Conference Tracker - How do I create CEU Reports?

Conference Tracker - How do I create CEU Reports?

INTRO

In the CEU Reports section, you can design CEU transcripts for your attendees to receive after the conference concludes. These CEU Reports are similar to the "Certificates of Attendance" available in Conference Tracker, but instead of showing a summary of the sessions with a total credits earned, the CEU Report will show an itemized list of every successfully attended session by an attendee. Not only that but, you can show items such as the credits earned per session, the date the sessions were attended, and much more. Just like Certificates, these CEU Reports are highly editable.

Note: You will need to be an admin to have access to some or all of the steps in this guide. If you cannot access these sections, talk to your administrator for assistance.

STEP BY STEP

1 - Navigate to the Attendance -> CEU Reports

  1. From the main menu of the conftrac.com website click the Attendance > CEU Reports section:


2 - In the CEU certificates, click the Create button.

In the Manage Reports section, you can view a list of all of your created CEU Report designs. You can also create a brand new design if you have not already.
Tip: Once you have setup some CEU Reports for different Attendee Roles you can Set Defaults for which one they should receive. If you only have one design, then set all System User Roles to use that one design using the Set Defaults button at the top of this screen.

3 - Set Name and Description for the CEU certificate.

  1. Enter the name of the CEU certificate(this is a mandatory field).
  2. Enter a description(this is optional but recommended).
  3. Click Save & Design to enter the certificate designer, or you can opt to just save changes and complete the design later.

4 - Select a template (or custom) design.

  1.  To design the CEU certificate from scratch, without using templates, simply click the Show Certificate Designer.
  2.  To use a template and customize it as needed then select a template from the list.
    1. This is where you can fully customize your Attendee's CEU Report or just choose from several preset templates. When you first press the blue Create button to create a new CEU Report, you will be shown a selection of different templates for you to use. These are great starting points for your CEU Report building. You can choose to not use a template as well by clicking on the Show Report Designer button at the top of this page.
    2. Once you have picked a starting template, you will be taken to the CEU Report Designer page. You will see a few different sections on this page, but your main work area will be the Design your Report, which works like a canvas. Here, you will see a live representation of what your CEU Report will look like. Anything added or edited will be managed through this section of the screen.

5 - Design the certificate

A. Add items in the designer:

In order to design the certificate, we use the Toolbox which appears on the right of the "Certificate Designer". The toolbox allows you to add text fields and images to your Certificate. You will be able to add:
    • Text: Create a box in your certificate where you can enter text. You can also use keywords on these textboxes to pull data from your account. (More information about keywords can be found below.)
    • Image: This will allow you to insert an image into your certificate.
    • User Photo: This will add a user's profile photo. The user must have a profile photo uploaded to their account.
    • Table: This item inserts the itemized table to the certificate containing the Dates, Sessions, and Credits earned by the user.

B. Modify the items in the designer:

There are 4 options you can use when you have any of the above items (images, text boxes, etc.) selected. To select an item click on it and a blue box will appear on the current item selected. Then do the following:
    • Move: Now, click and drag it anywhere on the canvas.

    • Resize: To do this, simply click and drag on any of the edges of the field.
InfoNote: When you hover over any of these edges, your mouse cursor will change to an arrow shape to let you know that you can resize it.

Two buttons show on any actively selected item towards the right end of the item.
    • Copy: Clicking on this button will copy your chosen field box as a new field.

    • Remove: Clicking on this button will delete your chosen field box.

C. Keyword Options (Tables and Text Fields)

As mentioned earlier, the text box field can accept different keywords in order to help you maximize your CEU Report efficiency. These keywords can pull data from your conferences, such as Attendee Names or Conference Dates. Here is a list of accepted keywords:
    • User Keywords
      • $FirstName$, $LastName$, or $FullName$: Displays the name of the Attendee.
      • $Title$ & $Company$: Displays the Position and Company Name of the Attendee.
      • $PhoneNumber$, $Email$, $StreetAddress$, $City$, $State$, & $ZipCode$: Displays additional information about the attendee.
      • $UserCustomFieldN$: (N=1-5) Displays the custom fields you uploaded or entered for each attendee.
      • $Workshops$: Displays a list of all workshops this attendee went to at this conference.
      • $Credits$: This shows the total number of credits the Attendee received.
      • $AttendanceMinutes$: This shows the total number of minutes an attendee has been in sessions for.
    • Conference Keywords
      • $Conference$: Displays the name of the Conference.
      • $Date$: Display the date the CEU Report was generated.

