Training: SCHEDULES (Feature)

MYCITO* SCHEDULE Life Cycle

The following flow diagram illustrates the typical SCHEDULE life cycle inside MYCITO*.

FREQUENTLY ASKED QUESTIONS

Can I edit a schedule?

Yes, you can edit a schedule to change the name, status, location, agenda template and start / stop dates and times of a schedule.

Can I prevent a schedule from generating an attendance certificate?

Yes, you can edit a schedule and set the NO Certificate = TRUE. The pre-linked certificate template on the event the schedule belongs to will generate a unique attendance certificates for each attendee of status ATTENDED.

Can I copy a schedule?

Yes, you can copy all the attendees from the one or more schedules in MYCITO to a schedule. Note the unique schedule numbers for easy copy search and selection. You can also specify if you want to copy the source schedule attendance statuses.

Can I upload schedule material?

Yes, you can upload schedule material. Supported schedule material types are;

• Attendance Register: A scanned / photo copy of the physical attendance register for this schedule.
• Expense (Invoice/Receipt): A scanned / photo copy of the physical invoice/receipt.
• DATA File: A CSV (comma-separated value) file using the prescribed DATA scheme containing attendees to be imported into this schedule. The required columns for the DATA File is;
• Name
• Surname
• ID Type, allowed ID types are;
# 1 = South African ID (default)
# 2 = Passport Number
# 3 = Drivers License
# 4 = Temporary ID Number
# 5 = None
# 6 = Unknown
# 7 = Student Number
# 8 = Work Permit Number
# 9 = Employee Number
# 10 = Birth Certificate
# 11 = Refugee Number
# 12 = Other
• ID Number
• Email
• Status, allowed status values are;
# 1 = Registered (default)
# 2 = Confirmed
# 3 = Declined
# 4 = Attended
# 5 = Absent

• Attachment: Usually a PDF document to be send as supporting material to the attendees of this schedule.

Can I edit schedule material?

Yes, you can edit and delete unwanted schedule material.

Can I edit an agenda on a schedule?

Yes, you can create, edit and delete agenda items on a schedule. Note under schedule edit you can link a pre-defined agenda template to save time.

Can I import attendees on a schedule?

Yes, you can import attendees from an uploaded schedule material of type DATA File. Note any attendee in this file that is not already registered as an individual inside MYCITO will be created as a new individual before being linked to the schedule as an attendee. MYCITO uses the ID Type and ID Number to locate any matching individuals before creating a new individual.

Can I edit attendees on a schedule?

Yes, you can link, edit and delete attendees on a schedule. Note individuals must pre-exist in MYCITO before they can be linked to a schedule as either a Facilitator, Participant or Observer. See: MYCITO* and Attendees

Can I email a schedule invitation?

Yes, you can email a schedule invitation to all attendees of status REGISTERED. Email recipients can update their attendance status to CONFIRMED or DECLINED directly from within the email. You can also test the invitation email by sending it to yourself for review before forwarding it to all attendees with status REGISTERED or selected attendees.

Can I Auto confirm all attendees on a schedule?

Yes, the you can auto confirm all attendees on a schedule to save time.

Can I email a schedule reminder?

Yes, you can email a schedule reminder to all attendees of status CONFIRMED with selected schedule material of type Attachment. Email recipients will receive an iCAL file attached to the reminder email for auto booking into their calendars. You can also test the reminder email by sending it to yourself for review before forwarding it to all attendees with status CONFIRMED or selected attendees.

Can I close a schedule?

Yes, you can close a schedule.

Can I update a schedule register?

Yes, you can bulk update all attendee status on a schedule or individually with supporting notes.

Can I add expenses to a schedule?

Yes, you can create, edit and delete expenses on a schedule. Supported expense types are;

• Flights
• Car Rental
• Taxi / Transfer / UBER
• Accommodation
• Food / Catering
• Venue Hire
• Equipment Hire
• Printing & Stationary
• Other Consumables
• Milage
• Internet
• Parking
• Toll Fees
• Mobile

Should I close a schedule?

Yes, closing a schedule locks the records in and prevents future changes by flagging the schedule for higher reports and other MYCITO users as done. You can only access the schedule evaluation and expense reports once closed.

Can I open a schedule?

Yes, only you or another user of a same security level or higher security clearance can re-open a schedule.

Should I delete an empty / unused schedule?

Yes, you should delete empty / unused schedules for clean reporting, unless internally it has been agreed that empty / unused schedules should be cancelled for detailed reporting.

Can I restore an empty / unused schedule?

Yes, you can restore empty / unused schedules.

Can I cancel a schedule?

Yes, you can cancel a schedule.

Can I email a cancelation notice to all attendees on a schedule?

Yes, you can email a schedule cancellation to all attendees of status CONFIRMED. You can also test the cancellation email by sending it to yourself for review before forwarding it to all attendees with status CONFIRMED or selected attendees.

Can I re-activate a cancelled schedule?

Yes, you can edit a schedule and change the status to one of the following;

• New (default)
• Occurred
• Rescheduled

Can I view a schedule attendee report?

Yes, you can view a detailed schedule attendee report.

Can I export a schedule register?

Yes, you can export detailed schedule register to CSV (comma-separated value) file format. Exported columns are;

• Attendee Type
• ID Type
• ID Number
• Surname
• Name
• Attendee Status
• Email Address
• Phone Number

Can I print a schedule register?

Yes, you can print a governing body compliant schedule register for attendance signing by attendees. Note only attendees of status CONFIRMED is listed on this register.

Can I print a security register?

Yes, you can print a security register for attendee arrival notification at a venue. Note only attendees of status CONFIRMED is listed on this register.

Can I print a catering register?

