TangentRW

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      1 comment  ·  Wishlist » Events  ·  Flag idea as inappropriate…  ·  Admin →
      TangentRW commented  · 

      5) If a registrant changes her/his/their registration status their forum subscription status would change accordingly.

      TangentRW shared this idea  · 
    • 2 votes
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        0 comments  ·  Wishlist » Account administration  ·  Flag idea as inappropriate…  ·  Admin →
        TangentRW supported this idea  · 
      • 5 votes
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          Collecting comments  ·  5 comments  ·  Wishlist » Events  ·  Flag idea as inappropriate…  ·  Admin →
          TangentRW supported this idea  · 
        • 195 votes
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            136 comments  ·  Wishlist » Emails  ·  Flag idea as inappropriate…  ·  Admin →
            TangentRW commented  · 

            This remains a high priority for us as well. The difference between responding to a forum notification and responding to an email thread in an email client is the difference between night and day.

            We are having to use clumsy email threads (which is a two or three step process, since doing this means getting everyone's permission to disclose their email address to everyone else) to maintain communications and organizing within our organization. We have been pushing the forums recently but they remain pretty dead; the action is in the emails.

            TangentRW supported this idea  · 
            TangentRW commented  · 

            Just putting my two cents in on the need for this as well.

            Every time we have had a new web developer offer his services for the group he has put in forums, the forums have died, and we have gone back to using Yahoo! Groups listservs. This has happened three times now. After this latest failure we may be looking at Meetup. To maintain interest in our organization we need push content where the end user can decide the terms of his participation. If the content is not in front of him in his email notification he will not be sufficiently intrigued to participate in the discussion; he also usually won't participate if he can't respond by hitting the reply button.

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              34 comments  ·  Wishlist » Events  ·  Flag idea as inappropriate…  ·  Admin →
              TangentRW commented  · 

              I would like to see two choices for this feature:

              1) Each session accepts an entirely new set of registrants.

              2) Each session is open to new registrants but carries over the registrants from previous sessions.

              A number of our events are organized around of group of core attendees who make the event viable but also very much want others to join them, which is why we would like the second option above.

              TangentRW supported this idea  · 
            • 11 votes
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                2 comments  ·  Wishlist » Events  ·  Flag idea as inappropriate…  ·  Admin →
                TangentRW commented  · 

                This is especially desirable since we do not yet have the ability to allow registration into repeated events and therefore have to duplicate the entire event in the schedule.

                Many of our events are based around a core group of attendees who very much want others join them for subsequent sessions. Currently to do that we have to duplicate the event and then duplicate the registrations, or don't bother and just assume that the regulars will be in attendance.

                TangentRW supported this idea  · 
              • 2 votes
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                  3 comments  ·  Developers » API  ·  Flag idea as inappropriate…  ·  Admin →

                  Hi,

                  The section “Show registrants who want to be listed” will be added in API soon (second decade of Jan).

                  Schedule for email announcements and reminders can’t be set via API and it is not in our development plans. Is it required to manage email options via API?

                  Dmitry
                  Mobile development team at Wild Apricot

                  TangentRW commented  · 

                  We are currently considering utilizing the ability to create events as part of a resource scheduling application. Being able to manage email options via the API is an expectation for us.

                  Note that it would be possible to indirectly manage email content and scheduling for events by administratively setting up events with such settings preset and then copying them, however this is not possible for two reasons:

                  1) There is a bug in Wild Apricot where duplicating past events behaves differently than duplicating future events. If a future event is duplicated then the event email messages and schedules are duplicated, however if a past event is duplicated then these settings are not duplicated. This is a bug because this different behavior is not documented and does no meet reasonable user expectations.

                  2) The API is missing a "duplicate event" call. In my opinion it should have such a call, partly for the mobile app in addition for other potential apps.

