Indico event setup

We use the NeIC Indico service, https://indico.neic.no/, so you need to create an account at https://indico.neic.no/login/.

RB is manager of the CodeRefinery category in indico.neic.no and will need to grant you permissions to create event pages.

To create a new workshop page, it is easiest to clone a previous event. This copies the registration form and metadata, but not the pre-workshop survey which needs to be manually imported as a json file.

Step-by-step instructions:

Copy basics from latest event

• Visit https://indico.neic.no/, and click CodeRefinery which takes you to https://indico.neic.no/category/5/.

• Click the latest workshop event. You might need to show “events in the future” to see the latest event.

• Go to admin mode (click the pen symbol on top toolbar, “Switch to the management area of this event”).

• Click the “Clone” button, and select “Clone Once”. Click “Next” button.

• For “What should be cloned”, select “Registration forms”. Do not clone “ACLs and protection settings”. Uncheck “Refresh user information”. Click “Next”.

• Confirm category “CodeRefinery”, and click “Next”.

• Select the start date and time of the workshop, click “Clone”.

• You are now on the cloned event page (confirm that the event number changed), and you should start updating the information.

Update copied event information

• Adjust permissions so that only the workshop organizer(s)/coordinator(s) has/have access to the forms and data. In order to have better control over who has access we do not copy “ACLs and protection settings” from older events.

• Update the Title, Description, Date, Time, Room, Venue and Address fields by clicking the pen symbols on the right.

• Click “Protection” and remove administrators who were copied from past event but should not have access to this event.

• Click “Registration” from the left-hand menu, and confirm that there is one or two registration forms, probably with a wrong title.

• Click the “Manage” button on the “List of registration forms”,

  • Click “Edit” on the “General settings”

  • Update the registration form name and both the fields “Contact info” and “List of recipients” with your own email address to get notifications on new registrations.

  • Then go back to “Manage” and verify and configure the “Registration Form”: read all fields and check that nothing outdated has been cloned to this event. Adapt the dates.

Open registration

• Go to the Registration page from the left-hand menu, and click “Manage”.

• It will say “Registrations are not open yet”. Click “Start now” for both regular and staff registration forms to open for registrations.

• Click the blue “Switch to display view” on the top left.

• Confirm that both the “Surveys” and “Registration” links can be seen.

• Click both links to do a test registration

• Once you manage to test-register, update the workshop webpage, and announce via Twitter.

Exporting registrations

• Go to the Registration page from the left-hand menu, and click “Registrations” which takes you to the list of registrations..

• Click the check-box on the menu just above the list of registrations and select “All”.

• Click on “Export” from the top menu, select “CSV” and choose a download directory.

• You can use the read_csv.py to parse the CSV file and print selected fields, e.g. email addresses to be used in sending out information to participants.