How to Work With Reggie/ORC

Before you create your event | Create a Venue | Create Custom Fields | Create Module Groups |

| Create a new event registration | Branding profiles | Manage events | Waiting Lists | Waiting List Workaround | Have Questions?

To request setup of your group's account, please use the Web Help form »

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Before you create your event

Create a Venue or Venues for your event or events

Set up venue information; you will need it when you set up your registration form "module." If you forget, set up a draft event, then create the venue, then go back and apply it in your new event.

  • Click the Venues tab
  • Click the Create New button
  • Fill in the details for your venue
  • Click Save

Optional: Create Custom Fields to collect survey information

If you need to collect survey-type information from registrants, set up your Custom Fields so they are available when you set up a module for the event.

  • Click the Custom Fields tab
  • Click the Create New button
  • Use the New Field link to create fields to collect information
  • Use commas to separate mutiple choice values

Optional: Create Custom Module Groups to make your events sortable

The Reggie/ORC service is provided at the department level, so you may need to share your account with other users from your department.

Custom Module Groups allow you to sort your events from other users while browsing the dashboard and event Modules infomation.

  • Click the Settings tab, then
  • Click the Custom Module Groups sub-tab
  • Use the Create New link to create a new group
  • Type in the desired name of the new grouping; examples:
    • Jane Crayon's Events
    • Operations Events

Module Groups are set when you create your event registration Modules, and the selector is near the top of the Module form.

Optional: Create Module Categories for additional sorting of events

For an additional level of organization for your events information, you can create Module Categories. Module Categories and sub-categories can be used for grouping and filtering in lists and calendars, and can also be used in reporting to separate data.

  • Click the Settings tab, then
  • Click the Module Categories sub-tab
  • Use the Create New link to create a new category
  • Type in the desired name of the new category; examples:
    • Live in-Person Events
    • Seminars
    • Grand Rounds
  • If desired, the new category can be made a sub-category of an existing category

Module Categories are set when you create your event registration Modules, and the selector is near the bottom of the Module form.

Create a new event registration Module

Create New and Basic Setup

Event registrations are called "modules."

 

  • Click the Modules tab
  • Access existing event modules here
  • Click the Create New button
  • The Module detail page contains most of the event's details and tools for managing the registration process
  • You can save your work any time and resume later
  • If you find you need something while you are working on the form, like a missing Venue or Module Group, Save your work so far, go create the item, then come back and apply it on the module

 

  • Fill in the forms at the top for basic event information
  • Choose one of the available Branding Profiles*
  • If you have created a Custom Module Group, you can apply it here; 
  • Create a unique event ID for this module
  • TIP: However many seats there are for the event, add one so you can register yourself; this way you can confirm notifications, etc.
  • Fill in other settings and Description
  • Automatic Waiting List means that, if a registrant unregisters via the form, all wait listed users will get an email inviting them to register, but only the first to submit the form actually gets to register

Choose a Branding Profile

* Each account is provided with two branding profiles you can get started with, SM Brand  &  iFrame.  Alternate branding graphics are available for School of Medicine and Stanford Hospital branded events. Creating a new branding profile is pretty easy.  You can also iFrame the blank version of the form into your own Web page.

Fill in event dates and settings

  • Fill in date information; you can have up to 5 related sessions
  • If you will have multiple sessions in this event, see Creating Mult-session Reggie/ORC Modules »
  • Advanced Fee Configuration is not usable for Stanford Medicine events
  • Click the Settings button to open the panel
  • Fill in Event Preparation Statement, if desired
  • Registration Confirmation Text is displayed to the user after they register
  • Lodging Information can be entered, if needed

More Settings, and Correspondence

  • After Settings there are additional fields for your event
  • IMPORTANT: Provide Contact Info
    your contact
    Unless you are the only user of the account (so that you are the default contact) you must include your specific contact information, or your registrants may become confused about who to contact with questions
  • Select up to 3 Custom fields
  • If you want security for your form, you can apply an optional authorization code you supply to your desired registrants
  • CAPTCHA is a feature that requires the user to type in a code phrase to match an image; this is used to prevent form spam; IMPORTANT: a bug has been reported for this function in IE when the form is iFramed. If you use CAPTCHA, don't iFrame the form. If you must iFrame, don't use CAPTCHA
  • Open the Correspondence panel to manage email notices, etc.
  • Use this panel when you want to send a message to all current registrants NOW; enter your message and click Save at the bottom of the page
  • IMPORTANT: The default contact for new events is the first user for the department; if this isn't you, be sure to change the Correspondence Email Address to your own for both "To:" and "From:" for notifications.
    your contact too

