Creating a Meeting – Web Client Help Center

ThreeSixty Web Client allows you to create new meeting products.

To create a new meeting:

From Meetings Central, select Create a New Meeting.
Alternatively, you can select Create Meeting from the left navigation menu.
The Product Setup screen appears, as shown below.
Enter the Product Code and Parent Product. For a master meeting product, the Product Code and Parent Product values should be the same.
Select the Product Type from the drop-down.
Select the Product Class from the drop-down. Values in the drop-down are populated based on the non-fixed codes defined for the MTG "PRODUCT_CLASS" system type.
Use the Subproduct toggle to select if the product is a subproduct.
When you select Yes for the subproduct toggle, the Parent Product field becomes a lookup to search for the parent product.
Enter the Product Name.
The Invoice Description defaults to the same value.
If necessary, enter the Product Manager Email.
Select "Yes" or "No" for the Master Product option. When unchecked, it implies that the product cannot be entered directly without already having another product with the same parent product but different product code. The checkbox defaults to checked.
Select "Yes" or "No" for the Members Only option. When checked, the system allows only members can buy this meeting product.
Select "Yes" or "No" for the Allow Price Update option. When checked, the Unit Price field is editable on the Order Entry screen and the Line Item Details screen.
Select "Yes" or "No" for the Zero-Price option.
If necessary, search for and select a Primary Search Group to link to the product.
Select the Product Status from the drop-down. The status of the meeting product. Values include Active, Cancelled, and Discontinued.
Select "Yes" or "No" for the Available to Order option. When checked, sets this as an active meeting product for purchase by customers. An example of why it would not be selected is if you are blocking rooms for a board meeting.
Select the Available From date. Defaults to the system date, but it can be overridden. The date from which the meeting product will be available from.
The Available From date cannot be changed if orders have already been created for it.
Select the Available To date. This field is usually left blank unless there is a specific date on which registrations will close. If a date is entered, the meeting product will not be available for orders after this date.
Click Continue.
The Meeting Setup step displays, as shown below.
From the Meeting Setup section:
1. If necessary, select the Event Format.
From the Logistics section:,
1. Select the Time Zone from the drop-down.
  Indicates the time zone in which the meeting will occur. This is used when a web user adds the meeting to his/her calendar; the system will evaluate the meeting time and time zone and then add the meeting to the customer’s calendar based on the customer’s time zone.
  Values in the drop-down are populated based on the non-fixed codes defined for the MTG "TIME_ZONE" system type.
2. Select the Begin Date and Time. Defaults to the system date, but can be overridden. The official published date and time of the meeting product.
3. Select the End Date and Time. Defaults to the system date, but can be overridden. The official published ending date and time of the meeting product.
4. Select the Last Registration Date. The last day on which a registration can be entered into the system. It defaults to the end date.
5. Select the Last Refund Date. The last day on which a refund can be processed for the product. It defaults to the end date.
6. Select whether or not you want to Allow Registration Time Conflicts.
From the Location section:
1. Search for and select a Facility.
2. Enter the Location.
  This is a free-form text field where you can enter information about the location of the meeting. If a facility is selected, this field is disabled.
From the Capacity section:
1. Select whether or not you want to Allow Capacity Override.
  When set to "Yes", this indicates the Capacity can be overridden when ordering a meeting product in the back office or web. If you select to override capacity when entering a meeting order, the meeting capacity increases by "1" on the Capacity Definition screen. This applies to all meetings, sessions, courses or proctored exams. It defaults to unchecked and would rarely be checked, except for meetings like webinars or events not being held at an indoor facility.
2. Enter the Capacity. Use the value of 99999 if there is no capacity for the meeting. If a capacity is left at zero, the meeting product cannot be sold.
3. Enter the Waitlist capacity. Enter the capacity of the wait list registrants here. If there is no wait list, keep the default value of 0.
4. Enter the Min Required Registrants.
  This is the amount of registrants that are required to attend the meeting. When the capacity value is updated, this value will default to the Capacity amount.
5. Select whether or not the meeting is Invite Only.
