Alumni Reunion iModules Guide 2023

Alumni Reunion iModules Guide 2023

Welcome! This step-by-step guide will help you use iModules to manage your Alumni Reunion 2023 events. Please bookmark this page for your convenience. If you have any questions, please reach out to alumni.reunion@utoronto.ca.

Log in

  1. Go to my.alumni.utoronto.ca
  2. Sign in using your username (UTor email address) and iModules password.
  3. On the next page, the iModules toolbar will now appear at the top of the site.

 

Shortcut links to bookmark

  1. This guide
    You can also get here by going to the Alumni Reunion digital toolkit.
  2. The Alumni Reunion 2023 iModules event page, where you can create a registration
    You can also get here by hovering on Events in the grey iModules top toolbar, clicking Events Home, and clicking Alumni Reunion 2022 in the list of events.
  3. The Submissions page for Alumni Reunion 2023, where you can look up or revise an existing registration
    You can also get here by hovering on Events in the grey iModules top toolbar, clicking Events Home, and finding (but not clicking!) Alumni Reunion 2022 in the list of events. To the left of the Alumni Reunion 2022 row is a grey gear icon: click it and choose Submissions/Adjustments.

 

Create a new registration

First, go to the Alumni Reunion 2022 event page in iModules »

Now, look up the primary registrant.

  1. Click Find Member Record.
  2. Search for the primary registrant. You can search by ARBOR ID number, email address, or name.
    • Note: If there are multiple records, choose the one with Donor ID filled out. (Donor ID is ARBOR ID.)
  3. When you find them, click on their name.
  4. Double check: at the top of the event editing page, it should now say “Viewing:” followed by the name of your registrant.

Fill out the registration form on behalf of the registrant.

  1. On the event editing page, there are two modes: Build Form Mode and Data Entry Mode. Click Data Entry Mode.
  2. Now you must fill out the registration form on behalf of the registrant. It’s a multi-tab form, so you must complete each tab and click Next at the bottom of each tab, and then Finish at the end.
    • Note:Even if a field is marked as mandatory (as indicated by a red asterisk * symbol), as an admin, you have the power to leave any field blank — even billing fields.
    • Note: If you don’t know what to put in a field, just leave it blank — don’t type “N/A” or enter fake data.
  3. Registration
    • On this tab of the form, you can update the main registrant’s main information, such as email, country of residence, and affiliation to U of T.
      • ⚠️ Note: Be cautious when updating the email section, as it will change the email associated with the member record.
    • Ignore the Shopping Cart Values field.
  4. Your Info tab
    • On this tab of the form, you must fill out general information about the registrant, such as their name and address, and education.
    • Remember: if a field isn’t relevant to the registrant, just ignore it.
  5. Guests tab
    • On this tab of the form, you can click Register a guest if the registrant will be bringing one or more guests. Fill out the first guest’s information and click Add Guest. You can then repeat this process for any additional guests the registrant is bringing. (If the registrant has no guest, simply move on to the Your Events tab.)
  6. Your Events tab
    • On this tab of the form, you can checkmark the specific Alumni Reunion activities you wish to register the person (and/or their guests) for. You can also use the CTRL+F keyboard shortcut to quickly find your activity in the list.
    • Note that you can register a guest for different/separate activities than the primary registrant.
  7. Billing tab
    • On this tab of the form, you can enter the registrant’s billing information (if applicable).
    • If the information is pre-populated, still confirm it with the registrant.
    • Remember: you can skip these fields if you don’t want or need to charge the registrant.
  8. Review tab
    • On this tab of the form, you can review the details of the registration.
  9. Finish tab
    • On this tab of the form, you must click Finish to finalize the registration in the system. Make sure to leave both confirmation emails checked, so that DUA and the registrant both receive a record of what happened.

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.

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Update a registration (add events or guests, or update personal information)

What can I do?

