The frontend of the Alumni Reunion registration site communicates with its backend about specific Reunion events via “event code”( Example: AR24-R001). Each event code has the following pattern: ARXX-R###

• AR stands for Alumni Reunion
• XX is the year of the Reunion
• R### is the event ID (event IDs are assigned by the Alumni Relations team)
• For example, if this year’s Alumni Street Fest’s event ID is R008, then its event code would be AR24-R008.

Please follow the steps below to create an event code:

Step 1: Login to iModules at https://my.alumni.utoronto.ca.

Step 2: Go to the Associate a Role page.

Step 3: On the Choose Role dropdown, select “–Add New Role–”.

Step 4: In the Role Name field, enter AR24-R###, where ### is the ID of the event. (Please ensure that the ID is unique from all existing roles).

Step 5: For the Role requires all values checkbox, please leave it as is (unchecked).

Step 6: In the Role Field Operator dropdown, select “Contains”.

Step 7: In the Role Value 1 field, enter R###, where ### is the ID of the event. This ID should be the same as the ID from Step 4 (don’t enter “AR24-“ in this field).

This is what your screen should look like if you were to create a code for event ID R008:

Step 8: Click the Add New Role >> button to create the new event code.

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Step 1: Go to the Alumni Reunion 2024 event page in iModules.

Step 2: Click on the Build Form Mode and navigate to the Your Events tab.

Step 3: In the Activities tab click Manage Form > Add Activity.

Step 4: In the popup, click Toggle Advanced Mode. Do NOT skip this step, as it shows you more fields!

The popup should now look like this:

Step 5: Fill the Activity Name.

Step 6: On the Display Audience select the Role radio button (this is where you assign an event code to the new event).

Step 7: You will see two boxes, remove “Everyone” from the right-hand box by selecting the word and clicking the left arrow.

Step 8: Scroll down on the left-hand box and find the event code of the event (for example AR24-R008, in which R008 is the event code) that has not been used yet.

• Note: To double-check what activity codes are available, Alumni Relations manages a list. Ensure you pick the very next available code, NOT a code that is already being used! If you run out of available codes, you can create a new one by following Step 1: Creating an event code.

Step 9: Record your event’s code (in this example R008) in the Alumni Relations list, as it’s important for recordkeeping and you will need it again when creating the event on the front-end to link both versions of the event.

Step 10: Once you have chosen or created a unique code, select it and press the right arrow. Now you should be able to see the code on the right-hand side box.

Step 11: Fill the Start Date, End Date, Start Time, End Time with the corresponding information.

Step 12: Check the Add a fee to this activity checkbox IF your event has a fee. Once the process of setting up the event is complete the fee set up options will open automatically if this is checked.

Step 13: Check the Enable registration limits across all registrations checkbox if your event has a capacity limit, and type in the capacity limit (such as “100”). Do NOT check “Hide Activity from form when limit is reached”.

• Note: don’t worry, your capacity limit will NOT be visible to registrants.

Step 14: Check the Enable Registration Limit for each primary registrant checkbox if your event has restrictions on how many guests each registrant is allowed to bring. Input the number of guests allowed plus 1 (the primary registrant), for example if 2 guests are allowed on the event you would type “3” in this field.

Step 15: Uncheck the Attendees List checkbox.

Step 16: Uncheck the Allow attendees to opt-out of being listed on the Attendee List checkbox.

Step 17: Fill the Activity CSS class field. Write inperson if the event is inperson, and virtual if the event is online (that’s right, virtual). Do NOT change how the tag is spelled, they must be all lowercase and spelled exactly as specified.

Step 18: Once completed click Create.

Step 19: Notice that an additional page will load, with more fields! Ignore the empty Activity Preview field – we won’t be using it.

Step 20: Fill the Activity Description box with the main information for your event. IMPORTANT: This information will appear on the my events page and confirmation page during in the check-out process in registration, and on the confirmation email and reminder email. It should include the following information about your event:

• A join link, if it’s an online event
• A venue name and address, if it’s an in-person event – as well as parking/driving directions and/or a Google Map link
• Accessibility information
• Any other notes to attendees
• Optional: donation calls-to-action

Step 21: To add a link in the Activity Description box type the words you want to turn into a link (such as “Make a donation” or “View map”). Then highlight those words and click the Link icon in the formatting tools (the icon is a little world with a chain link). A popup will appear. In the URL field, paste the link. In the Target field, choose New Window. Then click OK.

Step 22: In addition to all the relevant information to access your event, include an additional Online or In-person tag on the Activity Description so the corresponding visual tag shows up on the email. After adding all the relevant information about the event on the box, switch the box to the HTML view by pressing the tab labeled <>HTML at the bottom of the box.

