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Events World

Site Specific Notes

Special Needs

The following information is included in this topic:

Concepts

Use Special Needs to track dietary requests, physical limitations, or out-of-the-ordinary needs that an Event Guest may have. You can define dietary restrictions, and/or a disability, and enter a comment about this information.Special Needs records for a Guest can be linked to an Event Guest record to indicate, for examples, wheelchair access, vegetarian diet, the accompaniment of a guide dog, or any other need you want to associate with the guest. Special Needs records for a Guest can also be linked to a Guest's attendance at a particular activity to indicate, for example, a special accommodations that may be necessary so that the Guest can attend and enjoy the activity.

The system stores Special Needs data in the Other Info table. For additional information on the use of this unique Events World data table, see the Other Info topic.

Viewing Special Needs information

Each Guest record will have his or her own section on the Registration details page. Special Needs that link to a Guest record display within that section, in the Guest Special Needs section. The Guest Special Needs section is shown only if a Special Needs record has been created for the Guest. In addition, the Guest display mode must be set to Long or Detail, or set to Short and the user option to Display Linked Data in Short Display is activated.

Special Needs that link to a Guest Activity Attendance record will also display in a Guest section, under the Activity record and in the Attendance Special Needs section. The Attendance Special Needs section is shown only if a Special Needs record has been created for a Guest based on his or her participation in that Activity. In addition. the Guest display mode must be set to Long or Detail (or Short if the user option to Display Linked Data in Short Display is activated), and the Attendance/Activity display mode must be set to Long (or Short if the user option to Display Linked Data in Short Display is activated).

View an existing Special Needs record

    1. In the Millennium Explorer, click Events, and click Event Search if the search page is not already displayed.
    2. Type in the event code or event name in the Event Code/Name box and click Search.
    3. All Events that meet your search criteria will display on the Search Results page. Click the name of the Event that you want.

  2. After you locate the Event:

    1. In Millennium Explorer, click Registrations to display the Search/Create Registration form.
    2. If you know the name or id number of the constituent who registered the Guest, type it into the Name/ID box (format for the name is Last/First Middle)
    3. If you do not know who registered the Guest, click Search for a Guest to display the Guest ID Search page, and then type in the name or id number of the Guest into the Name/ID box (format for the name is Last/First Middle).

    4. Click Search. The Registration page displays. If a search results page is displayed instead, you will need to click on the name you want in order to display the Registration page.

      Information about Guests who are registered by this constituent is shown after the details about the Registration.

  3. Locate the Guest.

  4. To view Special Needs that are linked to the Guest record, locate the Guests Special Needs section. All Special Needs records that are linked to the Guest record will be displayed in the section.

    • Display the Guest record in Long display or Detail display.
    • If you still do not see the Guests Special Needs section, then the Guest record has no linked Special Needs.

  5. To view Special Needs that are linked to a particular Guest Activity Attendance record, locate the Attendance section for the Guest, locate the name of the Activity, and then locate the Attendance Special Needs section for that particular Activity. All Special Needs records that are linked to that Activity Attendance record will be displayed in the section.

    • Display the Activity record in Long display.
    • If you still do not see the Attendance Special Needs section, then that Guest Activity Attendance record has no linked Special Needs.

Create a Special Needs record during Registration

The Express Registration process is used to add a Registration to an event and also to add Guests to Event Registrations that already exist. Express Registration uses a one-screen data entry form that includes the Registration Detail section and the Guest Detail section (note that the Registration Detail section will not display if you are using Express Registration to add a Guest to an existing Event Registration).

If applicable to the Event, the page will also include sections for Event Items, Activities, Guest Lodging, Guest Special Needs, Guest Tourney Needs, and Guest Transportation Needs. If applicable to a specific Event Activity, the Activities section will include additional sections for Attendance Special Needs and Attendance Tourney Needs below the Activity details and Activity Items (if any).

  1. Create a Guest Special Needs by locating the Guest Special Needs section(s) on the Express Registration form (the record will link to the Guest record when it is created).
  2. Create an Activity Attendance Special Needs by locating the specific Activity and then locating the Attendance Special Needs section(s) below the Activity description (the record will link to the Guest Activity Attendance record when it is created).

  3. Enter data for the following fields as desired.

    Dietary Needs - Type any text that describes a dietary preference or requirement.

