Beginning with e-Business 5.5.1, Aptify introduces administration functionality with a new type of role/access, called the Company Administrator. In many cases, Companies designate personnel with the authority to perform certain tasks on behalf of the Company. The person designated for this position is usually responsible for purchasing products and publications, and processing renewals on behalf of the company and its members.

There are several tasks that a person in a Company Administrator type of role performs depending on the organization. e-Business 5.5.1 allows one or more representatives from the Company to manage a number of logistics for the entire Company, to reduce the workload on members, and improve the ability of members to engage with their association. This appendix provides summaries of the various areas of functionality available to a Company Administrator, as well as steps detailing some of the most common tasks a Company Administrator is likely to perform. The areas of functionality outlined in this document are:

• Membership
• Meetings and Events

Membership

As a Company Administrator, a user has the ability to perform tasks and update information on behalf of other users from the same company. Actions related to Membership that a Company Administrator can perform include:

• Adding Persons
• Updating membership information
• Purchasing or renewing memberships on behalf of other users.

This section highlights some of the common activities a Company Administrator can perform related to membership. For detailed information on Aptify's Membership functionality refer to the Aptify 5.5 Customer Member Management Guide.

Adding Persons

Company Administrators have the ability to add users in two ways. The first is through the basic line interface, where the admin can enter details manually and add rows as needed for additional users. The second method is via an Excel template, created by Aptify and included for download on the Add Members page. Users can download the template; update it with all of the information related to the members they'd like to add and then upload the completed template to add multiple users at one time, which is ideal for adding a larger number of users.

Adding Persons Manually

To add members manually refer to the steps below:

1. To add new members select the Add Members button from the panel bar on the left of the Company Administrator Dashboard Landing Page.
   
   
   
   
    
2. To add users directly on the Add New People page, enter the required details for each person
   1. Mandatory fields are marked with an asterisk.
   2. Use the Add Row button to create rows for additional names/users.
   3. Create Web User will be checked by default, be sure to uncheck this box for any users that do not require a web user account. Username and password will be sent to the new web user via separate emails. The person's email address will be the Web User's User ID.
      
      
      
      
      
3. Click Submit to add the new Persons records associated with the Group Administrator's Company.

Adding Persons With the Excel Template

To add persons with the Excel template refer to the steps below:

1. From the Add New People page, download and update the template supplied on the lower left corner.
2. Browse to the updated template file, and select Upload.
   1. Note: Larger files may take a longer period of time since there are a number of records being created and if creating web users, notifications are sent as part of the creation process for each user.
3. Completed updates will display a confirmation, as shown below.
4. You can open the AddPerson.xlsx file to see the upload status for each of the new record in the comments column.
    

Purchasing and Renewing Memberships

The Company Administrator has the ability to purchase new memberships and renew existing memberships on behalf of other company persons.

Enrolling New Members

A Company Administrator can enroll new members on the e-Business site. This feature is available on the Manage My Group landing page, and via the drop-down menu (as shown below).
 

The Enroll New Members page, only displays details for non-members (as stated at the top of the page). Company Administrators can select the person(s) they want to purchase memberships for, what type of membership, and specify each membership's individual auto-renewal status.

Complete the steps below to place a membership order:

1. Select the Person you want to purchase a new Membership for by placing a check in the box to the left of their name.
2. Select the type of Membership from the Select Product drop-down menu.
   1. By default, the Select Product drop-down menu only shows individual membership products; that is, membership products tied to a Member Type with DefaultType set to Persons.
3. Select the Auto Renew option for each membership, by default auto-renewal is not selected.
4. Click Proceed to Checkout to continue with the order.
   
   
    
5. Verify the Order details and select Check Out.
6. Confirm the Shipping Details, Order Summary and Items, select Next Step.
7. Complete the Billing Information and Review, and then select Complete Order.
8. Once the order has been completed successfully a confirmation screen will display with the Order Number.
   This screen allows the Company Administrator to send email confirmations
   
    
    

Renewing Memberships

Using the new Renew Membership Feature, Company Administrators have the ability to perform the following functions for members within their company:

• Renewing Memberships
• Enabling or Disabling auto-renewal for memberships

The membership renewal page is available through the Manage My Group dashboard page and via the Manage My Group drop-down menu (shown below).