Step 23: Once on HTML view, add the following line of code at the TOP of the box (making it the first line on the box, before any information inputted previously):

• For an online event: <div class=”online”>Online</div>
• For an in-person event: <div class=”inperson”>In-person</div>

Step 24: Scroll down to the Contact section of the page and fill the information for at least one point of contact.

Step 25: Ignore the Location, Name and Directions fields; they are not in use. If you have directions you wish to share, put them in the Activity Description field instead.

Step 26: Click Next once you are done.

IF your event has a fee please complete the EXTRA STEPS below otherwise you may skip to Step 43.

Step 27: In the popup, click Add Commerce.

Step 28: A new page should appear. In the Field Name enter “Tickets”. This is a standardized name used for Alumni Reunion.

Step 29: If your event requires alumni to pay in order to register, check the Make this field required checkbox.

Step 30: The Audience should be set to “Everyone”.

Step 31: On the Date Field Type, select “Registration Fee Dropdown” from the dropdown.

Step 32: Input any additional information about the types of pricing IF ANY on the Description box. If there is only one standardized pricing, please feel free to leave this section blank.

Step 33: Once you have filled you information the popup should look something like this:

Step 34: Once completed, click Next.

Step 35: You should now see another popup, this is where you will set the actual price of your event. In the pop up, click Add Price/ Fee.

Step 36: A new page should appear. In the Label enter the name of the type of ticket, for example “Alumni Ticket” or “Guest Ticket”.

Step 37: On the Price field, fill in how much will this type of ticket cost.

Step 38: If your ticket has registration limits set those in the fields Registrant Limit and Overall Limit.

• The Registrant Limit is how many tickets of this type will be available. How many Alumni Tickets or Guest Tickets are available?.
• The Overall Limit is how many tickets will be available in total. If your event only has one type of ticket the Registrant Limit and Overall Limit will be the same.

Step 39: If your events tickets are no longer available after a certain date, check the Limit the availability of this price to a specified date range checkbox and select your desired dates.

Step 40: Once you have filled you information the popup should look something like this:

Step 41: Once you are set with your price, click Save.

Step 42: If you wish to create another type of price (example: guest) repeat the process starting step 34.

Step 43: Once you have set all of your desired types of pricing, click Finish.

Step 44: After the popup is closed you will be automatically taken to the Your Events tab in the Build Form Mode. Scroll down to the very bottom of the Your Events tab to find your newly added event. Then on the corner of the event box click Manage Category >Activity Settings

Step 45: You will see the same popup box from the start of this process BUT with a couple of extra options that were not originally available. On the first page scroll down and check the Enable Activity Instructions checkbox.

Step 46: A content box should appear. Input the time of your event in the following format: 10:30 AM – 5:30 PM ET.

• Note: This content will appear on the Your Events tab during the registration process and will allow registrants to see the time of the event at glance and make sure they have not registered for overlapping events.

Step 47: Once completed, click Save.

Step 48: Once on the second page, scroll to the bottom and click Next >>

Step 49: After the popup is closed you will be automatically taken to the Your Events tab in the Build Form Mode again. Scroll down to the very bottom of the Your Events tab to find your event. Click down on the event’s title, and drag and drop so it is under the corresponding date heading and ABOVE the “I Confirm: I have check-marked all the events that my guests (if any) and I will attend.” field.

• Note: The “I Confirm” field should always be at the very bottom of all the events.

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Step 1: Go to edit mode for the public-facing Alumni Reunion website.

Step 2: Click the Add Article icon (shown below).

Step 3: A popup will appear. Fill in the fields.

Step 4: Fill in the Start & Achieve Date. IMPORTANT: These are NOT the dates of your event! These are the dates in which your event will be publicly visible on the Alumni Reunion website. The Archive Date is essentially the date in which you’d like your event to be “unpublished” from the site.

• Input the Start Date: 01/01/2024
• Input the End Date: 12/31/2099

Step 5: Select the Timezone Eastern Time (US & Canada).

Step 6: Input the BACK-END Activity Name (ADMIN ONLY) in the following format: Full Faculty Name – Event Name (Example: Faculty of Applied Science & Engineering – Engineering 150th Open House).

• This name WILL NOT be visible to users and is only intended to help the Alumni Relations team quickly look through events using the division’s name.

Step 7: Input the Display Activity Name. This is the name that will be visible to the users.

Step 8: Input the Activity Date & Time in the following format: Saturday, May 28, 3:00 PM – 5:00 PM ET (don’t forget to specify ET at the end!). This is the actual date and time of the event.

