TO - Manage Conferences

The TO - Manage Conferences task is available for training organization managers or employees to post and process conferences for their organizations. To post a Conference to the Training Registry, your organization must first be approved to provide the training. See the topic TO - Manage Trainings to learn how to submit trainings for approval. Refer to the table below to review the relationship between the Training Registry elements.

Term	Definition
Training	Summary of content or a defined curriculum for a class that will be used each time you schedule this content.
Class	An instance of the training you schedule to be held in the future.
Series	A grouping of classes that has been predefined within the Training Registry.
Conference	A group of classes or workshops defined by the training organization.

Quick Steps:

Sign in to the system using the link on the left navigation.
Click the Task drop down and select TO-Manage Conferences.
Click Schedule New Conference to create a new conference.
Click Create Class from the Conference Details to add classes to the conference.
Click Enrollment to manage the conference attendance.
Click the conference title to edit the conference or cancel the conference.
Click Remove to delete the conference.

Before you begin: Open and Sign In to the Iowa Child Care Provider Training Registry.

The result: The Manage Account page displays.

To manage the conferences for your organization:

Click the for the Task field.
Select TO - Manage Conferences.

The result: The Manage Conferences page displays.

To view conferences:

Click the for the View field.

The result: The view options display.

	View	Definition
	Current Conferences	All conferences on the calendar today and in the future.
	To be Processed Conferences	Past conferences that have not had the attendance processed.
	Cancelled Conferences	Cancelled Conferences that may have enrollees waiting for reschedule.
	All Conferences	All past, current, and cancelled conferences
	Processed Conferences	Past conferences that have been marked for attendance.

By default, the view will be Current Conferences.

To schedule a new conference:

Click .

The result: The Schedule a Conference page displays.

Enter the details for this conference and indicate the appropriate payment options.

All areas identified with an asterisk (*) must be completed prior to posting the conference to the training registry.

Click .

The result: The Manage Conferences page displays with the newly created conference.

To add classes to a conference:

Click the Conference Title.

The result: The Schedule a Conference page displays.

Click in the Classes Within this Conference: section at the bottom of the page.

The result: The Select Training page displays.

The trainings listed are those trainings your organization has received approval to train. If you do not see the training you need listed, please see the topic TO - Manage Trainings to apply to sponsor an existing or create a new training.

To allow for separate management of the enrollment and payments for the conference itself, add the class "Conference Enrollment."

Click the training .

The result: The Schedule a Class page displays.

Enter the class-specific information on the right side of the page or click the button to automatically fill in the conference details and adjust as needed.

To allow the "Conference Enrollment" to overlap all other sessions, select Yes for . The default will be No if you do not make a selection.

All fields identified with an asterisk(*) must be completed to post the class in the conference.

Click .

The result: The Schedule a Conference page displays with the new class (workshop, session) listed in the Classes Within This Conference section at the bottom.

Repeat steps 2 - 5 to create additional classes (workshops, sessions) for the conference.

To edit a future conference:

Click the title of the conference.

The result: The Schedule a Conference page displays the details.

Update the conference information.
Click .

The result: The update is made and the Manage Conference page displays.

To view the enrollment of the classes within the conference:

Click .

The result: The Manage Conference Enrollment page displays.

Click for any class within the conference.

The result: The Manage Class Enrollment page displays.

The order in which you Enroll the enrollees will determine who is placed upon the waiting list. To learn more about approving the enrollment of a training, see the topic Training Enrollment. A notification Email is automatically sent to the enrollee to inform him or her of the enrollment status.

To add a person from the Waiting List:

Click in the Waiting List section of the page.

The result: The Manage Class Enrollment page displays with the new person listed in the Enrollment section.

To move a person from the class within the conference to the Wait List:

Click the check box in the Move to Wait list column.
Click .

The result: The Manage Class Enrollment page displays with the person now listed in the Waiting List section.

To un enroll a person from this class of the conference:

Click the check box in the Unenroll column.
Click .

The result: The Manage Class Enrollment page displays without the person listed.

To manage conference attendance:

Click .

The result: The Manage Conference Enrollment page displays.

Click for the class within the conference that you want to manage.

The result: The Manage Class Enrollment page displays.

Click to place a check mark in the Attended or Not Attended check box to indicate attendance.

The result: The Manage Class Enrollment page displays with the appropriate check marks.

Click to save and update the class enrollment.

To print the Class Enrollment list from the Manage Class Enrollment page:

Click .

The result: The Class Enrollment Print window displays.

Click to produce a paper copy using your printer settings.

To create an electronic file with the enrollment data, select all (Ctrl-A), copy (Ctrl-C), move to Word or Excel, and paste (Ctrl-V)

Click to close the print window and return to the training registry.

To remove a conference:

Click next to the Conference Title for the conference you want removed.

The result: A message box displays to clarify and confirm the removal.

Click to confirm the removal of the selected conference because there was no enrollment; Click to confirm the removal of the selected conference; or Click to cancel the action.

If there are students enrolled in the conference, it cannot be removed.

To cancel a conference:

Click the title of the conference.

The result: The Schedule a Conference page displays.

Click the Cancel this Conference check box.

Click .

The result: A message box displays to clarify and confirm the removal.

Click to confirm the removal of the selected conference because there was no enrollment or Click to confirm the removal of the selected conference.

The result: The Manage Conferences page displays without the cancelled conference listed and an Email is sent to enrollees stating that the conference has been cancelled.