  • Edit the registrant’s or guests’ personal information
  • Add additional guests
  • Register the registrant and/or guests for additional events (you can even register a guest for different events than the primary registrant!)
  • ⚠️ Note: if you want to cancel a registration (remove a registrant and/or guest from an event), you can’t do that using these steps. Use either of these steps instead:

First, look up the registration by going to the Submissions/Adjustments page for Alumni Reunion 2022 »

  1. You are now viewing a list of all Alumni Reunion 2022 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 2022 in the list of events.

Edit the registration details on behalf of the registrant.

  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 the user to more events, you must do it two places of this form!
    • On the first tab (Registration), scroll down the Cart Values / Activity Codes field and add the specific event codes of any events you wish to add. Multiple 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 the same added events there as well.
    • By adding the events in these two places, you ensure they 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.

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Remove events from a registration (NO credit card refund)

⚠️ If you want to cancel registration for a paid event and refund the registrant’s credit card, you must follow these steps instead.

First, look up the registration by going to the Submissions/Adjustments page for Alumni Reunion 2022 »

  1. You are now viewing a list of all Alumni Reunion 2022 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 STEP: 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 2022 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 and delete the specific event codes of any events you wish to remove. If the registrant wants to keep certain events, make sure to leave those event codes untouched! Multiple event codes should be separated by a comma with no spaces. For example: R009,R029,R020
  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.

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Remove events from a registration (WITH credit card refund)

In any instance where a credit card payment needs to be refunded, this must be processed through DUA. This is because the payments are refunded through one central PayPal account.

  1. DO NOT do anything in iModules!
  2. Contact alumni.reunion@utoronto.ca on the registrant’s behalf.
  3. We will process the refund ASAP. The guest can expect their refund within 5 business days.

If you received a cash or cheque payment from the registrant directly, you are welcome to remove the event from the registration yourself and refund the registrant at your own discretion.
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Edit an existing event

You can edit information about your event, to change how it appears to website visitors and registrants. For example, you can add accessibility information, parking information, a link to donate, or a Google Map link.

This is a two step process. You must complete any updates both on the front end and backend to ensure your event’s updated details are consistent across all the contexts in which they can appear.

As the steps to edit an event closely resemble the steps to create an event, the section below focuses on how to edit UNIQUE or COMPLICATED fields. If the field you are editing is not outlined below, please refer to the steps on Create a new event to review how to update your desired field(s).

Updating Event Name

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).

  1. Navigate back to the backend of iModules.
  2. In the iModules toolbar at the top of the website, hover on Events. Under Manage, click Events Home.
  3. Locate Alumni Reunion 2023 in the list of events, but don’t click on it.
  4. To the left of the Alumni Reunion 2023 row, click the > symbol to expand the row. This feature shows all Reunion events in an indented list under Alumni Reunion 2023.
  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.)
  6. Click the gear icon to the left of your event, and choose Edit Activity. A popup will appear.
  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:
  8. Once there, update the Activity Name field with the new name of the event.
  9. Once you are content with the update click Save.
  10. You will be taken to a second page, click Next at the bottom of the page.
  11. ⚠️IMPORTANT: Do not skip following step as changing the activity name on the backend has effects on reporting and the IM team needs to be notified.
  12. Once the name has been updated in the backend, email nitish.mehta@utoronto.ca to inform him of the change. In the email outline:
    1. The OLD name of the event.
    2. The NEW name of the event.

Updating Event Date/Time

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

  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.
  4. Click the green gear icon to the left of your event, and click Edit Article to start editing your event’s details.
  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.
  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.
  7. Update the Activity Date Tag(s) with the new date using the following format: 28-May.
  8. Ensure the Time Zone is set to Eastern Time (US & Canada).
  9. Once you are content with the new date, click Save.

