Table of Contents

1. User's Guide of the Related Events Management System
   1. How to access the REM System
      1. How to register
      2. How to login
      3. How to set a new password
   2. How to update your Profile
   3. How to manage your organization
      1. How to update the Organization
      2. How to manage Organization members
   4. How to manage Events
      1. How to create a new Event
      2. How to update an Event
      3. How to relate Events to each other
      4. How to delete Events
2. System-Administrator's Guide of the Related Events Management System
   1. How to install the REM-System
   2. How to manage System Members
3. Technology

User's Guide of the Related Events Management System

How to access the REM System

How to register

1. Access the login-page via web-browser
2. Click on the Register button in the upper left corner
3. Enter your personal data
4. Join an existing organization:
   1. You are currently not active in this organization, please contact an (organization-)administrator
   2. Click on the Organization Members button to see a list of all administrators of the organization or, if none exists a list of all administrators of the system
   3. To contact an administrator click on their displayed e-mail address
   4. Once you are activated you will be an organization administrator as well
5. Click on the Register button at the bottom
6. An e-mail will be sent for activation of your account - click on the link in your received activation e-mail
7. Login to the system

How to login

1. Access the login-page via web-browser
2. Enter your username and password
3. Is the system telling you that your account is not yet active, there are two possible reasons:
   1. Either your account was deactivated by an administrator
   2. Or your registration is not yet finished - you should have received an activation mail after registration
4. On forgotten username or password, please see section How to set a new password

How to set a new password

1. Access the login-page via web-browser
2. Click on Forgot your password? in the upper left corner of the menu
3. Enter your e-mail address
4. An e-mail with a link to set a new password will be sent to you - click on it
5. Enter your new password twice
6. Now login with the new password

How to update your Profile

1. Access the login-page via web-browser and login to the system
2. Click on the Administration button in the upper left corner of the menu
3. Your profile is showing up
4. Click on Update Profile to change your profile
5. For changing your profile enter your current password
6. To set a new password enter the new password twice
7. Change your personal data
8. Click on the Update Profile button
9. Your profile is now updated

How to manage your organization

1. Access the login-page via web-browser and login to the system
2. Click on Organization in the upper left corner of the menu
3. The next event (if there is one) are shown in the section Next Event
4. A list of outdated events (which expired the day before) are shown in the section Update your outdated Event(s)

How to update the Organization

1. Access the login-page via web-browser and login to the system
2. Click on Administrate Organization in the upper left corner of the menu
3. Change the name of the organization and/or upload a logo of the organization
4. Click on the Update Organization button
5. The organization is now updated

How to manage Organization members

1. Access the login-page via web-browser and login to the system
2. Click on Organization Members in the upper left corner of the menu
3. Either you are not active in the organization and a table of active organization members, i.e. organization-administrators shows up
4. Or a table of all organization members shows up
   1. Organization members may have two rights:
   2. The right Active states, wether the user is active in the REM-System and is able to login or not
   3. The right Organization states, wether the user is active in the organization and is able to create, update and delete the organization's events or not, to update the organization's information and to manage the organization's members (deleting the users, setting user rights)
   4. To delete the user, check the Delete Checkbox and click on Update [ORGANIZATION]

How to manage Events

1. Access the login-page via web-browser and login to the system
2. Click on Event in the upper left corner of the menu
3. A list of current and upcoming events are shown in the section List of current and upcoming Events
   1. Current and upcoming Events can either be updated, related or deleted
   2. For updating an event, please see How to update an Event
   3. For relating an event ot another one, please see How to relate Events to each other
   4. For deleting an event, please see How to delete Events
4. A list of outdated events are shown in the section List of outdated Events
   1. Outdated Events can either be updated or deleted
   2. For updating an event, please see How to update an Event
   3. For deleting an event, please see How to delete Events

How to create a new Event

1. Access the login-page via web-browser and login to the system
2. Click on new Event in the upper left corner of the menu
3. Enter the data of the event
4. Choose a logo of the event if desired
5. Click on the Create Event button for creation