The Company Administrator has the ability to renew memberships on behalf of other Persons from the same company. The Renew Membership page displays Persons with existing memberships and their status to allow Company Administrators to renew memberships that have lapsed or to update their renewal settings.
 

Other Membership Functions

Member Certification Summary (Issue 14344)

The Membership Certification Summary displays the certification or license status for the persons in a Company Administrators company. This page also allows the Company Administrator to add CEUs for particular members.
 

Renewing Subscriptions

The Subscription Renewal feature performs the same in all functional aspects as a Membership renewal. It displays the existing subscriptions, allowing Company Administrators to select subscriptions for renewal, and modification to the auto-renewal preferences. Refer to the steps under Renewing Memberships for a related example.

The Subscription Renewal option is available from the Manage My Group drop-down menu.
 

Meetings and Events

With e-Business 5.5.1, the Company Administrator is able to perform tasks and update information on behalf of other users for Meetings and Events. Actions available to the Company Administrators include:

• View event details for Upcoming and Past Events
• Search for Events with the name or venue details
• Register persons (individuals and groups) for meetings and events
• Changing persons meeting attendee status
• Complete a meeting attendee transfer (e.g., transferring one person for another in the same meeting registration)
• Completing a meeting transfer (e.g., transferring an existing person's meeting registration to a new meeting)

This section also includes two examples of some of the Meetings and Events functionality in e-Business 5.5.1 for Company Administrators. The information is intended to provide context for these updates and overview information for some of the common scenarios.

Event Registration

The Event Registration feature is available from the Company Administration's Manage My Group dashboard page, or Manage My Group drop-down under Meetings/Events Management  Event Registrations. Company Administrators can view and search for Upcoming or Past Events and view related event and attendee details.

• Events include an arrow to expand and display and related sessions.
  
   
   

• Selecting an individual event displays the event details including the dates, venue, price, and registration status for the attendees.
  
   
   

Group Registration

When a Company Administrator views a Meeting Information page, an additional button labeled Register Group appears at the bottom of the screen, as shown below.

Here is how a Company Administrator registers multiple people from his/her company for the same meeting:

1. The Company Administrator browses to the Meeting Information page for a particular meeting.
2. If the meeting includes one or more sessions, the administrator checks the box next to each applicable session to include it in the registration.
   • All selected sessions will be added to the cart for all of the selected registrants. The administrator can remove sessions for particular individuals as needed from the shopping cart.
3. The administrator clicks the Register Group button.
4. The administrator selects the people at his/her company to register for the meeting.
   • The grid only shows people who are not currently registered for the meeting.
   • The number of spaces available for the meeting is shows above the grid. If the number of registrations exceeds the available number of spaces, one or more of the selected registrants will be put on the wait list.
   • For each registrant, the administrator can set the person's badge information by clicking the Preview/Edit link. 
     
     
     
     
5. After identifying the registrants, the administrator clicks the Register button to proceed to the View Cart page. From the cart, the administrator can remove any sessions for particular individuals.
6. The administrator completes the checkout process to process the registrations.

Transfer Registration to New Attendee or to a New Meeting

The Attendee Transfer and Meeting Transfer functionality is available for use by a Company Administrator via the Company Administrator Landing Page or on the Manage My Group drop-down under Meetings/Events Management. The Attendee Transfer and Meeting Transfer landing pages display a list of scheduled meetings, where a Company Administrator can select the meeting and update the status for any existing attendee. The steps for performing an attendee transfer and a meeting transfer are similar. Refer to steps below for an example scenario for the Meeting Transfer process:

1. Select the Meeting that you want to modify the registrant details for.
   
   
    
2. Select the Existing Attendee you want to transfer to another meeting.
   
   
    
3. Select the Meeting/Session you would like to move the attendee to from the list of available meetings.
   
   
    
4. In scenarios where there is a price difference between the originally selected meeting and the new meeting e-Business launches a Payment dialog to enable the Company Administrator to address the difference in price. In some instances, this will require a payment and others will generate a refund. By default, all refund differences are processed as credits.
   
   
    
5. After addressing any payment issues, the final step of the Meeting Transfer is to Review and Confirm the updated information.