  By default, invite-only meetings will display in the Event Calendar. However, if you do NOT want invite-only meetings to display in the Event Calendar, uncheck the Exclude 'Invite Only' Meetings checkbox in the web settings. If the event calendar is NOT setup to exclude invite-only meetings, the "Register Now" button will NOT display invite-only meetings. Additionally, by default web users will NOT be able to register for invite-only meetings from the Meeting Detail control. However, if you DO want to allow web users to register for invite-only meetings from the Meeting Detail control, check the Enable Registration for Invite-Only Meetings checkbox in the web settings. If you set up a separate page with the product ID of the invite-only meeting, the URL for that Meeting Detail page can be emailed to invitees for them to register for the invite-only meeting. On that Meeting Detail control, the Enable Registration for Invite-Only Meetings checkbox should be checked, so that invitees can start the registration process for the invite-only meeting from the meeting detail page for that invite-only meeting. However, please keep in mind that if invitees share the invite-only URL, there is no current functionality to restrict customers who were not invited from registering.
6. Select whether or not you want to Default Attendance.
  When set to "Yes", the attendance status for those who order this meeting product will be automatically set to "Y". If this option is selected for the parent product, then the session will automatically be selected as well. This option is intended so that you do not have to manually set the attendance for registrants once the meeting is completed.
From the Badge Configuration section:
1. Search for and select a Badge Layout. The Badge Layout will auto-populate with the default badge layout.
Click Continue.
The Rates and Pricing step displays, as shown below.
From the Add Rate Structure and Rate Code section:
1. Select a Rate Structure from the drop-down.
2. Select a Rate Code from the drop-down.
  The Description defaults to the selected rate code, but can be changed if needed.
3. Select a Short Pay code from the drop-down.
From the Additional Options section:
1. Enter the Priority.
  This determines the order the rate codes display on the Order Entry screen. The rate code with the lowest display order displays first.
2. If necessary, enter an Agency Discount percentage.
  This is the percentage to be applied for an agency discount when creating an order for this product.
3. If necessary, enter a Sales Commission percentage.
  This is the percent of sales commission that the salesperson receives when this product is purchased within the rate structure/ rate code selected.
4. By default, the Max Free Badges is set to "1". Change this if needed.
  Registrants will receive, at maximum, this number of badges when they purchase the meeting parent product. These badges are not listed on the base registration lists. Any badges requested beyond the number specified here require the purchase of the "Badge" meeting product. Please note that this field will NOT display for meeting products with a product type of "Exam Product".
5. Select whether or not this is the Default Rate.
  This rate code defaults for the order when creating an order. For instance, some organizations want to show member savings, but to do that the structure and price must be known to consider the "list price". Only one rate code within a given rate structure for a product can have this checkbox selected.
6. Select whether or not this is a Web Enabled Rate.
  This indicates that the rate structure/code can be used in ThreeSixty e-Business.
7. Select whether or not this is the Default Web Rate.
  This indicates that the rate structure/code is the default rate in ThreeSixty e-Business.
8. Click Add and Save.
  Repeat the steps above to add additional rate structures/codes.
From the Add New Price section:
1. Select the appropriate Rate defined above from the drop-down.
2. Select the Currency from the drop-down.
3. By default, the Valid From date is set to today's date, but can be changed.
4. If necessary, select a Valid Through date.
5. Enter the Price.
6. If necessary, enter the Min Price To Activate amount.
7. If necessary, enter the Max Auto Write-off amount.
8. Select whether or not you want the price to Show as Web Sale Price.
9. If set to "Yes", enter a Strikethrough Price.
10. Select whether or not you want to Show Price End Date.
11. Click Add and Save.
  Repeat the steps above to add additional prices.
Click Continue.
The GL and Revenue Accounts step displays, as shown below.
The Begin Date defaults to today's date, but can be changed if needed.
Enter the Pay Priority.
This establishes the order by which line items on a multi-product order are paid. The lowest priority number is paid first, with zero being paid before any other.
Select a Receivable Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
Select a Writeoff Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
Select a Cancellation Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
Select a Discount Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
Select a Deferred Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
Select a Agency Discount by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
Select a Deferred Agency by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
From the Tax/VAT Control section, select whether or not the product is Taxable.
If you select "Yes":
1. Select the appropriate Tax Category from the drop-down.
2. Select whether or not you to want to Charge VAT tax on the product.
  If you select "Yes":
  1. Select the appropriate VAT Category and VAT Country from the drop-downs.
From the Revenue Recognition section, select the appropriate Recognition Method from the drop-down.
If you select "On Specific Date":
1. Select the appropriate Recognition Date.
Click Save.
From the Revenue Accounts section:
1. The Begin Date defaults to today's date, but can be changed if needed.
2. Select a Revenue Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
  Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
Click Done.
The new meeting product will open within the Meeting Summary.