It’s hard to believe we’ve been in COVID19 lockdown for 6 months, but we’ve been making good use of the time. Our 20.3 MatrixMaxx release rolled out the evening of Wednesday, October 28, 2020, launching a bunch of new functionality, particularly in the MeetingMaxx module. (I think we’d all agree that ‘meetings’ have taken center stage at this point, in one way or another) Please take a few minutes to review these patch notes, as all notable changes are documented here.
You may view the recording of our October 30, 2020 Overview Session here. https://youtu.be/mWzh0-VSpqM
Meeting Enhancements
Meetings, whether in-person or virtual or hybrid, are a critical part of our lives. So, check out these new features to support you in your meeting endeavors …
Per-meeting setting for registrations to come in as Reviewed or Unreviewed (Overview Video Timestamp 3:08)
During implementation, the MatrixMaxx AMS team sets the default for WWW-side registrations to come in as ‘Reviewed‘ or ‘Unreviewed‘ for the entire MeetingMaxx module.
- Meeting staff now have the ability to override this behavior at the meeting level
- The current setting may be seen on Intranet Meeting View page for each meeting, in the upper right
- On the first page of ‘Edit Meeting’ staff may change/override this setting: ‘Auto-Approve Registrations?‘ to Yes (meaning registrations will come in as ‘Reviewed‘) or No (meaning registration will come in as ‘Unreviewed‘)
- So now, meeting staff may set simple/open meetings or webinars to come in ‘reviewed’ while more complex meetings requiring some workflow or manual attention can come in as ‘unreviewed’
- (internal matrix reference P-8873)
‘Add to Calendar’ Upgrades (Overview Video Timestamp 6:30 and 28:03)
With so many meetings and webinars happening, now, the ‘Add to Calendar’ function has become more important than ever. (internal reference P-8929)
- When staff ‘Manage WWW Display’ it is now possible to add a much larger Short Meeting Description for “Add to Calendar” due to the increased capacity of most calendar programs to take more description text from us
- We have added an ‘Add to Calendar’ link to the confirmation email
- We studied several other registration systems and talked to a couple of MatrixMaxx Power Users and decided that the best user experience would be a link to a simple WWW page that gives the user button options to choose from, as opposed to having several links to choose from in the email itself (i.e., Outlook vs. iCal vs. Google)
Vary Confirmation wording by Registration Fee and Balance Due (Overview Video Timestamp 8:04)
These upgrades give the flexibility to further customize the information you provide to your registrants, based on their registration fee and whether or not they have paid (e.g., with a credit card online) or not.
- Ability to add an additional thank you message for fully paid registrants.
- This field is particularly useful for associations who allow registrants on the WWW side to indicate that they will be sending a check, rather than paying in real-time by credit card, as it allows staff to only disclose critical access information to those who have paid.
- Staff will find the new ‘Additional Thank You Message for $0 balance (fully paid) Registrants‘ field on the main meeting registration page, below the pre-existing ‘Thank You Message to Registrants’ field.
- The text in this new field will appear directly under the main thank-you message, on both the confirmation page and the confirmation email.
- As with the existing ‘thank you’ text, you may use basic HTML in this field (e.g., bold), keeping in mind that it will display on the confirmation page but be stripped out in the plain-text confirmation email.
- (internal reference P-8928)
- Ability to add additional email confirmation wording by registration fee code so, for example, you can give a different message to a member vs. a nonmember or a Board Member vs. an Associate Member
- In the ‘Meeting Fees’ section, when adding/editing a registration fee, you may add custom Confirmation Text that only displays for registrations using that fee
- This additional text displays on both the confirmation page and the confirmation email, for both classic and group registration.
- (internal reference P-8923)
Vary Questions by Registration Fee when using Group Registration (Overview Video Timestamp 13:35)
When using group registration, the flow of the process allows us to vary the questions presented based on the fee selected (internal reference P-8709)
- When entering questions for the meeting, you select the registration fee(s) that you wish to see these questions
- Pre-existing questions with no ‘Fees’ selected will automatically be available to all registrants
- If additional registration fees are added after the initial setup of the meeting questions, be sure to go back and check the setup of the questions!
Intranet-side Group Registration (Overview Video Timestamp 19:10)
By popular request … Staff may now enter Group Registration Bundles on the intranet staff side of MatrixMaxx (internal reference P-8575)
- The meeting must first be setup as a Group Registration flow
- From any link to input a registration for this meeting, staff will then enter the group bundle flow
- Staff may choose any individual in the database to put into the bundle
- Note: The ‘add me’ function adds you as a the logged in staff person, even if you started from the record of another individual in the database.
