Production Guide: Live Event Template

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Overview

This guide will refer to “templates” and “activities.” Templates are created by Rievent and added to your account for you to create CE/CME activities. The term “activity” is synonymous with “Course” and “Program”. Each activity type (journal, live event, enduring, webinar, RSS etc.) will have its own template.

Please note that an Activity Evaluation (as well as other evaluations) can be built into the template if the same questions are asked for every activity. If this is the case, Rievent can build the evaluation into the template and have it as a checkbox option on the Activity Options tab. This saves administrators from creating the same evaluation questions over and over for each activity.

Activity Access Codes do NOT work for multi-location live events.

Step 1: Creating a New Activity

Step 2: Adding Event, Speaker, and Session Information

Step 3: eCommerce

Step 4: The Review Stage

Step 5: Publishing and Locking

Glossary

 

 

Step 1: Creating a New Live Event Activity

1. To begin, click the icon-create-activity.jpg icon next to the Manage Your Program Menu.
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2.
Enter the short name for the activity. The Short Name is how the activity will be listed in the Manage Your Program menu and will not be exposed to learners. If you have not already decided, you will need some sort of naming convention for your activities.

When creating the Short Name, please keep in mind that it must be unique and should also include the Activity ID. For example, if your Activity ID is RD305, the Short Name might be in the format RD305 - Annual Updates in Anesthesiology. The short name field has a 126 character limit. Acceptable characters include letters, numbers, underscore, dot, and dash.

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3. During the pre-production stage, you have the option to add the activity to other administrative accounts and also to upload any production-related files for storage (optional). Please note that the files stored here are for storage only, this feature is not intended for content hosting.

Adding the activity to other administrative accounts allows them to see and access the activity from the Manage Your Program menu in their own admin account. Click Pre-Production complete to continue.

You can also manage administrative access to the activity from the Review stage. This can be adjusted at any point in time.

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4.
Next, select the Live Activity template. This template supports both single location and multi-location live events.
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Production Wizard

The Production Wizard will walk you through the process of creating the activity step-by-step, starting with the Activity Info tab. Once you've completed a step, you can go back at any time to edit what you've entered by clicking the appropriate tab in the Production Wizard. Always click the Save button for the steps that include a Save button, and Next after making any changes.
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Activity Info tab

5. From the Activity Information tab, enter the Internal Activity ID, Activity Title, and the Start/End date.

      • Internal Activity ID: This is your internal identification number and must be unique, as it cannot be used by other activities. Typically the Activity ID is also included in the Activity Name. For example, if your Activity Name is RD305 - Annual Updates in Anesthesiology, the Internal Activity ID would be RD305.

      • Internal Activity Name (same as the Short Name): This will already be populated for you and is how the activity will be listed in the Manage-Your-Program drop-down menu. The Activity Name usually includes the Activity ID. (ex. RD305 - Annual Updates in Anesthesiology)

      • External Activity Title: Title of the activity as you would like it to be displayed on certificates, transcripts, event-related emails, and the overview page (if included).

      • Activity Start Date: The first-day learners can begin registering for the event.

      • Activity End Date: The last full day that learners can request credit. Credit will expire at midnight Eastern Time, on the date entered into the field.

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CE Catalog

6. From the CE Catalog tab, you have the option to enter a brief description of the activity and to select the metadata associated with the activity. This information will display in the CE Catalog (if the activity is published) and provides learners a quick summary/description of the activity. 

The Catalog Summary field contains a 2000 character limit, which includes any characters that may be hidden in the source code. If copy/pasting from a Word document, be sure to remove any hidden formatting characters before pasting into the wizard.

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Go through the list and check the meta-data tags you would like to assign to the activity. Once created, the list of metadata choices will be maintained by the Rievent Platform, so you do not need to recreate it for each activity.

You can create new tags by clicking the Add button. To edit an existing tag, simply double click it, make the changes, then click Save. You can also remove a tag by clicking the Delete button.


Below is an image displaying how the meta-data tags will be displayed in the CE Catalog. Only the metadata tags checked during production will show up in the CE Catalog.