 

  • You can set up to 4 event reminders
  • You can request feedback from attendees after the event using the Feedback Requests feature; use the Feedback tab to create new questionnaires
  • If you have created Cirtificates of Completion, you can have them sent to participants after the event; click the Settings tab and then Certificates of Completion to Create New certificates
  • If you want to require a ticket for entry to the event, use the e-Ticket Setup section
  • Use the Save button to save changes; note that some changes can affect and notify existing registrants
  • The URL of the form is displayed and linked from the top of the module. You can email the link to potential registrants, link it from a Web site, etc.
  • If you want to match the appearance of a Stanford Medicine Web site, use the iFrame Branding Profile, then put in a Web Help request with both the registration form URL and the URL of the page or section where you want the registration form added. If you are a Web Author using Dreamweaver, you can do this yourself.
  • TIP: If you allowed an extra seat for yourself, don't forget to register using the new form.

Manage events

As users register for your event, you can review and manage them using the tools that appear at the top of the detail page for each event module (see below).

manage icons

  • View the Module for your event with registrants
  • At the top is a row of icons; these are used to manage your event
  • Module Roster Tools: Shows the current roste
    • Module Roster: Shows list of registrants and cancellations
    • Sessions Roster: For multi-session Modules, shows who registered for which sessions
    • Certificates of Completion: Can be used to send a certificate, if you set one up (see Certificates of Completion in the Settings tab)
    • Track Attendance: Use to keep track of who attended
    • Name Badges: Can be used to create printable name badges for the event
    • Export Registrations: Can be used to create a data file you can import into Excel for analysis or storage
  • Name Badges: Use to create printable name badges for the event
  • Export Registration Data: Can be used to create a data file you can import into Excel for analysis or storage
  • Sign-in Page: Logs you out of Reggie and shows you a form you can use to have registrants sign in at the event
  • Custom Reports: Generate custom reports you can share

Waiting lists

  • Waiting List registrants can be viewed by clicking the Reports tab, then Waiting List Maintenance.
  • Use the form to select your event module and make choices about what you want to see, then click List Entries
  • The users on your waiting list are displayed
  • Click a user's name to view details

IMPORTANT: The Waiting List function leaves something to be desired. When your event roster is full, all further visitors to the form are shown the Waiting List registration version of the form. When registered attendees on the roster cancel registration, all users on the waiting list get an email and dash to the registration form, but only the first  one typically gets to register. The rest get the Waiting List form again, leading to frustration and questions. So, what can you do?

Waiting List Work-around

  • Create two Modules for any event you want to manage with a waiting list
    • One version is just for the waiting list
      • Set a large number in "Event Size" in Basic Setup, so any number of wait listers can register
      • Make it clear in the descriptive text that this version of the form is for the waiting list, and registrants will be contacted if a seat opens up
    • The other version is your regular registration module
      • Set "Event Size" in Basic Setup to the exact number you want to register
      • Uncheck "Automatic Waiting List" in Basic Setup
      • Include a bold line of text at the end of your Description that says "If you see "Status: FULL" at the top of this page, the event is now fully registered. You can sign up for the Waiting List" and set a link from "Waiting List" to your waiting list registration form using the rich text editor for Description
  • Now, as registrants contact you to cancel, you can pick and choose from your list of waiting list registrants, and send them invitations to register again in a more controlled and friendly fashion
    • If they don't respond in a certain time frame, you can invite the next waitlister
    • Note that each registrant's confirmation email and reminders contain a link back to the Unregister form
      • When they reply to let you know they aren't coming, find this link in the return mail, and use it to unregister them, when you are ready
      • Note that, as soon as the person is unregistered, the form is open again for anyone to register; if you have confirmation that your preferred waitlister wants to attend, you can register them yourself, immediately after unregistering the previous person

Have Questions?

  • You can find more information linked under the Support tab
  • The quickest way to get answers to  questions is to use the phone numbers or email addresses listed on the Support page
  • You can also ask Web Help, and we'll find out for you

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