Coordinator Guide

As a Coordinator on the TRANSCAER web site, you create and manage events, sign attendees into events, and award completion certificates.

Your contact information will show in the sidebar of any events. If you are a State or Regional Coordinator, your contact information will also show on the corresponding state and region pages.

To update any of your contact information, use the "My Account" link on the top right of the Coordinator Dashboard.

The Coordinator Dashboard lists the Training Events in 4 categories:

1. My Upcoming Events: lists upcoming events that you have created.
2. All Upcoming Events: lists all upcoming events created by all coordinators.
3. My Past Events: list past events that you have created.
4. All Past Events: lists all past events created by all coordinators.

These lists will show an overview of the event (event title, coordinator name, session dates/times, and the number of attendees).

To create a new Training Event, use the "Add A New Training Event" button below the event lists, and complete the form with the following fields:

• Title
• Event Type
  • National
  • Regional
  • State
• Location Type
  • Physical
  • Virtual
• Location
  • Address of Physical Location or
  • Webinar or conference call information of Virtual Location
• Overview: Add short description of event. User should get a basic understanding of the event without any details.
  Note: This field will be prepopulated with example text, remember to update this text to fit your particular event.
• Event Focus: List of the types of hazmat being covered.
  Note: This field will be prepopulated with example text, remember to update this text to fit your particular event.
• Attendee Level: List of audience types/level of professional best suited for training.
  Note: This field will be prepopulated with example text, remember to update this text to fit your particular event.
• Description: Add a longer description of the event including classroom sessions and field exercises.
  Note: This field will be prepopulated with example text, remember to update this text to fit your particular event.
• Important Details: Add any important details about required safety gear or other requirements.
  Note: This field will be prepopulated with example text, remember to update this text to fit your particular event.
• Sponsors: Select from a list of approved Sponsors.
• Contacts: Select any additional users to display in the sidebar on the Training Event detail page.
  Note: the Training Event's author will be added automatically.
• Notification Recipients: Add any additional email addresses that should receive "Real-Time Notifications" when a user registers for this event.
  Note: the Training Event Author and Contacts will be automatically added.
• Flyers: Select an existing flyer or upload a new one.
• Maps: Select an existing map or upload a new one.
• Waivers: Select an existing waiver. If you need to use a new waiver, please email transcaer@chemtrec.com.
• Sessions: Add one or more session (start date/time and end date/time).
• Certificate: Select an existing certificate or upload a new one.

After creating the event, it will immediately be listed on the TRANSCAER website and be open for registration.

When an Attendee registers for your event, they will receive a registration confirmation email with all of the event details. If the event is a virtual event, the virtual location information (which is not listed on the event detail page) will be included in the confirmation.

As the event Coordinator, you will also receive an email notification that an attendee has registered for your event.

On the day of the event, if you have internet connectivity, you can use the website to Sign-In Attendees and to register any Walk-In Attendees. To do either of this, find the Training Event in the Coordinator Dashboard and click on the session date/time on the right.

This will take you to the session detail page which lists the Event Title and Date/Time and a list of all attendees.

To Sign-In an Attendee, find their name in the list and hit "Sign-In" on the left.

To register a Walk-In Attendee, use the "Register a Walk-In Attendee" button below the list of attendees. Fill out this form with the Attendee. Note: The Attendee will automatically be signed in after submitting the form.

When creating the event, you can choose from an existing certificate template or upload your own. Keep in mind that any certificate you upload must be sized properly and allow adequate room for the event and attendee information.

After Attendees are signed-in, their certificates become available for download. You can either download the certificate for them or have the Attendee log into the TRANSCAER website after the event to download their own certificate.

At any time, you may export the list of Attendees that have registered for a session. To do so, use the "Download as CSV" button above the Attendee list. This CSV can then be used to generate name tags, a sign in sheet, or to correspond directly with Attendees.