In Aptify, meeting sessions are tracked and ordered separately from the main meeting. If you add a meeting that has related sessions to an order, Aptify displays a dialog that allows the order taker to select all or some of the sessions related to that meeting. However, if you want to bundle a meeting together with one or more sessions so that the related sessions are automatically added to the order, you can create one or more Product Groupings of the meeting and its related session. When an order entry clerk adds the product grouping to an order, the related sessions are added automatically to the order as separate order lines, bypassing the dialog. Once added, an order entry clerk can also remove/add sessions as necessary. See the "Creating Kit Products and Product Groupings" section in the General Product Setup chapter of the Aptify 5.5 Product Setup and Maintenance Guide for information on creating product groupings.
Note that related sessions can appear automatically on an e-Business website when a customer/member registers for a meeting on-line.
- A session requires more information than the Sessions record can track.
Aptify supports two ways of creating meetings with sessions:
- One method is to create a separate Meetings record for each sessions and link them to the Parent meeting using the Parent Product field. Then, meeting registrants can order meeting sessions separately on an order. An organization can use a Product Grouping or Related Products functionality to allow order entry personnel to easily add sessions to an order.
- The second method to create sessions is to specify Sessions sub-type records on the Meetings form. Note that with this method, a session's registration capacity cannot be tracked separately from the main meeting. Info: If extensive information about the sessions needs to kept, create a separate meeting Products record for each session and link them to the main meeting product through the Parent Product field on the Products record. In general, Aptify recommends adding sessions as sub-meetings rather than sessions if any of the following conditions are true:
If you want to track sessions directly within a Meetings record (that is, you do not want to create separate Products records for each session), follow these steps:
- Open a Sessions record from the Sessions sub-tab on the Meetings tab of a Products record.
- Meeting -Sessions Record
Info: Prices listed here are added to the standard meeting price listed on the Price tab of the meeting's Products record. The amount charged for the session is not accounted for separately.
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