Yes, you can print a catering register for attendee meal preparation at a venue. Note only attendees of status CONFIRMED is listed on this register.

Can I print an employer register for each attendee employer?

Yes, you can print an employer register for attendance signing by attendees. Note only attendees of status CONFIRMED is listed on this register.

Can I delete a schedule?

Yes, you can delete a schedule. Note all schedule material, agenda items, attendees, expenses and evaluations will be deleted.

Can I restore a schedule?

Yes, you can restore a schedule. Note that schedule material, agenda items, attendees, expenses and evaluations will not be restored, these should be done one-by-one for optimal restoring.

Can I email schedule evaluations to all attended attendees?

Yes, the pre-linked evaluation model on the event the schedule belongs to will generate a unique evaluation for each attendee of status ATTENDED. You can email a schedule evaluation link to all attendees of status ATTENDED or selected attendees.

Can I edit actions?

Yes, you can add post-mortem action items based on evaluation feedback on a schedule.

Can I email actions?

Yes, you can email action items to the schedule facilitators.

Can I view a schedule expense report?

Yes, you can view a detailed schedule expense report.

Can I view a schedule evaluation report?

Yes, you can view a detailed schedule evaluation report.

How To Create a Schedule

Follow these steps to CREATE A SCHEDULE.

1. View the EVENT PROFILE.
2. Click the EDIT SCHEDULE tool in the toolbar.
3. Add a NEW ENTRY.
4. Complete the FORM and click SUBMIT.

How To Copy Schedule

Follow these steps to COPY A SCHEDULE.

1. View the SCHEDULE PROFILE.
2. Click on the COPY SCHEDULE tool in the toolbar.
3. Follow the STEPS and click SUBMIT.

How To Upload Material

Follow these steps to UPLOAD MATERIAL.

1. View the SCHEDULE PROFILE.
2. Click on the UPLOAD MATERIAL tool in the toolbar.
3. Follow the STEPS and click SUBMIT.

How To Edit Material

Follow these steps to EDIT MATERIAL.

1. View the SCHEDULE PROFILE.
2. Click on the EDIT MATERIAL tool in the toolbar.
3. Click on the magnifying glass to open the SCHEDULE MATERIAL.

How To Edit the Agenda

Follow these steps to EDIT THE AGENDA.

1. View the SCHEDULE PROFILE.
2. Click the EDIT AGENDA tool in the toolbar.
3. Add a NEW ENTRY.
4. Complete the FORM and click SUBMIT.

How To Import Attendees

Follow these steps to IMPORT ATTENDEES.

1. View the SCHEDULE PROFILE.
2. Click on the IMPORT ATTENDEES.
3. Follow the STEPS and click SUBMIT.

How To Link Attendees

Follow these steps to LINK ATTENDEES.

1. View the SCHEDULE PROFILE.
2. Click on the EDIT ATTENDEES tool in the toolbar.
3. Add a NEW ENTRY.
4. Complete the FORM and click SUBMIT.

How To Email Invitation

Follow these steps to EMAIL INVITATION.

1. View the SCHEDULE PROFILE.
2. Click on the EMAIL INVITATION tool in the toolbar.
3. SELECT and DESELECT attendees and click SUBMIT.

How To Auto Confirm Attendees

Follow these steps to AUTO CONFIRM ATTENDEES.

1. View the SCHEDULE PROFILE.
2. Click on the AUTO CONFIRM ATTENDEES tool in the toolbar.

How To Email Reminder

Follow these steps to EMAIL REMINDER.

1. View the SCHEDULE PROFILE.
2. Click on the EMAIL REMINDER tool in the toolbar.
3. SELECT and DESELECT attendees and click SUBMIT.

How To Update Register

Follow these steps to UPDATE REGISTER.

1. View the SCHEDULE PROFILE.
2. Click on the UPDATE REGISTER tool in the toolbar.
3. UPDATE the statuses and click SUBMIT.

How To Edit Expenses

Follow these steps to EDIT EXPENSES.

1. View the SCHEDULE PROFILE.
2. Click on the EDIT EXPENSES tool in the toolbar.
3. Add a NEW ENTRY.
4. Complete the FORM and click SUBMIT.

How To Cancel Schedule

Follow these steps to CANCEL SCHEDULE.

1. View the SCHEDULE PROFILE.
2. Click on the CANCEL SCHEDULE tool in the toolbar.

How To Email Cancellation

Follow these steps to EMAIL CANCELLATION.

1. View the SCHEDULE PROFILE.
2. Click on the EMAIL CANCELLATION tool in the toolbar.
3. SELECT and DESELECT the attendees and click SUBMIT.

How To Export Register

Follow these steps to EXPORT REGISTER.

1. View the SCHEDULE PROFILE.
2. Click on the EXPORT REGISTER tool in the toolbar.
3. Click on the BLUE CSV FILE name and DOWNLOAD.

How To View Full Schedule Register

Follow these steps to VIEW FULL SCHEDULE.

1. View the SCHEDULE PROFILE.
2. Click on the FULL SCHEDULE tool in the toolbar.

How To View Security Schedule Register

Follow these steps to VIEW SECURITY SCHEDULE.

1. View the SCHEDULE PROFILE.
2. Click on the SECURITY SCHEDULE tool in the toolbar.

How To View Catering Schedule Register

Follow these steps to VIEW CATERING SCHEDULE.

1. View the SCHEDULE PROFILE.
2. Click on the CATERING SCHEDULE tool in the toolbar.

How To View Attendee Schedule Report

Follow these steps to VIEW ATTENDEE SCHEDULE REPORT.

1. View the SCHEDULE PROFILE.
2. Click the ATTENDEE REPORT tool in the toolbar.