Summary
This article provides step-by-step instructions for adding events to TrackMaster using either the Event Summary form or Bulk Upload feature. It also discusses the various ways to add participants to events and how to edit an existing event in TrackMaster.
Adding Events to TrackMaster
There are two ways to add events to TrackMaster.
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Event Summary Form
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To add one event or multiple events one at a time.
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To record the total number of participants instead of uploading participant files.
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To edit any field in the Event Summary.
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Bulk Uploads
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To add multiple events at one time.
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To add registrants, attendees, or speakers for an either an existing TrackMaster event or a new event.
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Should ALWAYS be used to add event participants that are not already in the TrackMaster People List.
Event Summary Form to Add Events
- From the Event Summary page click the Add new item button.
- Compete the appropriate fields for the event you are adding. The table below should answer questions regarding the fields.
Field(s)
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Considerations
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Event Title
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Must be unique. If entering a series with the same name add the date to the end of the title to make the entry unique.
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Registrants
Attendees
Speakers or Presenters
Vendors
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These fields provide a drop-down list of people already in the TrackMaster People List.
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Calculate Totals Automatically
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When selecting this box totals for registration and / or attendance will calculate automatically as long as you use one of the methods to add participant lists.
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# Registrants
# Attendees
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These fields are to record the number of registrants and / or attendees without uploading a list. When using this field do not check the box to calculate totals automatically.
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Shared Folder
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Allows for a link to an existing shared folder. The shared folder can be housed in any shared drive that provides a link (Google Drive, OneDrive). If shared drive is a network drive, copy and paste the path name into the field.
Documents will only be accessible to people who have access to the shared folder.
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| Alternative Text |
Event Webpage, Shared Folder, & Event Recording fields each have a field under them that with the words Alternative Text (option). If a word or phrase is entered into the Alternative Text field it will serve as a hyperlink in the Event Summary list. The URL must be entered in the field above for the hyperlink to work.
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Topics Section
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Topics align to the membership taxonomy. Populating this section makes events able to be filtered based on taxonomy tags. Populating this section will not add topics to individual records for people.
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Attachments
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Allows the addition of slides, event programs, vendor contracts, receipts, or any other documents associated with the event.
Documents will be accessible to everyone who has access to TrackMaster.
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Adding Participants
This section will help you determine the best method for adding participants and provide step-by-step instructions for each method. Participants include registrants, attendees, and speakers (including panellists).
Event Summary Form
Use if:
- All registrants, attendees, and speakers are EFDC members or you are confident they are already in the People List.
- There are only a few people that need to be added.
Instructions:
- Select the appropriate field on the Event Summary form (see image below). The fields are populated with a drop down menu that include everyone from the people list.
- Type each name in the appropriate field . When their full name appears below the box use your curser to select their name. When the name appears in the field it has been added.
Automation
Use if:
- All registrants, attendees, and speakers have a umich uniqname.
- Adding or updating event registrants, attendees, and speakers.
Instructions:
- First, use Event Summary form to add event to TrackMaster
- After event has been added right click on the three dots next to the event in the Event Summary list.
- Select Automate > Flows > TM: Update Event Participants
- To the right of the screen a box will appear with separate boxes for registrants, attendees, and speakers.
- Cut and paste either umich uniqname or email addresses into the appropriate box.
- Select the "Override Existing" to replace participants that have previously been added to the event.
Bulk Upload
Use if:
- Adding participants to an event that has already been added to TrackMaster. To add multiple events see section titled Using Build Uploads to Add Events.
Instructions:
- Go to: How to Bulk-Upload Data into TrackMaster article for full instructions.
- Following the instructions in the article above:
- Use the People Upload Template.
- Choose the appropriate type of participants to be added from the menu on the Bulk Add, Update or Email form (see image below).
Using Bulk Uploads to Add Multiple Events
- Go to: How to Bulk-Upload Data into TrackMaster article for full instructions.
- Following the instructions in the article above:
- Use the Event Upload Template.
- Download, populate, and save the Event Upload Template.
- Decide if you will be using the template to add participants or if you will add participants after the events are added.
- If using the template to add participants:
- Complete the first row for each event with all event information.
- Add either umich uniqname or email address to appropriate participant columns.
- Copy event title to all rows with participants for that event added.
- Select Add event summaries in bulk using a spreadsheet (see image below).
To Edit an Event
- From the Event Summary Page click the three dots (…) to the right of the event listing and select Edit from the menu.
- Edit any field you would like to update. If editing participants reference #3 under Adding Participants to determine the best method for updating or adding participants.
About the Author
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As the Mobile Technologies Core Manager at the University of Michigan’s Eisenberg Family Depression Center, Victoria Bennett helps investigators navigate the university’s robust resources while perpetually looking for opportunities to curate new resources. She aims to reduce friction for investigators who wish to utilize mobile technologies in health research. Drawing from her extensive experience with entrepreneurship, Victoria applies an entrepreneurial mindset to create efficient systems, improving operational effectiveness and impact.
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