Step 9: Input the event’s Unique Activity Code saved from the backend RXXX. IMPORTANT: Make sure the activity code here matches the backend as this is the link that connects both event instances.

Step 10: Input the Activity Day Tag(s) in the format 28-May. IMPORTANT: This date should match the Activity Date & Time field.

Step 11: Input the Activity Faculty or College Tag(s) hosting the event, exactly as specified below.

• For DUA add the tag openall 
• For Faculty of Applied Science & Engineering add the tag appsci 
• For Faculty of Arts & Science add the tag artsci  
• For Dalla Lana School of Public Health add the tag pubhealth
• For Faculty of Dentistry add the tag dentistry
• For Emmanuel College add the tag emmanuel 
• For Factor-Inwentash Faculty of Social Work add the tag socwork
• For Faculty of Forestry add the tag forestry
• For Hart House add the tag hart
• For Faculty of Information add the tag info
• For Innis College add the tag innis
• For Faculty of Kinesiology and Physical Education add the tag physed
• For Faculty of Law add the tag law
• For Lawrence S. Bloomberg Faculty of Nursing add the tag nursing 
• For Leslie Dan Faculty of Pharmacy add the tag pharm
• For Faculty of Medicine add the tag medicine
• For Faculty of Music add the tag music
• For Munk School of Global Affairs & Public Policy add the tag munk 
• For New College add the tag newcoll 
• For Ontario Institute for Studies in Education add the tag edu
• For Rotman Commerce add the tag rotcomm
• For School of Graduate Studies graduate
• For The John H. Daniels Faculty of Architecture, Landscape, and Design add the tag arch
• For The Rotman School of Management add the tag rotmanage
• For Trinity College add the tag trinity 
• For University College add the tag ucollege 
• For University of St Michael’s College add the tag uofmichael 
• For University of Toronto Mississauga add the tag uofmiss 
• For University of Toronto Scarborough add the tag uofscar 
• For Victoria University add the tag victoria 
• For Woodsworth College add the tag woodsworth
• For Wycliffe College add the tag wycliffe

Step 12: Input the Activity Type Tag(s). Note: This field ensures your event shows up when users use the “Event Type” dropdown filter to seek out specific types of events. You should only include relevant tags from the list below. Multiple tags can be separated by a space, for example “inperson social”. Do NOT change how the tag is spelled even slightly, they must be spelled exactly as specified below.

• For an in-person event add the tag inperson
• For an online event add the tag online
• For a class reunion add the tag reunion
• For a lecture event add the tag lecture
• For an open house event add the tag openhouse
• For a social event add the tag social
• For a family-friendly event add the tag family
• For a DUA-led event add the tag flagship

Step 13: Input the Activity Tag Display List. These tags appear on your event block, to help users understand at a glance what kind of event it is. You should use a maximum of 2 tags, comma-separated. For example, “Lecture, Social”. Note: do NOT add “Online” or “In-Person”, this will automatically display. Choose from the following options:

• Class Reunion
• Lecture
• Open House
• Social
• Flagship Event (for DUA-led events only)
• Family Friendly

Step 14: Input the Activity Card Description. This field is a short description of the event that will appear on the event block and will have a link to “Read More” for a more robust description (see next step). This section should ONLY be 2-3 lines of text.

Step 15: Input the Activity Modal Description. If you have more to say about your event, add it to this section. You can add styling (such as bullets, italics, etc) to your activity description, but it must be in coded HTML. Use our HTML generator and follow the instructions outlined in Converting formatted content to HTML to convert your content to HTML and then paste it back into this field.

Step 16: Input the Activity Cost following the format below:

• If the event is free, enter Free
• If the event is paid and has one ticket price, enter it in this format: $40
• If the event has multiple ticket prices, enter it in this format: $25 Adult | $20 Youth

Step 17: Input the Division Name, for example: “Faculty of Applied Science & Engineering”.

Step 18: Input the Activity Location, for example: “Lillian Massey Building”.

Step 19: Input the event Address following the format below:

• If the event is online, enter the following code: &nbsp;
• If the event is in person, enter the venue address. You can paste the tag <br/> at the end of each “line” of the address to create a line break, which will “bump” the subsequent information one line down. (You won’t see this effect in the field itself, but don’t worry: it’ll work on the website.)
• If you require more details in this section, use our HTML generator and follow the instructions outlined in Converting formatted content to HTML  to input the information you wish to include and have it converted into HTML ready to paste (no coding experience needed!).

Step 20: If the event is a a DUA-led Flagship Event, enter “flagship” into the text field Is this a Flagship Event?. Otherwise leave the field empty.