    Disabilities - Type any text that describes a handicap or disability.

    Comments - Type any text regarding this Special Needs information.

Create a Special Needs record after a Guest is registered

    1. In the Millennium Explorer, click Events, and click Event Search if the search page is not already displayed.
    2. Type in the event code or event name in the Event Code/Name box and click Search.
    3. All Events that meet your search criteria will display on the Search Results page. Click the name of the Event that you want.

  2. After you locate the Event:

    1. In Millennium Explorer, click Registrations to display the Search/Create Registration form.
    2. If you know the name or id number of the constituent who registered the Guest, type it into the Name/ID box (format for the name is Last/First Middle)
    3. If you do not know who registered the Guest, click Search for a Guest to display the Guest ID Search page, and then type in the name or id number of the Guest into the Name/ID box (format for the name is Last/First Middle).

    4. Click Search. The Registration page displays. If a search results page is displayed instead, you will need to click on the name you want in order to display the Registration page.

      Information about Guests who are registered by this constituent is shown after the details about the Registration.

  3. Locate the Guest.

  4. To link a Special Needs record to the Guest record, point to the Edit button edit button located to the left of the Guest ID number of name. Click Link > Special Needs to display the Special Needs insert form.

    Note: Link > Special Needs is not available from the edit button that is located in the Guest section header.

  5. To link a Special Needs record to a Guest Activity Attendance record, locate the Attendance section for the Guest, locate the Activity, and point to the Edit button edit button located to the left of the Activity name. Click Link > Special Needs to display the Special Needs insert form.

  6. Enter data for the following fields as desired.

    Dietary Needs - Type any text that describes a dietary preference or requirement.

    Disabilities - Type any text that describes a handicap or disability.

    Comments - Type any text regarding this Special Needs information.

  7. Click Insert to create the record,

    OR

    Click Cancel to close the insert form without creating a new record.

Edit an existing Special Needs record

  1. Follow the steps described in the View an existing Special Needs record section of this topic to locate the record that you want to edit.
  2. Point to the Edit button edit button located to the left of the Special Needs record and click Update/Delete. The Special Needs update/delete form is shown.
  3. Tab or mouse click in the text boxes you want to change and edit the data accordingly.

  4. Click Update to make the changes to the data,

    OR

    Click Delete to remove the data record from the system,

    OR

    Click Cancel to close the form. There will be no changes to existing data.

View and maintain Special Needs records from the Attendee page

Community Brands provides an alternative way to view and maintain Special Needs that are linked to a Guest Activity Attendance record.

The Attendee page is used to view and maintain Attendance information for one specific Event Activity after a Guest has been registered to attend that Activity. You can create, view, and edit Special Needs records that link to a Guest Activity Attendance record by using the Attendee page. You cannot create, view or edit Special Needs records that link directly to a Guest record by using the Attendee page.

Complete the following steps to locate the Attendee page for a Guest who is attending a particular activity:

    1. In the Millennium Explorer, click Events, and click Event Search if the search page is not already displayed.
    2. Type in the event code or event name in the Event Code/Name box and click Search.
    3. All Events that meet your search criteria will display on the Search Results page. Click the name of the Event that you want.

  2. After you locate the Event:

    1. In Millennium Explorer, click Activities, and click Search if the Activity Search page for the Event is not already displayed.
    2. Click the name of the Activity.
  3. In Millennium Explorer, click Activity > Attendees to display the Attendee Search page.
  4. Type the Guest's name or id number into the Name/ID box (format for the name is Last/First Middle).

  5. Click Search. The Attendee page for the guest displays (if the Guest search returns more than one name, the Attendee page will display after you click the name that you want).

An Attendance Details section is shown after the details about the Guest.

Other Info table field descriptions for Special Needs

Special Needs data is stored in the other_info data table. The following fields are included. The field labels and non-displaying designations that are listed here are those that the system uses by default. If you wish to override these default settings, you must customize your display definition.

Field Name

Field Label

 Lookup Table

Type SQL/Oracle

Length

[Default]

{Check}

 Description

oinfokey

non-displaying

none

numeric/number

13, 0

 

 

The primary key field for all rows in all tables. This field holds a permanent "time stamp" of the precise time and date the row was created. This uniquely identifies a row within the table. (system field)

oinfodoc

non-displaying

none

char

1

['N']

 

This field holds a Y/N flag to indicate the existence of a linked document for this row.