 

 

Category shown to learners in the CE Catalog  Production Wizard Categories
Therapeutic Area Specialty (ex. Neurology) Editable in the production wizard.
Clinical Topic Clinical Topic (ex. Strokes) Editable in the production wizard.
Category Category (ex. 2017) Editable in the production wizard. This area can be used for custom segmenting of your activities. For example, create a custom segment to classify your activities by year, publication, credit type, etc.  
Audience Profession (ex. Physician) Editable in the production wizard.
Audience Categories Audience Categories (Uneditable terms are global for all customers) 
Speakers Not editable in the Production Wizard. Speakers are automatically shown based on active live events, webinar, and RSS activities that have speakers assigned to them.
Media Formats Media Formats (Uneditable terms are global for all customers) 
Activity Types Not editable in the Production Wizard. The activity type is automatically set based on the template being used to create the activity.

 


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Credit Options

7. Next, configure the credit options for the event. You can include one or multiple credit options. If the credit option you are looking for is not listed, you can create a new credit option using the Certification Management Tool. If there are many credit options listed, the Search box can help to quickly locate the desired credit type. Click the Next button when you are finished.

Be sure to enter the min, max, and increment values for the entire event. After finishing the steps in the Production Wizard, you will have the opportunity to configure sessions along with their associated faculty and credit amounts from the Live Events tab.

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By default, all the selected credit options will be available for the duration of the activity (set on the Activity Info tab). However, under the More Options menu, you have option to add a Credit Release and Credit Expiration date for individual credit options. This allows you to offer certain credit options for only part of the duration of the activity.

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Also under the More Options menu, is the Certificate Activity Accreditation Statement field. This field is for certificates that (1) have been created using the certification management tool and (2) that contain the Activity Accreditation Statement merge tag. The information provided here will override the existing credit accreditation statement and be merged onto the applicable certificate. More information on the Certification Management Tool and Accreditation Statement Merge Tag.

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Activity Options

8. From the Activity Options tab, you can select which evaluations to include and enable features like eCommerce. Depending on your template, you may also see additional pre-built evaluations (also referred to as "shared" or "common" evaluations) as options to include. Some templates may have an evaluation automatically included for every activity, like an Activity or Speaker Evaluation, in which case you will not see it listed here.

In this example, we will include eCommerce. Included with eCommerce is the option for Participant Type Pricing, which allows you to set different prices based on the type of participant (Member, Physician, Resident, etc) the registrant selects. When using participant type pricing, a survey will be presented to learners at the start of the eCommerce process, asking them to select a participant type. The corresponding product will then be automatically added to the learner's shopping cart. More information on eCommerce and Participant Types

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Live Event Options

9. Next, indicate if this will be a single or multi-location live event. Additionally, you can configure if registration is required for the event. NOTE: When registration is required, only registered learners can claim credit for the event. 

**The 5 digit Activity Access Code cannot be used for multi-location live events.**

Single Location Live Event

      • If selected, this live event will be streamlined for a single location

Multi Location Live Event

      • Learners will be unable to use the unique access codes for claiming credit with multi-location events.
      • Enabling "Require Pre-Event Registration" is recommended for multi-location events in order to streamline the credit request process.
      • If pre-event registration is not required, non-registered learners must be provided the Request for Credit URL for completing their credit request following the event.

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Overview Page

10. If included, the Overview Page will appear to learners as the first page of the activity and is typically used to present activity information, such as learning objectives, accreditation info, disclosures, etc. A default overview page may already be built into the template, but you must be sure to add any activity specific information, such as the learning objectives, to the page.

You can also include a disclosure's checkbox to verify the learner has read the Overview page information before continuing with registration.

Helpful Articles on the Overview Page:

Use the rich text editor to add formatting, images, links, tables, etc. to the page. To work with the HTML view of the page, click the Source button in the toolbar.

When you are finished creating the page, click Next to continue.

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Pre-Activity Evaluation

10. If you selected to include a Pre-Activity Evaluation, you will create it now. To add questions, click the Add Question or Text button and then use the editor to enter the question text and answer choices.

The Pre-Activity Evaluation for this example will be configured as a single rating question, asking learners to rate their current knowledge level of the event’s topics. More information on configuring rating style questions.

TIP: If you are entering a group of multiple choice questions, the Multiple Choice Parser may be a good tool to use, as it allows you to enter a group of multiple choice questions all at once.