Step 21: If the event has attendance restrictions, enter “restricted” into the text field Does this event have attendance restrictions?. Otherwise leave the field empty.

Step 22: Input any any attendee restrictions into the Activity Additional Info field, for example: “Age 19+” or “Open to Trinity Alumni”.

Step 23: Input the Accessibility  Information. For example: if the event is outdoor, what is the surface? To access the event and/or use the bathroom, are there stairs, an elevator, or power-assisted doors? Is there a better entrance for people with mobility issues? Are any other accessibility accommodations like ASL interpretation or live captioning available?

• If you have a link to a map with more accessibility information or more robust information, use our HTML generator and follow the instructions outlined in Converting formatted content to HTML  to input the information you wish to include and have it converted into HTML ready to paste (no coding experience needed!).

Step 24: Input the Portal Button Link and Portal Button. Each event can have up to two call-to-action buttons for actually accessing the event itself. IMPORTANT: This section is specifically for the web itinerary/portal page that attendees use to access their registered events during Reunion. Don’t worry, these buttons will NOT appear on the event listing page – if someone hasn’t registered for your event, they will NOT see them.

Step 25: In the Portal Button Link field, enter the URL (such as a Zoom link for an online event, or a Google Maps link for an in-person event).

Step 26: In the Portal Button Label field, enter the text that should appear on the button. You can customize the button text if needed, but we recommend choosing from the following for consistency:

• For an online event: Access Event
• For an in person event: View Google Map

Step 27: Input the Additional Portal Info. If there’s anything else attendees should know to help them access the event, enter the instructions here. For example: for an online event, you might provide an event password. For an in-person event, you might provide information about nearby parking or a specific entrance that attendees should use. IMPORTANT: This section is specifically for the web itinerary/portal page that attendees use to access their registered events during Reunion. Don’t worry, this content will NOT appear on the event listing page – if someone hasn’t registered for your event, they will NOT see it.

• If you have complicated instructions that require more complex styling, use our HTML generator and follow the instructions outlined in Converting formatted content to HTML to input the information you wish to include and have it converted into HTML ready to paste (no coding experience needed!).

Step 28: If your event is hybrid (an online AND in-person experience), fill in the Hybrid Event Info with the process outlined on the steps below. Filling out this field adds a small message to the event block, advising alumni that it’s a hybrid experience and linking them to the companion event (in case they were looking for that version instead). Note: hybrid events are created as two separate events. You will have to fill out this field in BOTH events, to ensure they both link to each other.

1. Use the Link to specific event generator to create a link to both events (The online version and the in-person version).
2. In the Hybrid Event Info field of the in-person event, paste the following code and carefully replace the highlighted placeholder text with the online event URL:
   <em>This in-person event is also available online. If you prefer, you may <a href=’EVENT SPECIFIC URL FOR ONLINE EVENT GOES HERE, DO NOT DELETE THE ENCLOSING APOSTROPHES‘>register for the online experience</a>.</em>
3. Save your changes to the in-person event.
4. Now, go to edit the online event, and paste the following code into the online event’s Hybrid Event Info field – carefully replacing the highlighted placeholder text with the in-person event URL:
   <em>This online event is also available in person. If you prefer, you may <a href=’EVENT SPECIFIC URL FOR IN-PERSON EVENT GOES HERE, DO NOT DELETE THE ENCLOSING APOSTROPHES‘>register for the in-person experience</a>.</em>
5. Save your changes to the online event.

Step 29: Once all the fields above have been completed click save.

Step 30: Your new event should now appear on the public-facing Alumni Reunion website.

Step 31: Now re-arrange you event so it appears on the right chronological order. Click the Manage Articles icon. A popup will appear. (If you don’t see the Manage Articles icon, you can try this alternate link.)

Step 32: Find your newly created event.

Step 33: Use the arrows underneath the Sort column to move your event to its corresponding place chronologically.

• IMPORTANT: You can only move a specific event one time using the arrow, so you will have to move OTHER EVENTS to accommodate your events on the right place.
• NOTE: the Start Date is NOT the start date of your actual event but the date when your event will be first displayed on the site. DO NOT use that field to sort the events chronologically. You will want to look at the events on the public-facing Alumni Reunion website FIRST to see their corresponding dates and use those to organize your events in this section.

Step 34: Once your event is on the right spot, scroll to the bottom of the page and click Save.

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Editing your event’s name on the backend (as it appears in the registration form & confirmation email) requires a special set of steps. If you wish to edit the frontend event name please refer to the steps in the Create Brand New Event section.

IMPORTANT: This field SHOULD NOT be updated often and only when strictly necessary (Example: when the official name of an event has changed).