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

  1. Navigate back to the backend of iModules.
  2. In the iModules toolbar at the top of the website, hover on Events. Under Manage, click Events Home.
  3. Locate Alumni Reunion 2023 in the list of events, but don’t click on it.
  4. To the left of the Alumni Reunion 2023 row, click the > symbol to expand the row. This feature shows all Reunion events in an indented list under Alumni Reunion 2023.
  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.)
  6. Click the gear icon to the left of your event, and choose Edit Activity. A popup will appear.
  7. 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:
  8. 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.
  9. Update the Activity Instructions content box with the new time in the following format: 10:30 AM – 5:30 PM ET.
  10. Once you are content with the update click Save.
  11. You will be taken to a second page with more fields, scroll to the bottom of the page and click Next.
  12. After the pop-up is closed you will be automatically taken to the Activities 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).
  13. 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.

Updating ticket prices

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

  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.
  4. Click the green gear icon to the left of your event, and click Edit Article to start editing your event’s details.
  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
  6. Once you are content with the new date, 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.

  1. Navigate to the Alumni Reunion 2023 event page in iModules
  2. Click on the Build Form Mode and navigate to the Activities tab. 
  3. In the Activities tab find the event you are hoping to update, then click Manage Category > Registration Fees / Commerce Items. 
  4. In the popup, you should see the ticketing information under Tickets. Click the check box next to it and then click the Edit button.
  5. A new page should appear. Scroll to the bottom of the page and click Next.
  6. You should now see another popup, 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.
  7. A new page should appear. On the Price field, update the price of the ticket.
  8. 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.
  9. 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.
  10. Once you have filled you information the popup should look something like this:
  11. Once you have updated all the information necessary, click Save.
  12. If you wish to update another type of price (example: guest) repeat the process starting step 35.
  13. Once you have updated all of your desired types of pricing, click Finish.

Updating all other event info

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.

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

  1. Navigate back to the backend of iModules.
  2. In the iModules toolbar at the top of the website, hover on Events. Under Manage, click Events Home.
  3. Locate Alumni Reunion 2023 in the list of events, but don’t click on it.
  4. To the left of the Alumni Reunion 2023 row, click the > symbol to expand the row. This feature shows all Reunion events in an indented list under Alumni Reunion 2023.
  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.)
  6. Click the gear icon to the left of your event, and choose Edit Activity. A popup will appear.
  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:
  8. Once there, scroll to the bottom of the page and click Save.
  9. You will be taken to a second page with more fields, find the Activity Description field and update it using the HTML Generator.
  10. Make sure the box is set to the <>HTML tab and paste your content from the HTML Generator.
  11. Once you are done with your changes click Next.

HTML Generator

Use the HTML generator below to convert your formatted content into HTML or convert your HTML into formatted content to then paste into the frontend or backend of your event. Which instructions you should follow depend on the type of content you are starting with.

Converting formatted content to HTML

  1. Paste the content you want to convert to HTML into the box.
  2. Use the icons at the top of the box to edit your text how you would like. You can bold the content, italicize it, add bulleted or numbered lists, and create links.
  3. Once you are happy with the content on the box click COPY CODE.
  4. The code has now been copied, paste it wherever you need it!

Converting HTML to formatted content

Alternatively, you can also paste and edit HTML directly and see how it would look once it is formatted.

  1. Click the ‘<>’ icon.
  2. You should see a popup called Source Code, paste or input your HTML in this box.
  3. Once set, click Save. You should now see how that HTML looks when formatted!
  4. Edit your text as you would like. You can use the icons at the top of the box to bold the content, italicize it, add bulleted or numbered lists, and create links.
  5. Once you are happy with the content on the box click COPY CODE.
  6. The code has now been copied, paste it wherever you need it!