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You may also edit the name of the evaluation as it appears to learners (“Pre-Activity Evaluation” to “Knowledge Assessment”) by hovering the cursor over the text, then double clicking to edit.

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When finished, be sure to click Save before clicking Next.

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Session Evaluation

11. Next, create the Session Evaluation. To add questions, click the Add Question or Text button and then use the editor to enter the question text and answer choices.  More information on configuring rating style questions.

When finished, be sure to click the Save button before clicking Next

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Speaker Evaluation

12. Create the Speaker Evaluation next. To add questions, click the Add Question or Text button and then use the editor to enter the question text and answer choices.  More information on configuring rating style questions.

When finished, be sure to click the Save button before clicking Next

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Outcomes Evaluation

14. Lastly, if an Outcomes Evaluation was selected from the Activity Options tab, use the same tools to build the Outcomes Evaluation. To add questions, click the Add Question or Text button and then use the editor to enter the question text and answer choices.  More information on configuring rating style questions.

When finished, be sure to click the Save button before clicking Next

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Finished tab

15. All the activity parameters have now been entered. Click the Finished button to build the activity.

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After the activity is created, the following must be completed before testing as a learner:

  1. From the Live Events tab, configure the event, session, speaker and venue information.
  2. If eCommerce was included, you will need to create a product(s) for the activity, along with any associated participant types (if included) and/or discount codes from the eCommerce tab. Click here for detailed instruction on configuring eCommerce.

Once these additional steps have been completed, you (along with your stakeholders) can then review the Registration, Request for Credit, and Outcomes (if included) portions of the activity as a learner. If changes are needed, you may return to the Production stage at any time to edit the activity.

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Step 2: Adding Event, Session, and Speaker Information

After creating the activity, go to the Live Events tab to:

Creating an Event

For single location live events (configured from the Live Event Options tab in the Production Wizard), the scheduling page will automatically display. However, for multi-location live events, you will need to click the Schedule New Event button to begin.


From the Scheduling page, first enter the event's start/end and the registration start/end date. By default these dates will be set to what was entered into the Start Date field on Activity Options section of the Production Wizard, so be sure to adjust them to the correct dates/times.


Next, enter the Customer Event ID (optional) and the event’s Capacity. The Customer Event ID field (optional) can be used to track your events internally and will not be displayed to the learner. The Capacity will be set to unlimited by default, however, you can limit this by entering a number.


You can also configure the waiting list and registration options for the activity as well. Be sure to select Registration Enabled in order to allow learners to register. By selecting Disabled an event will be created on the admin side but will not be visible to the learner for registration. You can also enable the waiting list option as well and choose whether the registrants will be promoted from the waiting list automatically, or manually.

To include additional details related to the event (on-site registration details, venue details, travel options, etc.), enter them in the Additional Details The texted entered here will be displayed to learners during registration when selecting the event they would like to attend.

Next, configure the event’s venue by clicking the Choose button.


Select a venue from the list. If you do not see the correct venue listed, create a new one by clicking the New Venue button.


After selecting the Venue, click the Save button to create the event.


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Configuring a Session

Next, configure the session(s) for the event. In order to associate speaker(s) to an event, there needs to be at least one session created for the event. Sessions can be created by clicking the Session tab for an event:


From the Session tab, click Add New Session.

First, enter the Session Name, Customer Session ID (optional), and Room Number (optional).

Only the Name, Date and Time, and Credit Values are required to set up the session.


Next, add the Session Start Date/Time and Session End Date/Time.


When entering the Credit Amounts, be sure to enter only the credit amount for the session you are creating, not the overall event (unless there is only one session for the event).

The credit values in the image below are configured to allow learners to select the amount of time they spent in the session, using quarter hour increments. However, you can also set the credit so if the learner selects this session, they will automatically get the full max credit amount. This is configured by setting the min and max credit values to the same number, and using "0" for the increment.


You can also add additional details (optional) about the session in the Details text box.


Click Save Session when you are finished. After you have saved the new session, you will have the opportunity to add faculty members and topics to the session.

The image below show how the session information (Name, ID, Room Number, Credit Amounts, and Start/End Times) will display to the learner on the Session Selection page.


