Live Activity Coordinator and Administrator Resources

These instructions apply to content planners and administrators who submit requests for new activity proposals and renewals of activities.

• Review your Application Dashboard: https://ucsf.cloud-cme.com/application
• Renew Credit for your Activity: https://ucsf.cloud-cme.com/Application.aspx?formsubmissionid=0
• Submit a New Idea: https://ucsf.cloud-cme.com/Application.aspx?formsubmissionid=0

STEPS:

1. If you have not already signed in, select SIGN IN from the CE Portal home page.
2. Select Apply for CE Credit in the sidebar to open a new request.
3. The application form will display as a series of step-by-step sections.
4. The first section, Basic Information, will serve as a pre-application for review by the Office of CME. 
5. Once complete, return to the Applications List and click Submit for Review.
6. You will receive notification of the completion of the review and a decision.
7. If the pre-application is approved, you may return to the application to complete the other steps in the process. (Click the title in the list to reopen the application.)
8. Once all sections are complete, return to the Applications Dashboard and click Submit for Review.
9. The application will be reviewed by OCME’s Accreditation Team and a subject matter expert. The decision will be communicated by email.

Handy Tips:

• The system will not allow a request to be submitted less than 60 days prior to start of the activity.
• Be sure to click Save & Continue at the bottom of each section to save your work.
• Fields highlighted in pink and marked with an asterisk are required. You will not be able to save a page until they are complete.
• Use the help bubbles  for help responding to an item. Hover for a quick tip or click on it for more information.
• A form may ask for fewer or more responses depending on the selections you make, for example, additional items specific to MOC or CPE, if those types of credit will be requested.
• You will be asked to select the activity providership:
• A “Directly Provided” activity is one that is planned exclusively by UCSF or other UC employees. UCSF is solely responsible for the planning and only a UCSF or other UC logo is placed on promotional materials.
• A “Jointly Provided” activity is one that is planned in collaboration with another non-UC and non-accredited organization. Both organizations take responsibility for the planning and one or more logos besides UCSF are present.

1. Sign in to the CE Portal and scroll to the bottom of the screen.
2. Click Administration to open the Home Dashboard.
3. From the main menu, select Activities>Activity Manager
4. Search for your activity by name/keyword, OCME course number, or Portal Activity ID
5. Select the title of the course to open it in the Activity Editor.

This set of job aids is designed to touch on key points to ensure your activity is set up correctly and accessible to learners, exhibitors, financial supporters, and your department. For more comprehensive information, see the complete manual (in the Resources section below), Building and Managing Your Live Activity.

What is a Live Activity?

A “live activity” is a continuing education activity that occurs at a specific time as scheduled by the accredited provider. Participation may be in person or remote as is the case of teleconferences or live Internet webinars. Learning is synchronous (in real time), where there is the possibility of interaction with instructors and other learners. A live activity can be delivered in various ways; examples include, but are not limited to, national, regional, or local conferences, workshops, seminars, regularly scheduled conferences, journal clubs, simulation workshops, ECHO programs, structured learning activities presented during a committee meeting, and live Internet webinars.

To ensure you manage your live activity correctly, you should identify what type of live activity you will be managing, as defined by OCME:

1. A regularly scheduled series, such as a case conference, tumor board, M&M conference, grand rounds, or journal club. The audience for an RSS is internal (UCSF only). If this is your activity type, this guide is not for you. Refer to the RSS Coordinators resource page on the CE Portal: 🔗https://ucsf.cloud-cme.com/content/rss-coordinators
2. A course is a standalone live activity that occurs within a defined time period, and may include webinars, seminars, or one- or multi-day conferences and events. The audience may be all internal, external, or a combination of both. If this is your activity type, refer to the job aids in theses guides labeled courses.
3. A live serial activity is a single activity that is repeated multiple times, or a group of activities with related content delivered throughout the year. They are not usually regularly scheduled and can be open to non-UCSF audiences. Examples include webinar series, faculty development sessions, and live podcasts. If this is your activity type, refer to the job aids in these guides labeled series.