[THE IMAGE BELOW IS A PLACE HOLDER, THE ACTUAL HTML GENERATOR SHOULD BE EMBED HERRE]

 

Edit events (OLD VER)

  1. You are welcome to make edits to the following “safe” fields. ⚠️ DO NOT TOUCH any other fields without contacting us, as they are technical in nature and editing them could cause issues with the entire website!
    These are the ONLY fields that are safe to edit:
  • 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
  • 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
  • Activity Card Description
    • Note: 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.
  • Activity Modal Description
    • Note: 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. Below are instructions on how to edit or generate HTML without needing to learn code!
    • If the field already has HTML code in it, and you want to edit it, go to this free online HTML editing tool. Copy all the code from the Activity Description field, and paste it into the left-hand pane of the HTML tool. Then edit the human-friendly version in the right-hand pane of the HTML tool. When you’re happy with it, copy the updated HTML code from the left-hand pane and paste it back into the Activity Description field. (Don’t forget to delete the old code from the field first!)
    • If the field doesn’t have HTML in it yet, but you’d like to add some, go to this free online HTML editing tool. Prepare your event description in the right-hand pane, using the toolbar to add bullets, italics, etc. Then copy the HTML code from the left-hand pane, and paste it into the Activity Description field.
  • Activity Cost
    • 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
  • Division Name (for example: “Faculty of Applied Science & Engineering”)
  • Activity Location Name (for example: “Lillian Massey Building”)
  • Address
    • 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.)
  • Is this a DUA-led Flagship Event? (Enter “flagship” into the text field if YES)
  • Does this event have attendance restrictions? (Enter “restricted” into the text field if YES)
    • Note: this field has no functionality.
  • Activity Additional Info
    • This is where you can enter any attendee restrictions, such as “Age 19+” or “Open to Trinity Alumni”
  • Accessibility information
    • Please fill out all the information you can. 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, review this guide’s instructions for the Activity Modal Description field on how to add HTML to create a link.
  • Portal Button Link & Portal Button Label(s)
    • Note: 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.
    • Each event can have up to two call-to-action buttons for actually accessing the event itself.
    • 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)
    • 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
  • Additional Portal Info
    • Note: 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 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.
  • Hybrid Event Info
    • Only use this field if your event is hybrid (an online AND in-person experience). 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.
    • Follow these 5 special steps to link your hybrid events:
      1. Get the event-specific URLs for both events (Alumni Relations has a list). Make sure to keep straight which is which!
      2. In the Hybrid Event Info field of the in-person event, paste the following code and carefully replace the orange 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 orange 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.
  • Sold Out (these fields are at the bottom) – enter yes (all lowercase) if the event is sold out. You must also enter SOLD OUT in the “Text to Display When An Event is Sold Out” field. This will replace the event’s Add Event button in the event listing with an unclickable grey SOLD OUT button.

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

  1. You are welcome to make edits to the following “safe” fields. ⚠️ DO NOT TOUCH any other fields without contacting us, as they are technical in nature and editing them could cause issues with the entire website!
    Special note: tell Alumni Relations (who must tell IM Team) if you need to change your Activity Name (event name). Changing this name causes issues with reporting; it’s very important to NOT change it yourself.
    These are the ONLY fields that are safe to edit:

    • Start Date, End Date, Start Time, End Time
      • ⚠️ Important: When updating the date of your event you will need to take an extra step. After the event is updated, go to the Your Events tab of the backend and in the Build Form Mode drag and drop the event under the correct date header. Otherwise the event will NOT appear under the right date heading.
    • Enable registration limits across all registrations
      • Check this box 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.
    • Enable Activity Header should always be checkmarked
    • Enable Activity Instructions should always be checkmarked
    • The large text field at the bottom should contain the time of your event (format: 3:00 PM – 5:00 PM ET), and any brief, exceptional restrictions that registrants should know about (such as “19+ only”.) ⚠️ This field is not for general information about your event. You will have the opportunity to add other event information in a future step. This field appears on the “Your Events” stage of checkout.
    • Activity CSS Class should contain the tag 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.
  2. When you’re done, click Save. Notice that an additional page will load, with more fields!
  3. On this additional page, ignore the empty Activity Preview field – we aren’t using it. However, you can make corrections to these fields if required:
    • Activity Description (this appears in the automatic confirmation email!)
      • This field is the main information field for your event, as it appears in the automatic email confirmation. It should include all relevant information for accessing the 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
      • To add a link:
        • 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.
      • In addition to all the relevant information to access your event, the activity description MUST also include an additional Online or In-person tag so the corresponding visual tag shows up on the email. To add this tag, follow the steps below:
        1. 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.
        2. 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>
    • Contact Person – you should enter at least one contact. Try to provide a name, title and email address.
    • Location Name and Directions – ignore these fields; they are not in use. If you have directions you wish to share, put them in the Activity Description field instead.
  4. When you’re done, click Next.