                  TangentRW supported this idea  · 
                • 6 votes
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                    3 comments  ·  Wishlist » Events  ·  Flag idea as inappropriate…  ·  Admin →
                    TangentRW commented  · 

                    Note that the comment immediately below is much simpler than the original proposal; it simply says that it should be possible to duplicate an event in the same way, regardless of whether the event is past or not. This would allow an event to be copied to serve as the basis of another event. It was moved into this proposal by an admin, presumably because its practical use had some aspects in common with the original proposal.

                    TangentRW commented  · 

                    Currently when a future event is duplicated, the event email settings are duplicated, specifically the email texts, the email distribution lists, and the schedule for releasing email x days in advance of the event. However, when the event has already happened and it is duplicated then the email schedules and distribution lists are not duplicated. At the very least this is inconsistent behavior and it is also undocumented.

                    The proposal is to treat copying past events the same as copying future events. For each email announcement or reminder in the source event, its distribution list and schedule of x days in advance would be copied into the duplicate event. In the case of the schedule x days in advance the new email schedules would be from x days in advance of the duplicated event's newly scheduled date-time.

                    By preserving consistent treatment of copying between past and future events it will also be possible to create 'template' events to help administrators standardize data inputs between different events.

                    Having a 'template' ability also leads to this corollary suggestion:

                    Add to the Events API a call for duplicating a specific event. This will enable calling such 'template' events to standardize data entry across events even if the API does not allow access to the specific email controls for an event. Duplicating the event from the API would duplicate the email settings.

                    I also sympathize with the proposal elsewhere to allow duplicating event registrants as well but believe that this should be an option only.

                    TangentRW supported this idea  · 
                    TangentRW shared this idea  · 
                  • 4 votes
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                      1 comment  ·  Wishlist » Events  ·  Flag idea as inappropriate…  ·  Admin →
                      TangentRW commented  · 

                      There do exist proposals for a resource scheduler.

                      Instead of relying upon tags I would prefer having customizable event data fields (associated with the event, not with the registration or contact data types).

                      I would not discount the tag field entirely either. If there was a means of centrally managing the tags so that they could be edited en masse that would improve the use of tags as a sort of catchall.

                      TangentRW supported this idea  · 
                    • 4 votes
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                        0 comments  ·  Wishlist » API  ·  Flag idea as inappropriate…  ·  Admin →
                        TangentRW supported this idea  · 
                      • 68 votes
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                          Collecting comments  ·  49 comments  ·  Wishlist » Members  ·  Flag idea as inappropriate…  ·  Admin →
                          TangentRW commented  · 

                          Most of our memberships are monthly but we are now encouraging our members to join for longer terms, such as quarterly.

                          1) I agree that we should have a button that allows renewal and a level change. When the level change options are shown, the current level should remain on the list of options; this is to allow the member to change his mind or to recover from a mistake in pressing the button in the first place.

                          2) There is still a place for allowing a level change within a membership term. For example we have individual converting to bundle memberships and vice versa. While prorating and re-invoicing for this change would be desirable it should at least remain as a option for those organizations who wish to use it.

                          TangentRW supported this idea  · 
                        • 2 votes
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                            1 comment  ·  Wishlist » Events  ·  Flag idea as inappropriate…  ·  Admin →
                            TangentRW supported this idea  · 
                          • 2 votes
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                              0 comments  ·  Wishlist » New features  ·  Flag idea as inappropriate…  ·  Admin →
                              TangentRW supported this idea  · 
                            • 28 votes
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                                Collecting comments  ·  23 comments  ·  Wishlist » Security / Privacy  ·  Flag idea as inappropriate…  ·  Admin →
                                TangentRW commented  · 

                                I want to give this right to the majority of our members so the limits on some types of administrators would also have to be relaxed.

                                TangentRW supported this idea  · 
                              • 5 votes
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                                  3 comments  ·  Wishlist » Events  ·  Flag idea as inappropriate…  ·  Admin →
                                  TangentRW supported this idea  · 
                                  TangentRW commented  · 

                                  I would also request an option to delete the Not Attending button.