How to update an Event

1. Either an Update-Your-Event-Email was received:
   1. One day after the event expired a notification for update will be sent out to you
   2. Click on the link inside the email
   3. After logging into the system, a form for updating the event will show
   4. Update the data of the event
   5. Click the Update Event button to update the event
2. Or update via REM-System:
   1. Access the login-page via web-browser and login to the system
   2. Click on Event in the upper left corner of the menu
   3. Look for the outdated event and click on the Update button
   4. Update the data of the event
   5. Click the Update Event button to update the event

How to relate Events to each other

1. Access the login-page via web-browser and login to the system
2. Click on Event in the upper left corner of the menu
3. There are two ways to relate an event to another one:
   1. Either click on Related Events in the upper left corner of the menu and choose an event for relation
   2. Or look for the Event to relate to another one and click on Relate to other Events
4. Choose an event to relate to in the section Events ready for relation
5. Click on Relate to Event
6. A notification email will be sent out to the owner of the event
7. The event appears in the section Sent relation requests

1. A Relate-To-Other-Event-Email was received:
   1. Another user wants to relate their event with yours, thus a Relation Request was sent out
   2. Two links are provided inside the email: One for approving the Relation Request and one for Denying it
   3. Click on the link for Approving/Denying the Relation Request
   4. On Approval: After logging into the system, a notification email will be sent to the owner of the other event. The events appear in the section Related events
   5. On Denial: After logging into the system, a form for a denial reason shows up.
      1. Enter a reason and click on the continue Button.
      2. A notification email (with stated reason) will be sent to the owner of the other event.
2. Approve/Deny via REM-System:
   1. Access the login-page via web-browser and login to the system
   2. Click on Event and afterwards on Related Events in the upper left corner of the menu
   3. Choose the event you want to approve/deny relation requests for
   4. Go to the section Approve/Deny Relation Requests
   5. On Approval: A notification email will be sent to the owner of the other event. The events appear in the section Related events
   6. On Denial: A form for a denial reason shows up.
      1. Enter a reason and click on the continue Button.
      2. A notification email (with stated reason) will be sent to the owner of the other event.

How to delete Events

1. Access the login-page via web-browser and login to the system
2. Click on Event in the upper left corner of the menu
3. Look for the event which you want to delete
4. Click on the Delete button to delete the event

System-Administrator's Guide of the Related Events Management System

How to install the REM-System

1. Copy the files of the REM-System to your webspace
2. Access the system (index.php) via web-browser
3. The installation page will automatically show up
4. Database Connection:
   1. Choose between a new - (this will create a new database) or already existing database (this uses an old database)
   2. Enter the correct data to access your MySQL Database
   3. Click on the continue Button
5. Admin Account (If you use an old database skip this point)
   1. Enter the data for the System-Administrator
   2. Click on the continue Button
6. Host Settings
   1. Enter the email address which will appear in every outgoing email of the REM-System
   2. Click on the continue Button
7. Complete Installation
   1. To continue the installation you should receive an e-mail from the REM-System
   2. Click on the link in the email to continue installation
   3. No error means the installation was successful
   4. Delete the install folder on your webspace
   5. Start a job that will execute the file http://relatedevents.icchp.org/menu/event/checkForUpdate.php?update=1 every 24 hours. This will send emails to the users, whose events expired the day before.
   6. Click on the OK Button and you will be linked to the login screen
   7. Login with a newly created account or your System-Administrator account

How to manage System Members

1. Access the login-page via web-browser and login to the system
2. Click on Administration and afterwards on System Members in the upper left corner of the menu
3. A table of all system members shows up
   1. System members may have four rights:
      1. The right Active states, wether the user is active in the REM-System and is able to login or not
      2. The right Organization states, wether the user is active in its organization and is able to create, update and delete its organization's events or not, to update the organization's information and to manage the organization's members (deleting the users, setting user rights)
      3. The right Category states, wether the user is able to create new categories or delete current ones or not
      4. The right Admin states, wether the user is a System-Administrator or not
   2. To delete the user, check the Delete Checkbox and click on Update [ORGANIZATION]

Technology

• As template engine Smarty is used
• At least PHP5 and MySQL 5 is needed
• A mail-server for sending out registration, update-event, relate-event emails is needed
• SOAP should be enabled, since users might connect via SOAP to see their (related) events
• Make sure to call http://relatedevents.icchp.org/menu/event/checkForUpdate.php?update=1 every 24 hours. This will send emails to the users, whose events expired the day before.