EVENTS (COURSES)
Event management enables self-registration, online application to events, applicant validation, pass/fail tracking, and electronic issuance of licenses and diplomas. It streamlines all steps in the workflow, reduces the operational burden for administrators, and provides a user-friendly and transparent application interface for participants.
The COMET Event Management Module offers a whole set of seminar customization options which means that, e.g., Coach Administrators can create and define the details of their event according to the needs of their organization.
1. EVENTS ADMINISTRATION
1.1. Pre-selectable Workflows
All COMET Events imply the self-registration process, i.e., participants can apply and undergo all steps of the application process from their COMET UI. A responsible person authorized to create and edit seminars can choose one of the predefined application types. Application types are designed to cover all scenarios of the application process. The five Pre-selectable Workflows are: Pay after approval, Just Apply (with Approval), Just Apply (without Approval), Just Pay, and Pay Later.
1.2. License and Registration Types
Possibility to define license categories (UEFA PRO, A, B, C, national categories, etc.) and registration types (goalkeeper coach, head coach, assistant coach, etc.) for each course. The registration type defines the audience for the event, while the license type defines which license will be issued to the participant upon successful completion of the event.
1.3. Event Details
Generally speaking, events have an organizer, time period, place, and description. Additional data, such as duration in hours and the maximum number of participants, are used for reporting and application validation. Event Administrators can define Application Surveys, i.e., the form or set of questions that need to be submitted by event applicants. For example, participants may need to answer particular event-related questions, submit specific documentation or prove a certain level of education, or citizenship. All of these scenarios can be configured by the Event Admin on the Application survey.
1.4 Integration of Various Item Types
The event can be integrated into only one or several Item Types, e.g., Event Participation fee and License fee. Usually, the participation fee covers the issuance of the license. In other scenarios, the Participation fee is paid by all participants, and the License fee is then paid only by participants who have successfully completed the event and are eligible for the license issuance. In the case of Payment module implementation, these payments can be executed electronically as a step in the application workflow.
1.5. Event Privacy
For hiding Events from public users, there is a “Privacy” feature that might be used for specific organizational needs of the event, e.g. for seminars that are organized for a closed group of invited Clubs and should not be publicly accessible. Events that are categorized as private are not displayed under the Events menu, i.e., they cannot be searched or accessed without the direct URL.
2. EVENT PARTICIPANTS
2.1. Self-Registration to My COMET
Users who don’t have login credentials follow the simple registration process. Once they register and verify their e-mail, they can browse through available events and apply for registration. Users are required to complete their profiles with all mandatory information before applying to any events. Users can always review the status of all of their applications in MyCOMET, including the history of completed events and, if Payments are integrated, the history of payments for events and licenses. My Profile menu consists of COMET information relevant to event management.
2.2. Event Application
The events menu is designed as the searchable “Events Store”, i.e. the events can be searched/ filtered by the name or license. After selecting a specific event and reviewing details, the participant applies to the event and usually completes an application survey, including entering required data and uploading documents, as requested by the event organizer. Depending on the pre-selectable Workflow the applicant can automatically be admitted to the event, or its participation can be subject to application review and approval by the event organizer.
2.3. My Orders
Event applicants/participants manage their payments in the App. My Orders menu displays the list of all orders, i.e., purchased event items, indicating payment status. A click on the order from the list redirects you to the Order details page. On this page, you can check all the details of the order, purchased item, and payment details.
2.4. Outcome (Pass/Fail) of the Event
When the event is completed, the Administrator enters each participant’s outcome (pass/fail). The license is issued only to those participants who have successfully completed the event. The license will be visible on the person’s profile in COMET
3. LICENSES
3.1. Automatically Issued Licenses
License is granted after the participant has successfully passed a specific event. For example, if a coach has successfully completed the UEFA A Seminar, upon successful completion, that Coach will automatically receive the UEFA A Coaching license for a certain pre-defined period of validity. That license will be visible on the person’s coach profile.
3.2. License Expiry
On the final day of the validity of a certain license, the system will automatically deactivate that license. Furthermore, reminders can be set up to inform license holders that their license is about to expire.
3.3. License Print Version
The issued license can be printed out of the system in the standard PVC (Credit Card) format in accordance with a predefined license template. Different formats can be used, e.g., one template for UEFA licenses and another template for national licenses.
3.4. Event Diploma Print Version
In addition to licenses, event diplomas or certificates of attendance can be printed automatically out of the system. There is also a useful function of printing all diplomas in bulk. Beyond printing, diplomas can also be distributed to event participants in electronic/PDF format. Diploma printing is enabled for participants in status Passed.
3.5. Attendance
Tracking participant attendance is often needed to manage certain events. On Events with a Track Attendance Feature, administrators can track the attendance status and generate or print the Certificate of Attendance.
3.6. Assessments
Event Administrators can define Event Assessments. Assessments are predefined forms/sets of questions that are used on the event by Event Admin to track specific results and assessments of the event participants. For example, Event Administrators may need to track specific fitness goals, body measurements, and academic achievements of the participants. All of these scenarios can be configured by the Event Admin via the Assessments module.
Event Assessments can be added to the event and tracked via the Assessments tab on the event profile.
