registration – For Oracle Use.
• Verify the following the steps
• Check “Make this form available on the Admin side.”
• Uncheck test mode once the event is live.
• Check “Allow form open beyond event end date.”
• Check "Allow form to remain open when Event Registration Capacity is reached.


• If the event has survey questions, add them under the Questions tab (use the same steps for other forms).

Note: No changes to be made on the confirmation page or to the form processing steps.

The reminder has to be enabled and scheduled once the event request is approved and externalized.

1. Click to select 'Schedule this email?' once after the event is approved.
2. In the Code text box, type (or verify) the event code ReminderEmailSend – This is to identify the type of notification we are scheduling.
3. In the Schedule fields, select the date and time that the reminder has to be scheduled.
4. Set the Filter logic with the values from the Filter Values table (below).
5. Save the reminder email.

Filter Values

Note: The reminder schedule settings completed need to check scheduled Emails in Comminications left nav.
Navigate ➔ Communication ➔ Scheduled Emails
in right nav check Event Reminer Email status should be "Queued"

You must associate the notification pages with the following custom statuses for Waitlisted registration(No action from Demand Center as it is already set, just verify). Refer to the steps and screenshot below to set the custom statuses.

• O_Registered: to be associated with Waitlist Email Registration Confirmation.
• O_Registration Waitlisted: to be associated with Waitlist Waitlisted Email.

1. Under the Plan module, click Event Setup->Custom Statuses. You can also click on the left nav, click Custom Statuses and select the respective status.
2. Click Advanced.



3. On the Registration Status Logic Rule Details page, edit the logic and associate the respective notification.

O_Registered: to be associated with Waitlist Email Registration Confirmation.

O_Registration Waitlisted: to be associated with Waitlist Waitlisted Email.

This section covers how to send the test notification to the requester for review.

1. Log in to Certain EMS Apps.
2. Select your event from the event list.
3. Under the Manage module, click Registrations.


4. Click the registrant counts (the hyperlinked numbers within the chart) to find out the registrant details.


5. Select the registrants to whom you want to send the test.



Note: If you select all, then the test notification will be triggered to all.

6. Under the Actions menu, click Compose Email.



7. Select the notification template from the drop-down for test review. This will take the exact copy of the template from the Communication tab.
8. Email Mass Action Name :

   
   
   A new field is been added to capture the name of the Mass Action so we can add a unique value to associate a name with the group of registrations getting these emails. The purpose of this new feature is to track delivery, opens, and bounces for this email send. You can then track this mass action email send under Manage > Registrations > Email Analytics tab.

9. The selected registrants' email addresses will be added in the To field. Add the email addresses of the requester, QA, and others in the CC field.
10. Select Send as HTML? and click the "Preview" to verify the email. Click the Send Email NOW button to trigger the notification to the requester for review.
    
    
    
11. Another method to trigger test email notification:
    
    Select Promote->Communication->Email templates.
    - Select the email from list of Email templates
    - Click on Send Test Email on the right side.
    - Search the available registrants email id ( for best practice, use DM analyst email id, and avoid actual customer email id)
    - "Send Test Emails" section, you can enter email ids to send test notifications.