The image below show how the session information (Name, ID, Room Number, Start/End Times, Details, Faculty, and Topics) will display to the learner on the Session Evaluation.


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Adding Speakers to a Session

With the session created, you can now add speakers. Click the Speakers tab to get started.


Click Add Speaker.


Then, select the speaker from the list, or click the New Speaker button to create a new speaker.


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Adding Topics to a Session

Click the Session Topics tab to access the topics area for the selected session.

To add a topic to a session, click the Add Topic button.


Then select the correct topic from the list, or click New Topic to create a new one.


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Removing Speakers and Topics from a Session

First, locate the correct session. Remove the speaker or topic by clicking the icon.


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Removing a Session

To completely remove a session, first make sure the desire session is selected from the drop-down list, then click Remove Session.


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Configuring eCommerce

If eCommerce is included, you will need to configure the products, discount codes, and/or participant types associated with the activity. Please refer to the eCommerce How-to Guide for detailed instructions on how to create new products, discount codes, participant types, schedule automatic price changes, and more.

If eCommerce is not included, you can skip this step and move on to reviewing the activity.


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Reviewing the Activity

After creating the event from the Live Events tab and configuring eCommerce (if it was included), the activity can now be tested.

To test the activity, navigate to the Review Stage on the Production tab.



In the Draft Review Links section, use the various Launch Program buttons to review Registration, Request for Credit, and the follow-up Outcomes Evaluation (if included). After going through the entire activity once, in order to test the again using the same learner account, you will need to delete your record of participation.


Use the Preview Program Components links to jump directly to a specific page in the activity. This allows you to review a page in the activity without having to run through the entire activity from start to finish. These links can be helpful when trying to review a small change, like a spelling correction on an evaluation for example.


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Testing Registration

To test the registration portion of the activity, click the Registration Launch Program link. The activity will pop-up in a new window and you will be able to run through the complete registration process exactly how it would be presented to the learner, including any evaluations and/or eCommerce.

When going through the eCommerce portion of registration, either (1) create a 100% off discount code or (2) use “4111111111111111” for the card number, any 3 digit number for the security code (4 for Discover), and any date in the future for the expiration date.

After reviewing the registration process once, in order to test it again using the same learner account, you will need to delete your record of participation.


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Testing the Request for Credit Process

To test the Request for Credit portion of the activity, first complete the Registration process so you will have a registration record for the event. Once registered, click the Request for Credit Launch Program link.

After going through the Request for Credit process once, in order to test again using the same learner account you will need to delete your record of participation, then register for the event again.


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Testing the Outcomes Evaluation

To test the Outcomes Evaluation, click the Outcomes Launch Program link.

NOTE: You do not have to complete the Registration and Request for Credit portions of the activity in order to test the Outcomes Evaluation.

After reviewing the outcomes once, in order to test again using the same learner account, you will need to delete your record of participation.


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Making Changes to an Activity

To make changes to the activity, go to the Production tab and click Production in the production timeline.

Access the different areas of the Production Wizard by clicking the tabs on the left side of the screen. After making the necessary changes, be sure to click the Save and/or Next button.

IMPORTANT: In addition to clicking the Next and/or Save button after making the change, Always click the Finished button on the Finished tab to complete the change.

 



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Deleting Test Records

Each time the activity is tested as a learner, a new participation record is created. In order to re-test with the same learner account, you must first delete the participation records.

1. First be sure the correct activity is listed in the Manage Your Program drop-down menu. Then go to the Records tab.

Leaving all criteria fields blank and clicking the Search button will return all records associated with the activity, (which can be useful in deleting test records for activities not yet available to learners, since all the records listed will be test records.) However, you can also search for individual records by using the various search criteria fields.

You can also search for test records across all activities by selecting ALL PROGRAMS from the Manage Your Program menu.




2.
Click the icon to delete the test records. You can also check the boxes for all the test record(s) you would like to delete, then click Delete Selected button.


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Publishing and Locking the Activity

When you have finished reviewing and are satisfied with the activity, click the Complete Draft Review and Lock Activity button.


2.
Click Publish Activity to publish the activity to the Rievent driven CE Catalog and Events Calendar. This also locks the activity to prevent anyone from accidentally making any changes. If you haven't already done so, be sure to also delete any test records that were created during the review process.

