Specifications for the Registration Module

Introduction
Field Groups
Fields
Page Properties
Page Layout
Specifications
Email Notification
External Registration Setup
Online Credit Card Payment Setup
Creating Forms and Payment Systems
Manual Processing of Payments

NOTE: text in gray means "already implemented".

General needs

• Visa handling needs a review/new part
• One main topic, universally considered of most importance, is to have a powerful SEARCH ENGINE.
• Invoices:
  • should be renamed (receipts?)
  • possibility to print a definable subset only
• Need to store who passed through the "on-site registration" (let's call it "check-in" instead of registration, OK?)
• When checking-in, get a subset of the registration data and show it on screen. Possibility, by the registration team, to accept and/or modify the data from there.
• Reimbursements: have a dedicated line for it (w/ possibility of reports, etc., for administrative people)
• On-site registration (logistic): use a pre-booth (thinking of people flow...) - for EPAC08, could be at the sides of the foyer - with clear instructions & one assistant. Then, after having registered, they can proceed to another booth (dedicated or standard?)
• Enhance email management.

Industrial Registration

• We need to be able to differentiate the methods of payments (for example, bank transfer only for industrials) --> methods of relating methods of payments to registration pages/forms
• Generation of the floor plans/booths layout automatically from the SPMS
  • Note: this has been done using external PHP scripting on the Elettra site.

Search Engine

• Explicit logical operators (AND, OR, NOT) among fields
• CSV export of search results
• Search also based on registration (or reg. update) time -> versioning, or temporal DB

Hotel Handling Module (HHM)

• About money: we only need (want) to handle hotel deposits
• Possibly dedicated deadline
• Automatic request for payment via email, with cancelling of reservation after a period
• Need to handle a rooming list
• Need to print a special voucher for the registrant (for hotel - new version of the receipt?)
  • Possibility of automatically sending a PDF version to the delegate (fired up manually by the registration team)
  • Fully visible by the registrant only after an operation by the registration team (like the email in previous point?)
• Hotel Management:
  • Hotels
  • Hotel Rooms
  • Room types (AKA "services", like single room, double with single use, double, suite, etc.)
  • Hotel categories
  • Deposits (per room type, per hotel category)

Attention: Rooms and room types are NOT the same. For example, one hotel can have 10 double rooms that you can sell as:

• Double Room for Single Use @ 100EUR
• Double Room for Double Use @ 180EUR

So, you get it: the rooms are the same, but the "services" you sell are not!
Obviously, you need to count the real rooms pool for different services.

• Need to handle the hotel notches, meaning the ability to visualize all the rooms free/occupied by persons by date (and, possibly, move people to new rooms/hotels and so)
  • Important: room assignation and registrar notification are performed in different times!!!!!

From EPAC08 LOC/5

1. Each delegate will chose from the website a list of three hotels in descendant priority that he/she will prefer (first choice, backup, backup of the backup), expressing the room type for each.
2. He/she will pay a deposit taken from the "Deposits" table (for EPAC08 it will be the maximum rate for one night for the hotel category of the first choice).
3. The hotel/room allocation will be performed by the PCO according the delegate choices: an email will be sent automatically giving instructions, with a calculation for what he/she paid and still has to pay directly to the hotel.

Example

Italic == User choices

Hotels

Deposits

Preferences

Ivan will be requested to deposit 33 EUR (highest one-star, DSU rate - defined from the first choice)

Rooming list

(This table is defined by the PCO)

From AM+IA+TO Meeting 071203

Hotel Notches

How to visualise: the registration manager chooses one hotel (Metropolis, in this case), for which the system displays a table like this:

Hotel Metropolis

People\Nights	22	23	24	25	26	27
DSU/DUW/DOU
Goofy	X	X	X
Minnie			X	X
SINGLE
Donald D.			X	X	X

Goofy arrives on 22 and leaves on 25
Minnie arrives on 24 and leaves on 26
Donald D. arrives on 24 and leaves on 27

HHM

• Current Hotel Booking List -> Hotel Confirmation List
  • Add links (...) for payment confirmation
  • Add one "notes" field, visible/editable only to/by the registration manager
• Idem for the delegate/industrial registration
• Hotel Booking List (new page)
  • Arrival/departure dates + number of nights
  • Sorted by Hotel
  • With deposit
  • With CSV extract
  • Confirmed people only
• Voucher
  • Full Hotel data
  • In/Out dates + number of nights
  • Delegate info
  • Service chosen (room type)
  • Paid deposit

Payments

• Payments reports:
  • By date (period)
  • By payment type
  • With person details
  • For each payment type, given a certain period of time, have all the details (e.g.: 100 EUR cash, of which 30 EUR for additional social dinner ticket, 70 for the fee)
• Associate a cost of payment for every payment type (fixed - per operation - or percentage), like PayPay, Credit Card, Bank Transfer