Step 1: Navigate back to the backend of iModules.

Step 2: In the iModules toolbar at the top of the website, hover on Events. Under Manage, click Events Home.

Step 3: Locate Alumni Reunion 2024 in the list of events, but don’t click on it.

Step 4: To the left of the Alumni Reunion 2024 row, click the > symbol to expand the row. This feature shows all Reunion events in an indented list under Alumni Reunion 2024.

Step 5: Locate your event in the indented list, but don’t click on it. (You can use the CTRL+F shortcut to find it quickly.)

Step 6: Click the gear icon to the left of your event, and choose Edit Activity. A popup will appear.

Step 7: In the popup, click Toggle Advanced Mode. Do NOT skip this step, it shows you more fields!

The popup should look something like this:

Step 8: Once there, update the Activity Name field with the new name of the event.

Step 9: Once you are content with the update click Save.

Step 10: You will be taken to a second page, click Next at the bottom of the page.

IMPORTANT: Do not skip the following step as changing the activity name on the backend has effects on reporting and the IM team needs to be notified.

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First, edit your event’s date/time on the public-facing Alumni Reunion website. These steps are REQUIRED for ALL UPDATES.

Step 1: Go to edit mode for the public-facing Alumni Reunion website.

Step 2: Click the Manage Articles icon. A popup will appear. (If you don’t see the Manage Articles icon, you can try this alternate link.)

Step 3: Use the search box to find your event.

Step 4: Click the green gear icon to the left of your event, and click Edit Article to start editing your event’s details.

Step 5: Warning: before doing anything, please notice and beware of the Start Date and Archive Date fields. These are NOT the dates of your event! These are the dates in which your event will be publicly visible on the Alumni Reunion website. The Archive Date is essentially the date in which you’d like your event to be “unpublished” from the site. If your event has been cancelled or sold out, change the Archive Date to yesterday.

Step 6: Input the new date and time of your event on the Activity Date & Time field using the following format(don’t forget to specify ET at the end!): Saturday, May 28, 3:00 PM – 5:00 PM ET.

• Note: if you edit this, you MUST also edit the Activity Date Tag field (below), which corresponds to your start date.

Step 7: Update the Activity Date Tag(s) with the new date using the following format: 28-May.

Step 8: Ensure the Time Zone is set to Eastern Time (US & Canada).

Step 9: Once you are content with the new date, click Save

Now, edit your event’s date/time as it appear in the registration form and confirmation email. Note: these steps are REQUIRED for ALL UPDATES.

Step 10: Navigate back to the backend of iModules.

Step 11: In the iModules toolbar at the top of the website, hover on Events. Under Manage, click Events Home.

Step 12: Locate Alumni Reunion 2024 in the list of events, but don’t click on it.

Step 13: To the left of the Alumni Reunion 2024 row, click the > symbol to expand the row. This feature shows all Reunion events in an indented list under Alumni Reunion 2024.

Step 14: Locate your event in the indented list, but don’t click on it. (You can use the CTRL+F shortcut to find it quickly.)

Step 15: Click the gear icon to the left of your event, and choose Edit Activity. A popup will appear.

Step 16: In the popup, click Toggle Advanced Mode. Do NOT skip this step, it shows you more fields!

The pop up should look something like this:

Step 17: Once there, update the Start Date, End Date, Start Time, End Time fields. IMPORTANT: Make sure that the new date/time matches the one just updated on the front end.

Step 18: Update the Activity Instructions content box with the new time in the following format: 10:30 AM – 5:30 PM ET.

Step 19: Once you are content with the update click Save.

Step 20: You will be taken to a second page with more fields, scroll to the bottom of the page and click Next.

Step 21: After the pop-up is closed you will be automatically taken to the Your Events tab in the Build Form Mode. Find your event on the list (it will most likely be under the previous date heading before the update).

Step 22: Click down on the event’s title, and drag and drop so it is under the NEW corresponding date heading and ABOVE the “I Confirm: I have check-marked all the events that my guests (if any) and I will attend.” field.

• Note: The “I Confirm” field should always be at the very bottom of all the events.

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First, edit your event’s ticket price on the public-facing Alumni Reunion website. These steps are REQUIRED for ALL UPDATES.

Step 1: Go to edit mode for the public-facing Alumni Reunion website 

Step 2: Click the Manage Articles icon. A popup will appear. (If you don’t see the Manage Articles icon, you can try this alternate link.)

Step 3: Use the search box to find your event.

Step 4: Click the green gear icon to the left of your event, and click Edit Article to start editing your event’s details.