Activities created and published ahead of their start date will NOT appear in the CE Catalog and Events Calendar until the start date is reached. Once the start date is reached, the activity will automatically be published to both the CE Catalog and Events Calendar.

Once the activity is published and locked, the “friendly” URL are provided for accessing the Registration, Request for Credit, and Outcomes workflows of the activity.

To edit a locked activity, click the Unlock for Edit button. When an activity is unlocked, it will be removed from the CE Catalog/Events Calendar until you re-publish it. Even though the activity will be removed from the CE Catalog/Events Calendar, learners who use a direct URL (the registration URL for example) can still access or for the activity.


Below is the updated CE Catalog, which now contains the newly created activity.


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Production Wizard Glossary - Live Events

Name Description Format Character
Limit
Activity ID The internal activity identification number or name. If you do not have an internal identifier, you will need to create one. This must be unique for each activity in the Rievent Platform. Typically the Activity ID is part of the Activity Name. For example, if the Activity Name is RD105 - Genetics and Type II Diabetes, then the Activity ID would be RD105. Acceptable characters include letters, numbers, underscore, dot, and dash (hyphen). No spaces are permitted. Text or Number 53
Activity Name (Same as Short Name) The Activity Name is how the activity will be listed in the Manage-Your-Program drop-down menu. This name will not be exposed to learners. (Most customers prefer to preface the name with the Activity ID and decide to use the activity title or a truncated version of the activity title.) Text or Number 126
Activity Title The full title of the activity as you would like it to appear on the overview page, email messages, and the certificate. This title will be visible to learners. Text or Number 512
Start Date The first day learners can begin registering for the activity. If registration is NOT included, the start day is the first day learners can request credit. MM/DD/YYYY -
Expiration Date The last full day the activity will be available. Credit will not be available to learners after this date. MM/DD/YYYY -
Catalog Summary The information entered here will be visible to learners while browsing activities from the CE Catalog in the Learning Portal. Rich Text 2,000
Min Credit The minimum number of credits a learner can claim for the activity. Number 5
Max Credit The max number of credits a learner can claim for the activity. Number 5
Increment Increment by which learners will be allowed to claim credit. For example, entering a 0.5 increment with a max of 2.0 and min of 1.0 credits will allow learners to claim 1, 1.5, or 2 credits. For activities without an increment, set the field to 0. Number 5
Credit Release Date The date selected credit type will become available to learners. If left blank, this date will default to the program start date. MM/DD/YYYY -
Credit Expiration Date

The date selected credit type will no longer be available to learners. If left blank, this date will default to the program end date.

MM/DD/YYYY -
Certificate Accreditation Statement

(Only for certificates created with the CMT tool that use the accreditation statement merge tag) The text entered here will override the certificates default accreditation statement

Text or Number 512
Overview Page The overview/accreditation information that you would like to appear as the first page in the activity. Rich Text -
Pre-Activity Test A graded test presented to learners during registration. Displaying scores to the learner is optional. - -
Peer Response Comparison An optional feature for evaluations that allows learners to see how their response compare to that of their peers who have already completed the evaluation. - -
Pre-Activity Evaluation A non-graded evaluation presented during registration that can be used to gather any type of information.  - -
Session Evaluation Evaluation used to gather information about the session. The same session evaluation will be presented for each session the leaner selects that they attended. - -
Speaker Evaluation Evaluation used to gather information about the speaker. The same speaker evaluation will be presented for each speaker associated with a session the leaner selects that they attended. - -
Activity-Specific Evaluation An additional evaluation that can be used to gather various pieces of information, such as how well the activity met its stated learning objectives or additional demographic info. - -
Built-in Evaluation This is an evaluation pre-built by Rievent that is included as a checkbox option on the Activity Options tab in the template. Any changes to the evaluation will need to performed by Rievent. - -
Outcomes If included, after completing the activity, learners will be sent weekly reminder emails inviting them to participate in a post-activity outcomes evaluation. This evaluation is designed to measure the effect of the activity on opinions, practices, or clinical outcomes. The reminder emails will start and end at the interval set on the Activity Options tab in the template. - -

 

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