                                  I confess that I have not observed exactly what the Not Attending button does but some event organizers will not want to see that as an option for their events because it subtly encourages casual readers of the email to simply make the easier choice of not attending. I can see why some organizers would want it but other organizers should have the option of not offering it.

                                  Incidentally, I could not find anything in the documentation about what the Not Attending button does. When I press it, it simply takes me to the event web page. Does it do anything else or is it part of a planned future feature?

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                                    1 comment  ·  Wishlist » Events  ·  Flag idea as inappropriate…  ·  Admin →
                                    TangentRW commented  · 

                                    The point of this proposal is that to assign an event organizers to an event reveals that organizer's email address, which is a violation of the privacy settings for the user's profile.

                                    What probably should be added to this proposal is adding the still publicly obscured organizer's email address to the chain of system message replies for announcements, confirmations, etc.

                                    TangentRW shared this idea  · 
                                  • 1 vote
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                                      Collecting comments  ·  0 comments  ·  Wishlist » Events  ·  Flag idea as inappropriate…  ·  Admin →
                                      TangentRW shared this idea  · 
                                    • 182 votes
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                                        120 comments  ·  Wishlist » Events  ·  Flag idea as inappropriate…  ·  Admin →

                                        Current design suggestion: https://docs.google.com/presentation/d/1bysAcJFAs9-lVEbNBSyqhT-QSDt6TvTDPz8k2nvaJ3I/pub?start=true&loop=false&delayms=15000

                                        Key Change:
                                        We’ve extended the ‘Event calendar’ gadget settings by adding a new option ‘Members-driven events’ – allows members to submit their events from the calendar page by using a simple form.

                                        We’ve also included a few features to help you organize and restrict these events. These changes are:

                                        1) Restrict the submitting events option to specific members
                                        2) Automatically assign tags to these events so you have easily include/exclude them from various calendars
                                        3) Options to send a confirmation email to the submitter and or administrator
                                        4) Separate filter in Event list for administrator to show Members events
                                        5) Members that submit events can access a list of the events they’ve submitted to view, edit and delete them

                                        Excluded for now:

                                        1) No options to submit events with advanced registration options. Only minimal details, like Title, Description, Dates and Location. However an administrator can add…

                                        TangentRW commented  · 

                                        As I am increasingly being influenced by this proposal elsewhere on the Wishlist:

                                        http://forums.wildapricot.com/forums/308932-wishlist/suggestions/12479814-custom-administrator-permissions-to-define-new-a

                                        I thought that I would experiment here with what the approaches being considered in that proposal would look like with events created by members.

                                        These ideas are based on the hypothesis that everyone potentially has full administrative access to the events module but in reality the organization will restrict that access to meet the organization’s specific management requirements. In principle, everything below would be giving members limited access to the administrative backend.

                                        First, allow events to have a proposed status where they are not yet scheduled into a space-time location. Meetup does this. System users can still register for the proposed event but will have to recommit to the event once it is scheduled. Proposed events can be shown on the calendar gadget. All registration types might have to allow a proposed status followed by a confirmed status in their settings. This is to allow, but not require, the event workflow to start with the membership.

                                        Sets of event information can be saved as an event template which can be instantiated when an event is created. This is to allow administrative control, and standardization of event UIs and data inputs. Meetup just inaugurated this concept in Meetup Pro.

                                        Allow system users, contacts or members, a limited set of administrative roles below the full the administrative event manager role and allow the members access to a limited form of administrative mode to create, edit, and delete events.

                                        The administrative scope of such sub-roles can be limited to read only/create/edit/delete events that are

                                        1) Organized by an individual contact. This is new and many organizations would not want this but my response is that some organizations will want to empower contacts in some ways in order to a) collect revenue from their efforts and b) to induce them into becoming members. It is my personal belief that contacts should be treated as a full system user level below members but that is a separate proposal.

                                        2) Organized by an individual member.

                                        3) Organized by members within the same membership group.

                                        4) Organized by members within a membership level.

                                        5) Later, organized within a chapter.

                                        6) Later, organized within a network of chapters.