Step 5: Input the new price on the Activity Cost field using the following format:

• If the event is free, enter Free
• If the event is paid and has one ticket price, enter it in this format: $40
• If the event has multiple ticket prices, enter it in this format: $25 Adult | $20 Youth

Step 6: Once you are content with the new price, click Save.

Now, edit your event’s ticket price as they appear in the registration form & confirmation email. Note: these steps are REQUIRED for ALL UPDATES.

IMPORTANT: Please note this section is unique in the way it is updated as it is not the backend form used for the other fields.

Step 7: Navigate to the Alumni Reunion 2024 event page in iModules.

Step 8: Click on the Build Form Mode and navigate to the Your Events tab.

Step 9: In the Your Events tab find the event you are hoping to update, then click Manage Category > Registration Fees / Commerce Items.

Step 10: In the popup, you should see the ticketing information under Tickets. Click the check box next to it and then click the Edit button.

Step 11: A new page should appear. Scroll to the bottom of the page and click Next.

Step 12: You should now see another pop up, this is where you will update the actual price of your event. Click on the gear icon located on the left side of the type of pricing you want to update. Then select Edit.

Step 13: A new page should appear. On the Price field, update the price of the ticket.

Step 14: If your ticket has registration limits that have changed, please update those as well.

• The Registrant Limit is how many tickets of this type will be available. How many Alumni Tickets or Guest Tickets are available?.
• The Overall Limit is how many tickets will be available in total. If your event only has one type of ticket the Registrant Limit and Overall Limit will be the same.

Step 15: If your events tickets are no longer available after a certain date, check the Limit the availability of this price to a specified date range checkbox and select your desired dates.

Step 16: Once you have filled you information the popup should look something like this:

Step 17: Once you have updated all the information necessary, click Save.

Step 18: If you wish to update another type of price (example: guest) repeat the process starting step 12.

Step 19: Once you have updated all of your desired types of pricing, click Finish.

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There are a couple of other fields both on the frontend and backend of the event editing process that REQUIRE extra care as they MUST be edited in HTML. These fields are:

Frontend

• Activity Modal Description
• Activity Address
• Accessibility information
• Additional Portal Info
• Hybrid Event Info

Backend

• Activity Description

The steps below detail how to update these specific fields using our HTML generator.

First, edit the fields on the public-facing Alumni Reunion website. These steps are REQUIRED for ALL UPDATES.

Step 1: Go to edit mode for the public-facing Alumni Reunion website.

Step 2: Click the Manage Articles icon. A popup will appear. (If you don’t see the Manage Articles icon, you can try this alternate link.)

Step 3: Use the search box to find your event.

Step 4: Click the green gear icon to the left of your event, and click Edit Article to start editing your event’s details.

Step 5: Go to the Activity Modal Description field, there you should see the current content (in HTML!). Copy the HTML on the box and use the HTML generator following the instructions under Converting HTML to formatted content to update this section.

Step 6: Go to the Activity Address field, there you should see the current content (in HTML!). Copy the HTML on the box and use the HTML generator following the instructions under Converting HTML to formatted content  to update this section

Step 7: Go to the Accessibility information field, there you should see the current content (in HTML!). Copy the HTML on the box and use the HTML generator following the instructions under Converting HTML to formatted content to update this section.

Step 8: Go to the Additional Portal Info field, there you should see the current content (in HTML!). Copy the HTML on the box and use the HTML generator following the instructions under Converting HTML to formatted content to update this section.

Step 9: Go to the Hybrid Event Info field, there you should see the current content (in HTML!). Copy the HTML on the box and use the HTML generator following the instructions under Converting HTML to formatted content to update this section.

Step 10: Once all the sections have been updated click Save.

Now, edit your event’s Activity Description as they appear in the registration form & confirmation email. Note: these steps are REQUIRED for ALL UPDATES.

Step 11: Navigate back to the backend of iModules.

Step 12: In the iModules toolbar at the top of the website, hover on Events. Under Manage, click Events Home.

Step 13: Locate Alumni Reunion 2024 in the list of events, but don’t click on it.

Step 14: To the left of the Alumni Reunion 2024 row, click the > symbol to expand the row. This feature shows all Reunion events in an indented list under Alumni Reunion 2024.

Step 15: Locate your event in the indented list, but don’t click on it. (You can use the CTRL+F shortcut to find it quickly.)

Step 16: Click the gear icon to the left of your event, and choose Edit Activity. A popup will appear.

Step 17: In the popup, click Toggle Advanced Mode. Do NOT skip this step, it shows you more fields!

The popup should look something like this:

Step 18: Once there, scroll to the bottom of the page and click Save.

