Online Event Registration Software White Paper
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Slaying the Paper Giant
Relying upon archaic methodology, many organizations remain dependent upon traditional registration paperwork—resulting in excessive forms, escalating costs, strained resources, multiple errors due to dual entry, and inaccurate reports. Adding to the chaos, changes and additions to the schedule cannot be easily related quickly throughout the organization.
Seeking to adapt existing solutions to their particular needs, many quickly discover that the unique needs of event registration cannot be met in a spreadsheet or database application. Coupled with the frustration of limited access and incompatibility to integrate with multiple data formats, these quasi-solutions create major pitfalls, including disruption in service for the event administrators to navigate.
One of the greatest challenges faced is to traffic the information through and to the correct channels. Although it may be communicated via email or reports, the accuracy and dual entry creates significant confusion due to the lack of a centralized database. In addition, the absence of a web-based interface demands additional time of resources to answer and respond to each inquiry.
Answering the call of many disgruntled administrators, some IT Department managers sought to devise a homegrown solution, but recognized the huge obstacles in the challenges of creating options for fax or mail in registration, phone registration. The constantly changing technology demanded increasing resources and time, creating a distinct disadvantage to departments serving corporations unwilling to direct so much to a cumbersome methodology interacting with disparate data.
Administrators took the next logical step and sought out leaders in the software industry who began to take notice of the newly found niche. Many provided limited applications intended for other purposes and only offered sparse features. Common reports and tasks, such as printing name tags and rosters, required several additional steps in and outside the application, leaving administrators without the flexibility or scalability needed to grow with the needs of their programs.
Realizing the distinct and urgent need to reform the current methodology, many within the industry have focused on standardizing interfaces to enable systems to communicate. However, the problems still remain as the registration options remain numerous and the suppliers reluctant to change. Until recently, online registration appeared to be an oxymoron, or at best a pipe dream never to reach reality.
MediaBlend Realizes GoSignMeUp™
As event administrators voiced their concerns with the current trends, their existing systems, and the frustrations of limited applications in a burgeoning world of technology, MediaBlend listened. Interviewing and analyzing administrator needs, MediaBlend developed a unique approach both in methodology and technology.
Addressing methodology first, MediaBlend sought to eliminate dual entry, excessive paperwork, and refocus strained resources. Most of the new processes would be a direct result of the technology. As many past applications forced organizations into steep learning curve and frustrating downtime due to incompatible architecture, MediaBlend utilizes both ASP and SQL server technology as well as intuitive web-based interface to quickly implement and utilize GoSignMeUp™. Directly linking to a central database, authorized users can immediately access the most accurate course descriptions, calendars, and room information any time, from anywhere.
Going beyond the traditional tools of registration, GoSignMeUp™ enables a corporation to immediately integrate their professional development management environment with a platform supporting network elements.
GoSignMeUp™ Features and Functionality
Course Descriptions
- Costs
- Materials Needed
- Instructors
- Locations
Online Registration
- Student Information
- Select Courses by Category
- View Course Description
- Checkout/Shopping Bag Technology
Attendance/Transcripts
Course Location/Driving Directions
Reports
- Certifications
- Class Rosters
- Enrollment Statistics
- Name Tags/Name Plates
- Payment Status
Email Students, Supervisors, Instructors, Administrators
Export Data
Calendar Management
Room Management (Reservations)
Administration
Utilizing an intuitive web-based online registration implementation tool, administrators can make immediate improvements to business processes by integrating the current course offerings while instituting superior organization of corporate calendars and room reservations.
Upon initial implementation, the GoSignMeUp? System equips administrators with the ability to assign sub-administrators limited access to critical tasks, allowing administrators to refocus on the critical responsibilities demanding their immediate attention.
With any time, anywhere access to a central database, administrators and sub administrators can easily and effectively update the course catalog, including instructor and room information.
Registration Reality
Once entered, the course catalog can be immediately viewed by the end uers (or students), and a paperless registration process begins. Building upon advanced technology, users can login and access the vital information needed to quickly and effectively register with little or no assistance.
By entering key contact information, such as email address, students not only access course information through the website, but can receive class updates and transcripts through email notifications.
Channeling Change
As courses evolve, administrators can copy, edit, temporarily remove, or permanently delete current courses with a few simple steps. After clicking on a single button, the submitted changes immediately go into effect across the entire site.
Significant changes, such as canceling a class, automatically generate an email to all students enrolled in the class. Configurable both in message and in circumstance, administrators can customize the email message to be sent as well as which course changes mandate an automatic email notification.
Critical Customization
Throughout every phase of registration, enrollment, and final transcript—administrators can tailor GoSignMeUp? to meet the individual and very specific needs of each organization. From physical location, website URL, class materials needed—to intangible and unexpected customizations such as a vast number of user-defined fields, accessible in both student and course pages.
Customizable Fields
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Configurable System Settings
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Actionable Analysis
Beyond the unprecedented ease of registration, GoSignMeUp™ provides detailed reporting with actionable analysis for both the Event Registration Administrator and key decision makers throughout the organization. Providing immediate insight to executive management with an objective view of the student’s history and can efficiently develop end-to-end business processes.
Discovering potential areas for concern, GoSignMeUp™ transforms obstacles into opportunities for process improvements across the organization, beyond event registration. With the ability to deliver continuously updated reports, GoSignMeUp™ identifies the students trained in specific areas, along with their performance in the class. Utilized at corporations, GoSignMeUp™ serves as a vital indicator of training needs across regions and can include who received the latest course information. For example, a previous sales training class may receive an updated training manual via GoSignMeUp™’s email course tool. An authorized team member, such as a regional manager, can ensure every account executive received the manual through a simple report as well as review which team members performed at higher levels throughout training.
GoSignMeUp™ Approach
Unifying functionality from disparate data sources GoSignMeUp™ transforms outdated methodology to create a fluid collaborative environment for event registration and overall
superior operations within an organization.
Utilizing data search and analysis as well as student tracking tools, GoSignMeUp™ quickly provides administrators and authorized users with the tools needed to accurately analyze its current training needs.
Integrating with key technology and data formats, GoSignMeUp™ provides organizations with a fully flexible, scalable approach to eradicate the excessive paper giant of event registration. Streamlined, flexible, and scalable to grow with their needs, they can now reduce costs while maximizing resources and vastly improving operational procedures.