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Create a brand new event

Creating an event is a two-step process. You must create your event on the backend and the frontend of iModules and make sure both versions are linked via event code and consistent with each other. The following steps detail how to do this. 

Creating an event code (Step 1)

The frontend of the Alumni Reunion registration site communicates with its backend about specific Reunion events via “event code”( Example: AR23-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 AR23-R008.

Please follow the steps below to create an event code:

  1. Login to iModules at https://my.alumni.utoronto.ca
  2. Go to https://adminca.imodules.com/admin/index.aspx?sid=731&gid=1&pid=719&cid=1345&giid=157400&fid=34036
  3. On the Choose Role dropdown, select “–Add New Role–”
  4. In the Role Name field, enter AR23-R###, where ### is the ID of the event. (Please ensure that the ID is unique from all existing roles.)
  5. For the Role requires all values checkbox, please leave it as is (unchecked).
  6. In the Role Field Operator dropdown, select “Contains”.
  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 “AR23-“ in this field).
    • This is what your screen should look like if you were to create a code for event ID R008:
  8. Click the Add New Role >> button to create the new event code.

Creating an event in the backend (Step 2)

  1. Go to the Alumni Reunion 2023 event page in iModules 
  2. Click on the Build Form Mode and navigate to the Activities tab. 
  3. In the Activities tab click Manage Form > Add Activity. 
  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:
  5. Fill the Activity Name.
  6. On the Display Audience select the Role radio button (this is where you assign an event code to the new event). 
  7. You will see two boxes, remove “Everyone” from the right-hand box by selecting the word and clicking the left arrow. 
  8. Scroll down on the left-hand box and find the event code of the event (for example AR23-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 ». 
  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. 
  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. 
  11. Fill the Start Date, End Date, Start Time, End Time with the corresponding information.
  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.
  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.
  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.
  15. Uncheck the Attendees List checkbox.
  16. Uncheck the
  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.
  18. Once completed click Create.
  19. Notice that an additional page will load, with more fields! Ignore the empty Activity Preview field – we won’t be using it.
  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
  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.
  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.
  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>
  24. Scroll down to the Contact section of the page and fill the information for at least one point of contact.
  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.
  26. Click Next once you are done.
  27. IF your event has a fee please complete the EXTRA STEPS below otherwise you may skip to Step 44.
  28. In the popup, click Add Commerce.
  29. A new page should appear. In the Field Name enter “Tickets”. This is a standardized name used for Alumni Reunion.
  30. If your event requires alumni to pay in order to register, check the Make this field required checkbox.
  31. The Audience should be set to “Everyone”.
  32. On the Date Field Type, select “Registration Fee Dropdown” from the dropdown.
  33. 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.
  34. Once you have filled you information the pop up should look something like this:
  35. Once completed, click Next.
  36. You should now see another pop up, this is where you will set the actual price of your event. In the pop up, click Add Price/ Fee.
  37. A new page should appear. In the Label enter the name of the type of ticket, for example “Alumni Ticket” or “Guest Ticket”.
  38. On the Price field, fill in how much will this type of ticket cost.
  39. 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.
  40. 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.
  41. Once you have filled you information the popup should look something like this:
  42. Once you are set with your price, click Save.
  43. If you wish to create another type of price (example: guest) repeat the process starting step 35.
  44. Once you have set all of your desired types of pricing, click Finish.
  45. After the popup is closed you will be automatically taken to the Activities tab in the Build Form Mode. Scroll down to the very bottom of the Activities tab to find your newly added event. Then on the corner of the event box click Manage Category >Activity Settings
  46. 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.
  47. 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.
  48. Once completed, click Save.
  49. Once on the second page, scroll to the bottom and click Next >>
  50. After the popup is closed you will be automatically taken to the Activities tab in the Build Form Mode again. Scroll down to the very bottom of the Activities 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.