- The staff member should designate a Coordinator at the end of the flow
Individual Query Builder: Search for individual registered for certain meeting Events (Overview Video Timestamp 22:16)
Staff may now search for individuals registered for particular Events within a Meeting, and export or create lists using this criteria (internal reference Maxx-3451 )
- Individual Query Builder -> Meetings -> Registered for Meeting Events OR Attended Meeting Events
- Then select the event(s)
Available Upgrades ($)
For these upgrades, some implementation work is necessary to configure them on a per-client basis. If you are interested in any of these features, please contact Matrix for pricing!
Meeting Comps (Overview Video Timestamp 31:20)
For MatrixMaxx clients who have the Meeting module, the Fundraising/Sponsorship module, and Coupons, we can now implement an upgrade that ties these 3 core functions together to offer ‘comps’ to sponsors (internal reference P-8710 )
- You start by 1) creating the Meeting and then 2) creating a Sponsorship connected to this Meeting
- When creating ‘Opportunities’ for this Sponsorship, you have the ability to Auto-generate a coupon
- When setting up the coupon parameters, you create a suffix for the start of the coupon (and MatrixMaxx will generate a unique code at the end for each sponsor), max number of uses, percent of coupon (100% for a true complimentary ‘comp’ registration, but you can make it lower to just give a discount), and which meeting fee(s) the code will work for
- Once a Sponsor is created for this Opportunity, the unique Coupon Code for them will be available on the Sponsor View page, for association staff to provide to the Sponsor
- Once a coupon has been used, this can be seen by linking from the intranet Sponsorship view page, the intranet Sponsor view page, or in a variety of Meeting-level reports that include coupon usage
Credit Card Surcharge (Overview Video Timestamp 37:20)
As associations are looking for ways to lower costs, the addition of a credit card surcharge is a potential solution. Several MatrixMaxx clients are already using this new feature (internal reference 8711)
- Current functionality:
- The upgrade adds a surcharge to every invoice generated after the implementation date.
- The surcharge is one line item with one accounting code. (e.g., line item called ‘Credit Card Surcharge’ with accounting code ‘CARDFEE’) across the entire MatrixMaxx AMS.
- This fee is generated regardless of how the invoice is created: whether on the WWW by an end-user or on the Intranet-side by a staff member.
- Only an association staff member with the rights to add a discount adjustment may override this fee.
- For transactional modules that on the WWW side allow the user to choose between check vs. credit card, the fee still remains in place even if ‘check’ is chosen as payment type. (Help text on the payment, confirmation and invoice pages instruct the user to subtract the surcharge if they are actually sending in a check)
- Upcoming/Planned functionality
- Modifications to key reports to separate out the surcharge from other line items
- Ability for Matrix to set the Surcharge on certain modules only (e.g., on Membership and Store, but not Meetings and Fundraising)
Integrations (Overview Video Timestamp 43:00)
The last 6 months have been extremely busy for us in terms of adding and upgrading our integrations with other systems. As associations have worked to move more offerings online, integrations have become critical for a smooth user experience.
General upgrades as part of these efforts include …
- Support of OpenID Connect integrations, allowing MatrixMaxx to serve as the authentication mechanism for cloud-based systems and mobile apps
- Addition of ‘attendeeId‘ to the ‘all attendees’ export in Meetings. The attendeeId is different than registrationId, and is often pulled by 3rd party vendors via the API as a unique attendee identifier. We added this to the export after learning that sometimes the association needs this ID, too
BeSpeake Virtual Meeting Platform(s)(Overview Video Timestamp 44:28)
The MatrixMaxx AMS is now fully integrated with BeSpeake, Matrix Group’s fully virtual meeting platform. This means zero integration costs for you, when you choose BeSpeake as your virtual meeting platform. This built-in integration with MatrixMaxx allows attendees and exhibitors to have:
- A frictionless registration experience
- Complete privacy and security for large sessions, breakout rooms or private appointments
- Single identity tracking and personalization based on their MatrixMaxx profile and activity
Other Meeting Platforms(s)
In addition to our work with BeSpeake, we have integrated in a variety of ways with other virtual meeting and video platforms, including Cadmium, MeetingPlay, and YuJa
Learning Management System(s)
We have also been working on several LMS integrations, including Elevate (by CommPartners) and Prosperity (by ZIIVA)
Other Enhancements and Changes
Impersonation Change to no longer allow association staff to be able to impersonate other association staff. Please note: This was done as a security measure, but if your association needs this functionality for any reason, we are happy to change you back to the previous setting, free of charge (Internal Reference 122749)
Contacts: 1-click Roster has been fixed to use the Company Sort field properly (Internal Reference 123356)
and …
Intranet Dashboard: Updated the Animal Cams available on the MyMatrixMaxx Dashboard widget! Note that you may need to refresh or re-select widgets for them to update their stream source.(Internal Reference MAXX-3311)