Step 19: You will be taken to a second page with more fields, find the Activity Description field and update it using the HTML Generator.

• If the content box is on the Design tab, copy the content and follow the instruction on Converting formatted content to HTML.
• If the content box is on the <>HTML tab, copy the content and follow the instruction on Converting HTML to formatted content.

Step 20: Make sure the box is set to the <>HTML tab and paste your content from the HTML Generator.

Step 21: Once you are done with your changes click Next.

Clear my check marks

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• After creating your event(s), navigate to the Alumni Reunion website’s “Register” page.
• Find the event(s) tile(s) and look for any formatting errors or missing fields.
• Test all of the links on your tile(s) and ensure they are all working and directing to the right place. Also ensure all links open in a new tab.
• Test if your event(s) can be found on the Search by event name search bar.
• Test the Choose Date(s) filter to make sure your event(s) show up under the appropriate date.
• Test the Faculty/College filter to make sure your event(s) show up under the appropriate Faculty/College.
• Test the Event Type filter to make sure your event(s) show up under the appropriate Event Type(s). Since in this section you can select more than one Event Type, test that your event(s) show up under the proper combinations of filters.

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For the remaining steps of testing, you will need to test how the event appears to a registrant.

• If an all-events test registrant doesn’t already exist, first set up a test registrant who is registered for ALL Alumni Reunion events. Then add the event(s) you created to the test registrant’s registration.
• Note: for our specific testing purposes, you shouldn’t add the events in the backend: only through the front-end, such as by going into the test registrant’s “Add More Events” link from their automatic confirmation email. Make sure to log out of iModules first OR do this in a Chrome Incognito window (in Chrome, press down CTRL + SHIFT + N to open a darkened Incognito window) to avoid overriding your administrator account!

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• Resave the test registrant’s registration in the backend to trigger a fresh automatic confirmation email to the test registrant.
• Review the event(s) in the itinerary section of the registrant’s latest automatic confirmation email.
• Make sure the event(s) are in the right chronological order.
• Look for any formatting errors or missing information.
• Test any links and make sure they direct to the right places.

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• From the confirmation email of the test registrant click on the button Add More Events. 
• You will be redirected to the registration page of the test registrant. In that URL add &reg at the end of the link, this should take you to the test registrant’s web itinerary.
  • Example: https://secureca.imodules.com/s/731/18/register21.aspx?sid=731&gid=1&pgid=20511&cid=34036&ciuid=29179122-6f7f-4b77-9537-7caee37ff37b&reg
• Review the event tile(s) on the test registrant’s web itinerary.
• Make sure the event(s) in the right chronological order.
• Look for any formatting errors or missing information.
• Test the call-to-action buttons, and ensure that any necessary instructions for attending the event(s) are displaying properly.
• Test any links and make sure they direct to the right places.

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• Review the registrant’s web itinerary and automatic confirmation email itinerary (refer to the steps above) side-by-side.
• Make sure these two separate experiences MATCH. Same total number of events (no events missing from one or the other) and same order of events.

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• Go to Your Events tab of the test registrant’s registration in the public-facing Alumni Reunion site.
• You can access a registrant’s Your Events tab by going to the Add More Events link from their automatic confirmation email, and then clicking Continue in their shopping cart to re-enter their registration. Then continue through checkout until you reach the Your Events tab.
• Review the event(s) on the Your Events tab.
• Make sure the event(s) are in the right chronological order and aren’t missing any information or ticketing options (if appropriate).

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1. You are now viewing a list of all Alumni Reunion 2024 registrants. Use the searchbox to find the primary registrant.
   
2. Click on the registrant’s name.
3. Double check: at the top of the page, it should now say “Viewing:” followed by the name of your registrant.
4. Click the Events tab.
   
5. Click on Alumni Reunion 2024 in the list of events.
   

1. On the event editing page, there are two modes: Build Form Mode and Data Entry Mode. Click Data Entry Mode.
   
2. Click on the tab you wish to edit. (For example, add or edit a guest on the Guests tab, add events on the Your Events tab, or edit the primary registrant’s personal information on the Your Info tab.)
   
3. Note: if you want to add events, you must do it two places of this form!
   • On the first tab (Registration), scroll down the Cart Values / Activity Codes field. Use the Event Code Generator and update the event codes to include any events you wish to add. Event codes should be separated by a comma with no spaces. For example: R009,R029,R020
     
   • Then proceed to the Your Events tab of the form, and checkmark events as appropriate there as well.
   • By adding the events in these two places, you ensure your changes appear everywhere they should: in reporting and in the registrant’s email and web itineraries.
4. Click Next at the bottom of each tab of the form, and then click Finish at the end.
   • Note: if the person is already registered for paid events, and you resubmit the form, don’t worry: the system will not charge the person again. It will only charge the registrant for any newly added paid events.
   • When you click Finish, the registrant will receive a confirmation email with their updated itinerary.