Many fields in the Activity Editor will be completed from the information entered during the credit request process. Those sections or fields will be indicated by a symbol to show that you will not (or shouldn’t) need to enter information here; most of those items will not be covered in this guide. 

Visit the 🔗Getting Started with CloudCME page if you need a refresher on the system, or see the 🔗Glossary for language help.

• Faculty Management (Beyond the Basics) (pdf) Updated
•  Faculty Management Live Training Video - NEW!

• Managing Exhibits and Promotional Opportunities (pdf Manual)
• Managing Exhibits in the CE Portal (pdf Brief Job Aid)
• Managing Commercial Support in the CE Portal (pdf)
• Managing Exhibits and Commercial Support in CloudCME Live Training Video (PDF Slides) - Coming Soon!
• 📂Forms for Tracking Commercial Support and Exhibits, Standard Agreements

In the CE Portal, participants pass through three status indicators as part of an event. A learner in the system is known as a “Member,” but once they register or are assigned to an activity, they become a “Registrant”. A registrant is included on the activity Roster. (Optionally “Speakers” can be included as Registrants also.)

When the Registrant checks in or attends the activity, they become an “Attendee,” which means the Attendee now has access to activity materials and content and can claim credit.

When the Attendee claims credit, they become a “Claimant,” which means they have successfully completed the activity and have earned CE credit. This also opens the evaluation survey for their completion, logs the credits on their transcript, and generates a certificate.

There are two ways to monitor registration numbers and revenues received by the CE Portal.

Using the Activity Budget Tool

1. From the main menu, navigate to Finance > Budget, and search for your activity.
2. Select the date range you’d like to review, which will default to the date of the first transaction and end 12 months later.
3. You have the option to exclude any complimentary registrations from the report.

1. The Entries tab is divided between Actual and Estimate entries. The default is Actual as indicated by the radio button near the top of the tab.
• The table can be sorted by clicking on the column header.
• The table can be filtered by any column using the fields under the column header.
• Use the Estimate tab to record pledged or solicited funds from companies.
• Use the Actual tab to record received funds from commercial supporters. You will have to add exhibitors as well if they do not register within the system.
2. The Report tab shows a chart of estimated vs. actual expenses by category (registration, commercial support, expenses, exhibitor, sponsors, and total) as well estimate vs. actual participants. Each Actual line item is also summarized grouped by revenue category.
3. The Documents tab is a convenient channel to add supporting documentation for the budget as well as the required Commercial Support Agreements and Exhibitor Agreements.
• Add an “Agreements” folder to store CSAs and EAs as they come in, if it doesn’t already exist.

Using Reports

Navigate to Reports from the main menu. There are number of reports available to you, but the three most important are described below.

1. Budget Report – See the Report tab in the Budget Tool described above.
2. Income by Event Report – view the income by month, income by category, and registrants for an activity.
3. Registrations Report - view, analyze, and export data about registrants for a specific activity, including specialty, degree, attendance status, and financial details. Also use this report to generate badges, sign-in sheets, and financial summaries for events.
4. Bonus report: Registrations by State and Specialty - displays the top ten attendees by state and specialty for a selected activity. This report provides a visual overview of the geographic and specialty distribution of activity participants.

There are five potential ways to check in attendees onsite, and one of them requires no check-in at all. You can utilize one or a combination of the following.

Paper Sign In and Manual Recording

1. Navigate to Reports from the main menu and select Registrations from the Finance tile.
2. Open the Badges & Sign In Sheets tab.
3. Select the “_UCSFSignInSheet.docx” template, then click Generate and Download Badges.
4. Make as many copies of the sign in sheet as required for use at the desk.
5. Use the Record Attendance screen to check in everyone who signed the sheet.

Using QR Codes and the CloudCME Mobile App

The conference mobile app gives you three options for handling check-in onsite:

1. Staff scan the QR code on the attendee’s badge using the CloudCME app to automatically record their attendance.
2. If you prefer not to have QR codes on the badges, you can print a sign-in sheet which includes the QR code for each registrant. Select the “_UCSFSignInQR.docx” template to create these documents.
3. For the easiest experience, use a single QR code for the activity that ATTENDEES scan upon arrival using the CloudCME mobile app
   • Navigate to the Activity Manager and search for your activity to open it in the Activity Editor.
   • Select the Show QR code button on the right-hand side of the screen to view the QR code for the activity.
   • It is possible to combine options (2) and (3) as a backup if an attendee does not have the app, but the staff do.