You can also use basic operations on your transcripts using Text Fields. You can begin writing an expression with ${ and $} to end it. The operations you can use are:

    • SUM: Addition
    • SUB: Subtraction
    • MUL: Multiplication
    • DIV: Division
InfoNote: For example, the expression 3 + 2 would be translated to ${ SUM(3,2) $}. You can group expressions as well, so (4 - 2) * (3 / 3) would be ${ MUL( SUB(4,2), DIV(3,3)) $}. It is also possible to use keywords in combination with these expressions. The expression ${ DIV($AttendanceMinutes$, 60) $} will return the number of minutes an attendee has been in a session for divided by 60. You can only use keywords in expressions if the keyword uses a number. Click here to learn more about CEU Reports in our Conference Tracker documentation.

After entering the expression, the textbox will display the answer to the expression on the CEU Report when they are printed or if you preview them.

D. Selected Item Controls

Under your canvas, you will see a section titled Selected Control. This section shows which field on your canvas you currently have selected. Below this section, you will see extra settings that specifically tie to your chosen field box. To change which field box you have selected, you can either click on any of the field boxes on your canvas or choose from the drop-down menu in the Selected Control section.

As previously mentioned, each item selected has extra settings that pertain to that item only:

Text Box Settings:
  1. Text: This setting will allow you to change what is shown in your Text Box. You can use plain text, keywords or basic operations in this setting.
  2. Font Size: This will change the size of the text displayed in your Text Box.
  3. Font: This will change the type of font displayed in your Text Box.
  4. Text Alignment: This setting will allow you to choose a different alignment style for the text displayed in your Text Box. You can choose it to be aligned to the left side of the Text Box, the right side of the Text Box, or centered.
  5. Font Color: This setting will change the color of the text displayed in your Text Box.
  6. Background Color: This setting will change the background color of your Text Box. You can also press the Make Transparent button below this setting in order to make the background color transparent.
  7. Style: With this setting, you can toggle your text to be Bold, Italic, or Underlined.
Image Settings:
  1. Upload: This button allows you to select the image (JPG, PNG, etc.) file from your computer to upload to the conftrac.com website.
  2. Remove: This will remove the image previously set. If the image is never uploaded or remove, although the item will be on the design, this will be blank.
User Photo Settings:
  1. Profile Photo: There are no options since this will pull form the user's profile setup on the Attendee app. If the Attendee has never set a photo, then this will be blank.
Table Settings:
  1. Text: This setting will allow you to change what is shown in your Text Box. You can use plain text, keywords or basic operations in this setting.
  2. Font Size: This will change the size of the text displayed in your Text Box.
  3. Font: This will change the type of font displayed in your Text Box.
  4. Text Alignment: This setting will allow you to choose a different alignment style for the text displayed in your Text Box. You can choose it to be aligned to the left side of the Text Box, the right side of the Text Box, or centered.
  5. Font Color: This setting will change the color of the text displayed in your Text Box.
  6. Background Color: This setting will change the background color of your Text Box. You can also press the Make Transparent button below this setting in order to make the background color transparent.
  7. Style: With this setting, you can toggle your text to be Bold, Italic, or Underlined.
  8. Columns: With this setting, you can choose what your CEU Report will display. Each column has two text boxes: one for the title (or header) of the column, and the second for what data it will show. In the second textbox, a keyword is usually used in order to pull data from an Attendee's attendance. A default table will have three columns: Date, Session, and Credits. The CEU Report will then use the attendance logs of each attendee to pull this data. As a result, each subsequent row will show the Date of the session, the Name of the session, and how many credits were earned for attending the session.

6 - Finalize the design:

  1. Click the Save Changes button at the bottom of the page when done editing!

CONCLUSION

After completing these steps you should have created a CEU Report to email out to or print out for your Attendees.
Info
Note: Click here to see how to print or email CEU reports and click here to view the Email Delivery Logs and track their progress.

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