Refresh iModules to see your change reflected right away. (Optional)

• In the iModules toolbar at the top of the website, hover on Events. Under Manage, click Events Home.
  
• Click the Refresh button. Your change will now be reflected across the iModules admin interface.
  

1. You are now viewing a list of all Alumni Reunion 2024 registrants. Use the searchbox to find the registrant you want to remove.
   
   • ⚠️ Always remove the registrant’s guests (if applicable) before removing the primary registrant. You can tell someone is a guest because they will show up when you search for the primary registrant, and the primary registrant will appear under the “Registered By” column.
2. To the left of the registrant, there is a gear icon. Click on it and choose Adjustments.
   
3. You are now viewing a list of all the Alumni Reunion activities that currently have registrants. Use the searchbox to find the activity you wish to remove your registrant from (it will have 1 in the Quantity column) or click the Quantity arrow twice to sort the registrant’s events to the top.
   
4. Click the Adjust button in that activity’s row, and when the popup appears, click Confirm.
   
5. Repeat as necessary for any other activities (not requiring a refund) that you wish to remove this registrant from.

NEW MANDATORY STEPS: Now, uncheck the events from the user’s web itinerary and “Your Events” checkout tab.

1. Use your browser Back button to return to the Submissions/Adjustments page.
2. Click on the registrant’s name.
   • Please note when unchecking events that the main registrant’s profile must be used to remove guests.
3. Double check: at the top of the page, it should now say “Viewing:” followed by the name of your registrant.
4. Click the Events tab.
   
5. Click on Alumni Reunion 2024 in the list of events.
   
6. On the event editing page, there are two modes: Build Form Mode and Data Entry Mode. Click Data Entry Mode.
   
7. On the first tab (Registration), scroll down the Cart Values / Activity Codes field. Use the Event Code Generator and update the event codes to remove any events. If the registrant wants to keep certain events, make sure to leave those event codes untouched!
   
8. Now click on the Your Events tab and uncheck any removed events.
   
9. Click Next at the bottom of the tab, and then click Finish at the end.
   • Note: if the person is already registered for paid events, and you resubmit the form, don’t worry: the system will not charge the person again.
   • When you click Finish, the registrant will receive a confirmation email with their updated itinerary.

Refresh iModules to see your change reflected right away. (Optional)

1. In the iModules toolbar at the top of the website, hover on Events. Under Manage, click Events Home.
   
2. Click the Refresh button. Your change will now be reflected across the iModules admin interface.
   

First, look up the registration by going to the Submissions/Adjustments page for Alumni Reunion 2024 »

1. Locate the event that needs to be refunded and retrieve the Auth Code (under column labelled “auth”), as well as the purchase date.
2. In PayPal, go to “Search Transactions”. Under search options, search by Auth Code. In the date range, enter the date of the transaction and Submit. The search will retrieve the original transaction with the Transaction ID.
3. In Paypal, move to the “Virtual Terminal” tab and choose Single Transaction.
4. Under Perform Transaction – Step 1, choose “Credit” as the Transaction Type. Enter the original Transaction ID and Submit.
5. The system will automatically fill in amount of the original transaction. Replace with the amount of the refund and submit.
6. At the top of the next page, it will either read “Approved” in green or read “Error” in red. If it says Approved, the refund is complete.
7. Open the “View Transaction Details” link. Under “Transaction History”, the Refund (Credit) Transaction ID is listed. Save the page as a pdf using the following format: LastName-AlumniReunion#RefundTransactionID-Date
8. Now fill out the Refund Tracker (Excel doc) to document the refund.
9. Send a copy of the transaction record (in place of a receipt) via email to the alumni with some standard messaging.
10. Go back into iModules and remove the event per the steps for removing a free event:
    1. Remove the event(s) under Submissions/Adjustments
    2. Update the event codes
    3. Update the checkmarks on the Your Events tab

1. Go to edit mode for the public-facing Alumni Reunion website.
2. Click the Manage Articles icon. A popup will appear. (If you don’t see the Manage Articles icon, you can try this alternate link.)
3. Use the search box to find your event. Click the green gear icon to the left of your event, and click Edit Article to start editing your event’s details. Scroll to the bottom of the event details.
4. Under “Do you want to display that this event is SOLD OUT?” enter yes
5. Under “Text to Display When an Event is Sold Out” enter SOLD OUT
6. Save your changes.