No Sign In, Only Credit Claiming

Finally, it is possible to avoid signing in altogether and just have attendees text or enter the activity code in a browser to claim credit at the end of the course, which automatically logs their attendance and credits simultaneously. Note that if an individual is not pre-registered, they will not be allowed to claim credit until they register.

Instructions for pairing a mobile phone with a learner account are available on the resources pages (and below) to use SMS texting of attendance. Attendees should complete this step before attempting to text the Activity ID to claim credit.

• Sample instructions and slides are available below.
• If texting is not an option, attendees can also enter the Activity ID in a browser from the My CME > Claim Credit tile once logged in to their account.
• The “Claim Credit” function is also available in the mobile app if the attendee is using it and is logged in.
• See details below, or download this One-Page Credit Claim Guide for Learners.

Preparing to Text Attendance

1. 💬Text UCSF’s CE Portal at (833) 992-1812.
2. Preparing for SMS Texting Attendance (docx)
3. Sample instructions to send to learners to claim credit by SMS (docx)
4. Sample slides to text attendance (pptx)

Preparing to Claim Credit using the Mobile Conference App

1. Download the CloudCME app and enter ucsf as the organization account. (Use the QR code to the right if needed.)
2. Sign in to your account within the app.
3. Select Claim Credit from the home screen.
4. Enter the Activity ID provided by the organizers.
5. An evaluation will appear prior to receiving a certificate.

Preparing to Claim Credit in a Web Browser

1. Navigate to https://ucsf.cloud-cme.com 
2. Sign in to your account.
3. Select MyCME, then the Claim Credit tile.
4. Enter the Acitivty ID provided by the organizers.
5. An evaluation will appear prior to receiving a certificate.

• Registered attendees can access conference materials, such as slides, handouts or videos using the My CME > Syllabus tile on the CE Portal in a web browser or in the mobile app.
• Attendees will only see syllabus materials for activities in which they have registered.
• Selecting the Syllabus button for an activity will display the course schedule and “PDF” will show in the right-hand corner of any presentations that have been allowed to be published.
• Administrators can use the Generate Brochure button in the Marketing tab to automatically create draft syllabus "front material" with required language and speaker disclosures. This document is completely editable and can be the basis of creating materials without redundancy.

e-Syllabus Setup

1. The course faculty must be assigned to the activity in the Faculty & Roles > Faculty Overview subtab of the Activity Editor to upload a presentation.
2. The full program agenda must be created (or uploaded) as part of the activity in the Faculty & Roles > Agenda & Presentations subtab of the Activity Editor.
3. The faculty member must have uploaded a presentation to their session (or you have uploaded it for them).
4. The upload should be a PowerPoint file that meets UCSF accessibility requirements. Files that do not meet 🔗minimum accessibility standards CANNOT be published to the general public on the website or mobile app after April 2026 by Federal law.
5. CloudCME will automatically convert PowerPoint files to PDF for posting.
6. You can download all PowerPoints in a single Zip file for audio-visual or printing vendors. Navigate to Faculty > Faculty Presentation Manager, and search for your activity.
7. The presentation must be approved to be published in the Faculty Presentation Manager.
   1. Navigate to Faculty > Faculty Presentation Manager from the main menu.
   2. Search for your activity and review presentations available.
   3. Click the checkbox next to a presentation in the Publish column to make the presentation available on the Syllabus page.
   4. The presentation must be approved by a peer reviewer or the Office of CME if the presenter reported any relevant financial relationships.
   5. The presentation must meet the latest federal accessibility standards.
8. The Agenda/Syllabus Published toggle must be turned ON in Quick Actions of the Activity Editor.

The Registrations report has several filters and settings to customize your target audience for communications. You can email a specific list of participants directly from the system with a custom message and add personalization using tokens or merge fields. Below are the common filters and options to identify your target audience.

