As a part of the Activity and Speaker Management, HighMarks system allows Activity Coordinators to share a few of the Admin rights. Client Admin decides on what rights to be granted to their Activity Coordinators. Please review the below documentation and reach out to your Project Manager if you would like to purchase the Coordinator module.
There are different level of Admin rights that can be granted to the Coordinators
- Activity Edit Rights
- Session Building rights- with or without Presentation rights. When Presentation are available, Coordinator would see "Add New Presentation' option for each session.
Note: 'Add New Presentation' does not mean adding presentation files or document files. This is just an another layer available for each Session.
Session Building Rights
Sessioning Deadline must be open for the "Manage Sessions' link to show on the Activity center for the Coordinator. It is via the Manage Sessions that the Coordinator is able to handle the session building rights, some of which are again controlled by the role rights and a separate deadline.
Create Session from Pre-Approved Template: Template is a sample session auto-created by the system. Depending on the mapping rules a template can have session related data auto populated from an approved application. Admin can edit and add the details on the template session and have the front end Coordinators create further session from this template.
New Sessions created from the template duplicates all the data from the template such as title, date, credits and other additional information available on the session setup page. Most of the data on this page is editable nd Admin can decide on the visibility and editability of certain fields (for example : Credits) by the front end Coordinator.
(Controlled by Coordinator role's Session building right - QuickAdd; Sessioning from Template deadline/meeting time must be open)
Create New Session: This allows the Coordinators to create a new session from scratch as against to creating it from a template. Admin can decide on the visibility and editability of certain fields (for example : Credits) by the front end Coordinator.
(Controlled by Coordinator role's Session building right - QuickAdd; Sessioning Create New deadline/meeting time must be open)
Once a Session is created, the options that are available for a Session depend on the session building rights given to the Coordinator.
Preview - Shows the Session Preview page with all the details entered on the Session set up page, including the Speakers/Presenters associated with the session. This session preview is visible to the front end users from the credits page and also the Activity preview pages (Activity Sessions page must be added to the Activity pages)
Edit Session - This is page where all the session details are added and or edited. This option is not available on the completed Sessions.
(Controlled by Coordinator role's Session building right - Quick Edit)
People - Coordinators add/remove/email Speakers/Presenters from here.
(Controlled by Coordinator role's Session building right - Speakers)
Documents - Session related documents are uploaded here. However, if the Coordinator uploads speaker presentations here, there is no support to link the presentation to a specific speaker. Documents uploaded here can only be 'Approved' and made 'Public' by the back end Admin. Only approved/public flagged documents are available in the front end session previews.
(Controlled by Coordinator role's Session building right - Docs; Event Document deadline/meeting time must be open to upload documents)
Duplicate Event - This is the option to duplicate and create a copy of the session along with its Speakers, documents and notes. (Controlled by Coordinator role's Session building right - Duplicate)
Attendance - Clicking on Attendance link opens Attendance App screen.
(Controlled by Coordinator role's Session building right - Attendance; not controlled by Credit Claiming deadline)
If the Activity has Registration, all the registrants would be listed on this page and the Admin can check them in individually or add the attendees by searching for the person in the field indicated.
Depending on the site configuration new Attendees not in the system can also be added to the attendance from this page.
When there is a session evaluation to complete, credits only get added to persons' records in pending mode. They are not awarded until the user completes the evaluation.
Award/Edit Partial Credit or Remove Credit or Remove person from the Activity altogether:
If you have to remove or edit persons credits click on the three dots next to checked in and click on 'Remove Credit' or 'Edit Partial Credit' as required.
When clicked on 'Edit Partial Credit' Coordinator would see an option like shown on the screen below and will be able to adjust the hours as needed.
Clicking on 'Remove Credit' will move the person back to 'Check in' status from 'Checked in' status like shown below.
If you want to remove the user from the entire Activity altogether, click on the thee dots again next to 'Check in' and click on the 'Remove From Master List' . This removes the person from the entire Activity.
You will see the 'Check in All' link so that you could check back in all the other edited records in one go, without having to check in each individual person.
Reporting (Session level) - There is a Reporting option available for each Session. Session reporting page includes:
(Controlled by Coordinator role's Session building right - Reports)
- Link to the Activity level reporting- The link to the activity reports only shows in the session reporting if the person has access to the activity reporting.
- Display of Session level roles.
- Event Reports
- Status Reports - Form Completion and Document upload status of the Session roles.
- Credit reports
- Claiming Instructions - This can be auto added if needed or hidden
- Session Credit report - credit report of the participants for that specific session only.
- Session Evaluations Summary Report - Summary of the Evaluations ( includes general session related questions). Available if the session eval is attached.
- Speaker Evaluations Summary Report - Summary of responses to the Speaker related questions. Available only if the session eval has Speaker questions.
- Pre/Post test Reports - Available if there is a pre/post test added to the session.
- Claiming Instructions - shows if the activity page is available
Activity Rights
Manage Activity deadline must be open for the "Manage Activity" link to show on the Activity center for the Coordinator. It is via the Manage Activity that the Coordinator is able to handle the Activity Edit rights, some of which are again controlled by the role rights and a separate deadline.
- Ability to Edit the Activity (Controlled by Coordinator role's Activity right - Edit)
Change the Title of the Activity and Dates
- Documents (Controlled by Coordinator role's Activity right -Docs; Activity Document deadline/meeting time must be open to upload documents))
Ability to upload Activity related documents
- Activity Preview pages (Controlled by Coordinator role's Activity right - Preview pages)
Please review this document https://highmarksce.helpdocs.com/activities/activity-pages-with-examples. When sending information to the Coordinators, send the content under "Manage Activity Preview Details" section only
- Manage Data Tags - (Controlled by Coordinator role's Activity right - Data Tags)
Ability to add data tags to the Activity
- People- Can include the below Coordinator rights
the ability to add people to the Activity roles ( Coordinator role's Activity right - Members) ; and Import registration/attendance Coordinator role's Activity right - Import Data) . Please review these documents https://highmarksce.helpdocs.com/activities/import-data-attendance-1
Reporting (Activity level) - There is a Reporting option available for the entire Activity. This only shows if the person has access to the activity reporting and the deadline is open.
(This is a special set up and controlled by Activity Reporting deadline/meeting time)
- Shows all the Activity roles
- Registrant Reports
- List Registrants - Shows the list of registrants/attendees for the entire activity - includes the status of Credits awarded, evaluation completion, and Print/email certificate for each participant. This option is based on a setting.
- If available, other form responses reports for the member/registrants
- Event Reports
- Status Reports - Form Completion and Document upload status of the Session roles by session.
- Session Evaluations Summary Report - Summary of the Evaluations ( includes general session related questions) by session. Available if the session eval is attached.
- Speaker Evaluations Summary Report - Summary of responses to the Speaker related questions by Session. Available only if the session eval has Speaker questions.
- Pre/Post test Reports - Available if there is a Pre/post test added to the session
- Registration Demographic Form - available if attached to the activity
- Credit Reports
- Activity Awarded Credit Summary - Shows the credits hours and credit type awarded for each participant for the entire activity. This report also has link to person's transcript that has the credits obtained for each individual session under that Activity.
- Overall Activity Evaluation Response Report.
Note: There are a few different options related to PARS and PARS Financials, Registration and Product related options, which are not generally exposed to the front end roles.