Creating an event in the frontend (Step 3)

  1. Go to edit mode for the public-facing Alumni Reunion website
  2. Click the Add Article icon (shown below).
  3. A popup will appear. Fill in the fields.
  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: 01/01/2023
    • Input the End Date: 12/31/2099
  5. Select the Timezone Eastern Time (US & Canada). 
  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.
  7. Input the Event Name. This is the name that will be visible to the users.
  8. Input the Event 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.
  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.
  10. Input the Activity Day Tag(s) in the format 28-May. IMPORTANT: This date should match the Activity Date & Time field.
  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
  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
  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
  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.
  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.
  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
  17. Input the Division Name, for example: “Faculty of Applied Science & Engineering”.
  18. Input the Activity Location, for example: “Lillian Massey Building”.
  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!).
  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.
  21. If the event has attendance restrictions, enter “restricted” into the text field Does this event have attendance restrictions?. Otherwise leave the field empty.
  22. Input any any attendee restrictions into the Activity Additional Info field, for example: “Age 19+” or “Open to Trinity Alumni”.
  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!).
  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.
  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)
  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
  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!).
  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.
  29. Once all the fields above have been completed click save.
  30. Your new event should now appear on the public-facing Alumni Reunion website at the bottom of the page.
  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.)
  32. Find your event.
  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.
  34. Once your event is on the right spot, scroll to the bottom of the page and click Save.

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Test if an event was set up properly

Test how the event(s) appear in the event listing and filters

  • 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.

Register the All-events Test Registrant for the event(s) in the front-end (Step 1)

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!

Test how the event(s) appear in a registrant’s automatic confirmation email (Step 2)

  • 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.

Test how the event(s) appear in a registrant’s web itinerary (Step 3)

  • 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.

Test that the front-end and back-end event(s) were configured/connected properly (Step 4)

  • 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.

Test how the event(s) appear in the “Your Events” tab of the registrant’s checkout (Step 5)

  • 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).

 

Generate an event-specific URL to promote your event(s)

Alumni Relations maintains a spreadsheet of all events’ event-specific URLs. However, you can easily assemble your own – or even create a custom URL driving to a collection of events!

  1. First, look up the unique code(s) of the event(s) you wish to promote. If you already know the event codes, skip to Step 9.
  2. Go to edit mode for the public-facing Alumni Reunion website »
  3. Click the Manage Articles icon. A popup will appear. (If you don’t see the Manage Articles icon, you can try this alternate link.)
  4. Use the searchbox to find your event.
  5. Click the green gear icon to the left of your event, and click Edit Article to start editing your event’s details.
  6. Look for a field titled “Unique Activity Code“. It will contain a code in a format similar to this: R001.
  7. Do NOT edit or delete the code! Copy it down somewhere, and close/cancel the popup window.
  8. If you wish to promote a collection of events, repeat the steps above to gather the other events’ codes as well.
  9. Now simply add one or more unique event codes onto the end of this standardized base URL:
    https://secureca.imodules.com/s/731/18/register21.aspx?sid=731&gid=1&pgid=18836&cid=31021&eventcode=

    • Example 1, single event: if your event code is R001, your event-specific URL will be:
      https://secureca.imodules.com/s/731/18/register21.aspx?sid=731&gid=1&pgid=18836&cid=31021&eventcode=R001
    • Example 2, collection of events: if you wish to link to a collection of events R001, R002 and R003, add their codes onto the end of the URL separated with a period:
      https://secureca.imodules.com/s/731/18/register21.aspx?sid=731&gid=1&pgid=18836&cid=31021&eventcode=R001.R002.R003
  10. Always test your link before using it!