(This feature is not in use at the present time.) (system field)

oinfodate

no label

none

datetime/date

 

[getdate()]

 

The date that this row was last updated. This field is automatically entered by the system. (system field)

oinfouid

no label

none

varchar/varchar2

30

{suser_sname()]

 

The User ID of the operator who last edited this row. It is automatically entered by the system. (system field)

oinfougrp

non-displaying

none

char

1

[' ']

 

This field holds the Group letter that was associated with the User ID of the operator who last edited this row. (system field)

oinfonum1

non-displaying

none

numeric/number

19,4

 

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfonum2

non-displaying

none

numeric/number

19,4

 

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfodate1

non-displaying

none

datetime/date

 

 

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfodate2

non-displaying

none

datetime/date

 

 

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfotype1

non-displaying

Other Lookup

 

char

6

[' ']

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose. All lookup table entries must have a Group code (table_type) of 'spec' in order to display in this field.

oinfotype2

non-displaying

Other Lookup

 

char

6

[' ']

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose. All lookup table entries must have a Group code (table_type) of 'spec2' in order to display in this field.

oinfocol1

Dietary needs

none

varchar/varchar2

255

 

 

This field may be used to enter a description of a guest's special dietary requirements.

oinfocol2

Disabilities

none

varchar/varchar2

255

 

 

This field may be used to enter a description of a guest's requirements due to their specific abilities.

oinfolnkfl

non-displaying

none

char

2

 

 

This system-generated field is used to hold a copy of the table number for the primary row within the Events World to which this Other Info row is linked. (system field)

oinfolnkky

non-displaying

none

numeric/number

13, 0

[0]

 

This system-generated field is used to hold a copy of the key field from the primary row within the Events World to which this Other Info row is linked. (system field)

oinfofnum

non-displaying

none

char

2

['62']

{'62'}

This field holds the table number for the Other Info table (62). (system field)

oinfocrdat

non-displaying

none

datetime/date

 

[getdate()]

 

This system-generated field holds the date on which this Other Info row was created. (system field)

oinfocomm

Comment

none

varchar/varchar2

255

 

 

This field may be used to hold a free text Comment associated with this row.

oinfostim1

non-displaying

none

char

8

 

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfoetim1

non-displaying

none

char

8

 

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfostim2

non-displaying

none

char

8

 

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfoetim2

non-displaying

none

char

8

 

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfoevncd

non-displaying

none

char

10

[' ']

 

This system-generated field holds a copy of the code for the Event with which this row is associated. (system field)

oinfoevent

Event

none

varchar/varchar2

110

 

 

This field holds a copy of the name of the Event with which this row is associated. (system field)

oinfoactvt

Activity

none

varchar/varchar2

110

 

 

This field holds a copy of the Activity name with which this row is associated. (system field)

oinfotempl

non-displaying

none

char

6

 

 

This system-generated field holds the code that signals the system as to the nature of this Other Info data row. In this case, this field will contain the code, spec signifying Special Needs. (system field)

oinfocol3

non-displaying

none

varchar/varchar2

255

 

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfoyn1

non-displaying

none

char

1

['N']

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfoyn2

non-displaying

none

char

1

['N']

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfoyn3

non-displaying

none

char

1

['N']

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfotype3

non-displaying

Other Lookup

char

6

[' ']

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose. All lookup table entries must have a Group code (table_type) of 'spec3' in order to display in this field.

oinfotype4

non-displaying

Other Lookup

 

char

6

[' ']

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose. All lookup table entries must have a Group code (table_type) of 'spec4' in order to display in this field.

oinfomny1

non-displaying

none

money/number

(19,4)/(16,2)

 

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfocol4

non-displaying

none

varchar/varchar2

255

 

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfocol5

non-displaying

none

varchar/varchar2

255

 

 

The system does not use this field for Special Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfoid

non-displaying

none

char

10

 

{null}

If this Special Needs row is linked to a Guest row that belongs to a constituent, this field contains a copy of the constituent id. If the Guest is a non-constituent, this field is unused. (system field)

Other Info table indices

Index Primary Foreign Unique Fields Sort
pk_other_info Y     oinfokey  
other_info02       oinfolnkky, oinfolnkfl  
other_info03       oinfoevncd  
other_info04       oinfouid  

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