                                        Below full administrative control, sub-functions associated with events can be assigned:

                                        1) The ability to propose/create/edit/delete events.

                                        2) Whether an event created by this use requires higher administrative approval to be placed on the schedule as either

                                        a. A proposed event.

                                        b. The actual event itself.

                                        3) Whether the user has the ability to approve another user’s event within one of the above specified administrative scopes.

                                        4) The ability to set event tags for the event, use a defined subset of preset tags, or only one preset tag. In my view there is still need for a central event tag manager at the full administrator level. The event tag feature is a surprisingly powerful feature of Wild Apricot.

                                        5) An adjustable contacts/members access control for sending email invitations to prospective registrants. This can be full access to contacts and searches down to limiting access to zero or more pre-designated saved searches. Later, if social network posting becomes a reality, there would be controls for allowing access to post event invitations to preset social network channels (Facebook, Linked In, etc.)

                                        6) An adjustable access control for allowing users with sub-administrative privileges to overwrite standard email templates used for announcing, registering, and confirming the event.

                                        7) An adjustable access control for allowing members with sub-administrative privileges to set capacity constraints and registration types for the event. For lower access controls, possibly the potential event class described above, and possibly later (if social posting of events on Facebook and Meetup becomes a reality) for registration types that map into social network events, the event might have one or more pre-fixed registration types.

                                        8) One or more event templates can be assigned to certain levels of control.

                                        9) Later, events could be limited to a preset list of venues.

                                        10) Later, events could be assigned to bookable resources.
                                        A subset of these administrative roles and scope can be assigned to individual members, members of a group, or to members of a membership level.

                                        This is not a trivial set of ideas but most of the UI for these controls amount to managed subsets of the existing controls available at the event manager administrative level.

                                        Events are the heart of what an organization does. With the possible exception of serving as a repository of information for members, events are the primary reason why organizations exist. Events work best if they percolate up from the membership.

                                        TangentRW commented  · 

                                        A few more comments:

                                        1) There need to be more fields than the ones proposed even if this is a first pass at a solution to the problem. Using the information presented under the current proposal if an event is submitted the administrator would still know nothing about the planned fee structure, attendance, or space requirements for the proposed event.

                                        2) Part of why a member will put forward an event is to recruit potential participants and to judge interest in the event. I would suggest allowing such proposed events to have visibility to the membership and to allow members to quickly indicate their interest in such an event, even if this interest does not constitute a formal registration in the event. Going further I would allow the organizer the ability to send an email message to those parties interested in the potential event: scheduling happens not just on the administrator side but on the members' side as well.

                                        I say these comments knowing that this is a first pass at the problem, and matters such as workflow and setting registration levels will be addressed in a later version. My long term advice is to figure out a way to map events and certain event registration levels into Meetup or to socialize Wild Apricot similar to how Meetup copied what Facebook did.

                                        In the long run your competition is not ClubExpress, Tendenci, or MemberClicks....it's Meetup.

                                        TangentRW commented  · 

                                        I just looked at current design outline (dated February 12, 2016). Under item "1) Restricting submitting events option to specific members" I have one more suggestion:

                                        Please provide an option to allow restricting submitting events to the bundle manager only.

                                        In our organization we use bundle managers as "group host members" and they have more privileges than the members of their group (i.e. bundle).

                                        TangentRW commented  · 

                                        One more thought regarding data entry validation: as an option allow administrators to create a predefined list of allowed venues.

                                        TangentRW commented  · 

                                        Automatically assigning tags is a very good addition as administrators can do a lot with simple tag assignments. However I do think that you need more data entry validation on the member event submission forms:

                                        1) I would look at allowing administrators to define fields associated with events, just as you do with contacts/members. Similarly I would allow a pop-up lists/check boxes, etc. to be set up for these fields.

                                        2) Similarly I would allow for pop-up lists/checkboxes that would map directly to preset tags. I would do this particularly if your reject my proposal 1) above. At least the existing tag field could be used to hold a significant amount of information.