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Resend an itinerary email to a registrant

First, look up the registration by going to the Submissions/Adjustments page for Alumni Reunion 2022 »

  1. You are now viewing a list of all Alumni Reunion 2022 registrants. Use the searchbox to find the registrant you want to resend the confirmation email to.
  2. To the left of the registrant, there is a gear icon. Click on it and choose Resend Confirmation Email.

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Pull a registration/attendee report

For an individual event (for example, “SMC Alumni All Alumni Party”):

  1. Go to the Advancement Services Reporting Services Portal and log-in using your utorID and password
  2. Select the Events resource
  3. Select report 100193 Individual Event Report
  4. Choose your desired event from the Event dropdown, and then click View Report at the right
  5. To download the report, click on the dropdown menu next to the floppy disk icon and choose the desired format (such as Excel)

For all of your division’s events (for example, “all UTM Alumni Reunion events”):

  1. Go to the Advancement Services Reporting Services Portal and log-in using your utorID and password
  2. Select the Events resource
  3. Select report 100198 Divisional Event Report
  4. Choose your desired faculty/college/division from the Division Name dropdown, and then click View Report at the right
  5. To download the report, click on the dropdown menu next to the floppy disk icon and choose the desired format (such as Excel)

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Pull an Honoured Year registration list

This task doesn’t involve the Alumni Reunion registration site, but for convenience we’ve included these steps on how pull your honoured-year (4 and 9) data lists for evites, below.

  1. Go to the Advancement Services Reporting Services Portal and log-in using your utorID and password
  2. Select the Alumni resource
  3. Select report  101125 Alumni Reunion 2020 (bottom right)
  4. Complete the following fields:
    • Owner Code and Secondary Owner Code (Faculty/College/School)
      • Honoured years based on specific faculty, college or department
      • Uncheck N/A and select your faculty only
    • Result
      • Based on affiliations/ events and not by honoured years (only applies to DUA)
      • Select N/A
    • Solicit Type
      • Based on report purpose
      • Select all that apply, most likely invitations
    • Solicit Department
      • Select your appropriate department(s) if applicable
    • Social (Honoured) Year
      • Years ending in 5 or 0
      • Select all or specific years you want to invite
    • Age
      • Select all or specific age groups you want to invite
      • Age parameter will filter against social year parameter chosen above (i.e. if you want to select alumni who graduated in 2003 and are under 35 years of age you would select both the 2003 honoured year and the <35 age parameters)
    • Solicit Division
      • Restrictions alumni have requested
      • MUST select DUA (any restrictions recorded as “Spring Reunion” will be captured this way)
      • MUST select your own division name
    • Solicit Program
      • Restrictions alumni have requested
      • MUST select Divisional Reunions and Spring Reunion
    • Contactability
      • Indicate which method you’ll be using to communicate (mail, email, both) to reduce the list to only those you can contact via that method

Note: Once you have downloaded your list from Advancement Reporting Services, you must create an Email Campaign Request ticket on the Help Desk. This ticket will ensure that your email request is in the queue for delivery.

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Need help? 💁

Questions about the site? Need support with a problem? Please connect with one of us!

General queries: 

Alumni.reunion@utoronto.ca

Forgot your password or to get a new log-in created:

Please submit a help desk ticket (Request Type: Alumni Reunion Events) on behalf of the individual including their name and email.

Urgent issues such as servers not responding:

Please submit a help desk ticket (Request Type: Alumni Reunion Events) for the quickest response. Please copy alumni.reunion@utoronto.ca on your ticket so we are aware of the issues.

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