Filtering by Time Period

To restrict reporting to registrations that occurred during a specific time period, enter a Begin Date (and Time) and an End Date (and Time). The default starts on the date of the first transaction and ends on the current date.  These dates refer to the date of the registration (not the activity).

Filtering by Audience

Use the Product Purchased dropdown to select registrations for specific products. Depending on which products are being offered, you can select:

• early bird and regular rate attendees
• industry attendees
• specific professions or trainees
• speakers (“Faculty COMP”)
• exhibitors (“Exhibit Package” and “Product Theater”)

Filtering by Payment Status

• Paid = all transactions that are paid (or complimentary)
• AR = Accounts Receivable: transactions with an unpaid balance
• All = all transactions regardless of payment status

Filtering by Attendance Status

Restrict the report by attendance status:

• All Registrations = everyone on the Roster (pre-enrolled)
• All Attendees = everyone on the Roster marked as “Attended”
• No Shows = everyone on the Roster who was NOT marked as “Attended”

Sorting Options

You can sort the tabular data part of your report by First Name, Last Name, Date, in Ascending or Descending order. Leaving these options blank will use the system’s default sort.

Sample Filters

Some example filters to use to communicate to different audiences are listed below:

• To in-person registrants in a hybrid course: Filter Product Purchased by selecting the products related to onsite or in-person registration types.
• To live stream registrants in a hybrid course: Filter Product Purchased by selecting the products related to virtual or live stream registration types.
• To exhibitors: Filter Product Purchased by exhibitor package products as defined in the Exhibitor Wizard
• To speakers (if pre-registered): Filter Product Purchased by “Faculty Comp” product, which is created automatically by the system if faculty are registered as they are added.
• To reach NEW registrants entered in the system since you last sent a communication: Filter Start Date to the previous communication date and apply any of the filters above if needed.

If you will be checking in participants, there are four options, and they can be used in combination with each other.

1. Paper sign-in sheet
2. Roster with individual participant QR codes
3. QR codes on participant badges
4. Activity QR code for participants to scan

Paper Sign in Sheet

Manually check in participants by having them sign-in or by checking them off on a roster. In this case, you’ll need to:

1. 1. Navigate to Reports and select Registrations within the Finance tile.
   2. Search for, then select, your activity in the search bar.
   3. At the top of the summary report, select the Badges & Sign in Sheets tab.
   4. Generate a sign-in sheet.
   5. You can record those who checked in the system manually using the Record Attendance screen, OR you can choose not to record attendance in the system and only conduct credit claiming procedures (which records attendance automatically).

To generate a paper sign in sheet with signature lines,

1. 1. Select the _UCSFSignInSheet.docx template from the list.
   2. Click Generate and Download Badges. This basic sheet contains participant names sorted alphabetically by last name with a box for their signature.

Using QR Codes

Note the use of a QR code requires the CloudCME Mobile App in use by a staff member and/or by the attendee.

For staff scanning using a roster:

1. 1. Select the _UCSFSignInQR.docx template in the list.
   2. Click Generate and Download Badges. This basic sheet contains participant names sorted alphabetically by last name with a personalized QR code for each attendee.
   3. Onsite, open the Conference Mobile App and select Scan Attendance.
   4. When the participant checks in, staff will use their app to scan the QR next to the participant’s name to check them in.

For staff scanning attendee badges,

1. 1. Select the _UCSFAttendeeBadges-QR.docx template in the list.
   2. Click Generate and Download Badges. This will create standard 4x3” attendee badges with the inclusion of a personalized QR code.
   3. Onsite, open the Conference Mobile App and select Scan Attendance.When the participant checks in, staff will use their app to scan the QR on the participant’s badge to check them in.

For participants to self-scan,

1. 1. Navigate to Activities > Activity Manager, and search for your activity.
   2. Select the Show QR Code button under Quick Actions in the Activity Editor.
   3. When the popup opens, follow the instructions for its use in the window.
   4. Download or print the QR code for use on signs, flyers, program books, and/or slides.
   5. Onsite, the participant used their Conference Mobile App to scan the code to check in.