                                        3) More importantly I suggest allowing administrators to restrict the dates and times on the calendar UI itself to one or more sets of date and times with each set of dates and times being associated with a unique tag as defined by an administrator.

                                        Our conference hosts 400 event sessions in three days. Each event happens in one of five departments and all events use a cross-convention time block system to regularize how our members schedule their activities. Each time block and department has a program code.

                                        It's too bad that you are delaying the approval workflow but this is still tremendous progress!

                                        TangentRW supported this idea  · 
                                        TangentRW commented  · 

                                        While organizers/administrators may have a common idea of what they mean when the they set up an event, when you start taking information from the members you can no longer rely on a common set of an assumptions about what constitutes an event. Also there can be a lot of supporting information surrounding an event and that information can be unique to each organization or event.
                                        We run 3-day conferences that host 400+ event sessions at the conference (you might call our events "sub-events" as by registering for the conference one then becomes eligible to host events and to register for the events at the conference). Almost all of the events at the conference are submitted to us by our members, and are reviewed, edited and approved by administrators. For organizations such as ours to consider using your system at our conference we would need the following features:
                                        1) An event approval workflow along the lines you outlined above where the control over the content eventually transfers to an administrator, after which the member can propose changes or cancellations but they are signed off by an administrator. I would hope that a Wild Apricot workflow would be designed to be more flexible than what I have described above but that this would be one option that we could choose within the set of workflow options that WA would provide. I would also hope that such a workflow would allow for a log of changes and for a listing of internal comments associated with an event proposal, similar to what you have for invoicing.
                                        2) At our largest conference we have found it necessary to organize our events into departments, standardized time blocks (which are the same across departments), and sub-categories of event type. Thus we are typically displaying events by departments (we call them Event Areas) and time blocks both in our program and online. Currently the only way that we would add such data to an event using the Wild Apricot system would be to use the existing meta-tag system with carefully designed tags and event calendar gadgets carefully designed to capture events with particular matching tags. However there is a problem here: under the current proposal no tags are visible to the person proposing the event, nor is the meaning of the tag apparent. For this problem I am proposing that we allow administrators to define a user interface for the members' event proposal form where there are preset options to add predefined meta-tags to the tag field.
                                        3) Frankly, adding an administrator controlled member UI to meta-tags would not be enough. In addition to having administrator presets for the tags behind an event proposal form we would also need options for administrators to define data entry options for both existing (time, date, location, description) and new (administrator-defined) data fields that could be presented in the event proposal form itself. Similar to what you have with contact and member administration, we need to be able to define additional event fields and a user interface for these fields that can be used to enter data into, validate, and to display information from events. Similar to what you have for contacts and members, we could use advanced search and saved search options for events.
                                        4) Member submitted events can have their own management problems generated by the sheer number of events submitted. To treat our members fairly we sometimes have to ration access to events such as by letting out a fixed percentage of slots at certain times while releasing the rest on-site so that our more recent registrants can atttend at least some of the events at these conference. To manage these controls on an event by event basis at one of our conferences would be a nightmare. With at least admission limits there is a need to proration numerical values at one time across whole searched for sets of events as a part of the administrator user interface. I can also see non-prorationed adjustments of field values across sets of events with the same properties such as time, location, etc.
                                        5) Finally, not all events are the same, some are sub-events of a larger event. Currently we can get around this problem by incorporating our super-event registration at the membership level (for example certain membership levels include an implicit super-event registration; only those levels of membership can see or register for an event at this super-event) but this would become messy once we offer a second conference similar to our largest one. I recommend looking at conferences as super-events or at least as sets of events that employ a common set of properties that can be predefined by an administrator.

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                                          0 comments  ·  Wishlist » Events  ·  Flag idea as inappropriate…  ·  Admin →
                                          TangentRW supported this idea  · 
                                        • 29 votes
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                                            Collecting comments  ·  16 comments  ·  Wishlist » Contacts  ·  Flag idea as inappropriate…  ·  Admin →
                                            TangentRW supported this idea  · 
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