Monitoring Attendance Check-in

• You can monitor sign-ins on the Record Attendance screen (and remove individuals if someone is accidentally checked in).
• When checked in, the icon next to a participant’s name will change from a grey list (roster) icon to a green person icon.

CloudCME can generate badges for attendees, faculty, exhibitors, or for an external print house.

1. Navigate to Reports > Registrations within the Finance tile. Search for your activity in the search bar.
2. Above the generated report, select the Badges and Sign in Sheets tab.
3. Select a UCSF Badge template from the list (see below), then click Generate and Download Badges.

If you are exporting a roster to Excel to send to an external print house, use the Data tab to export the filtered data.

Badges For Attendees

1. Filter Product Purchased by selecting the products related to onsite attendance; this could include fees paid by profession (early-bird, regular, etc.), industry attendees, or others.
2. Select the _UCSFAttendeeBadges.docx template from the list. This includes first name, last name, degree, city, and state.
3. Use the Start Date field to limit registrations to any new ones since the last badge creation.

Badges For Faculty

1. Filter Product Purchased by selecting the products related to faculty or speakers. Those who were automatically registered when added to the activity will be listed in the “Faculty COMP” product.
2. Select the _UCSFFacultyBadges.docx template from the list. This includes first name, last name, degree, and “Faculty”.

Badges For Exhibitors

1. Filter Product Purchased by selecting the products related to exhibitor packages if they were purchased in the Portal.
2. Select the _UCSFExhibitorBadges.docx template from the list. This includes first name, last name, and company name.

Managing Walk-ins

• For registrations onsite, the attendee can enroll via a web browser, the CloudCME Conference Mobile App, or paper.
• With the Conference Mobile App, start on the Calendar tile, select the current course, and click the icon to open it in a web browser. 
• In a web browser, select the current course and click the REGISTER tab to begin the process. The participant will need to sign in or create an account to continue.
• Once placed on the roster, the participant can check in, or be checked in, to the activity.
• If registration is handled using a paper registration form, the registrant can be added to the system manually using the Record Attendance screen.
1. Navigate to Activities > Record Attendance, and search for your activity.
2. Click the Add User button to open the new participant window.
3. Search for the participant (last name first) to see if they already exist in the system.
4. If the user is not found, complete the fields on the right-hand side. Only five fields are required to start a new account.
5. Once the participant is found or added, select Add User & Record Attendance to “register” them and check them in. They will have an outstanding balance in the system.
6. Note that the financial order can only be placed by the Office of CME. You are responsible for the security of any collected financial information or funds until such information or funds can be returned to OCME.
7. To print badges for walk-in registrants, open the Registrations report, and follow the instructions for printing attendee badges above. Use the current date for the Start Date field to restrict registrants to new ones only.

1. Navigate to Reports > Registrations, and search for your activity.
2. Filter the report by setting Attendance Status to “Attended”.
3. You may need to adjust the Start Date field.
4. Generate a “No Show Report” by setting Attendance Status to “No Shows”.
5. View registrants with unpaid balances by setting Pay Status to “AR” (for Accounts Receivable).

1. Navigate to Reports > Evaluation Summary and search for your activity.
2. View the report as charts and tables, which can be individually displayed or hidden.
3. You can export the report to a Word document.
4. Use the Data tab to download raw data in Excel.
5. Use the Email tab to email participants who haven’t completed the evaluation. Participants have up to 30 days to complete the evaluation in most cases.

1. Navigate to Activities > Record Attendance, and search for your activity.
2. Search for the participant by last name.
3. You can add, adjust, and remove credits, attendance, and participants.
4. For more information see the resources for using the Report Attendance screen.

The Budget Report compares actual budget items, both expenses and revenue, with estimated budget items to determine if the activity was planned and implemented within the estimated budget. Also, additional records can be added as needed for actual or estimated budget items. Budget related documents that have been previously uploaded can be accessed through this report, and additional financial related documents can be uploaded.

The Credits Report displays continuing education credits awarded to learners for specific activities over a selected date range. It is used to track, analyze, and export credit data for internal review and external accreditation reporting.

  More details on using the Credits Report (pdf)

The Evaluations Report allows you to view, manage, and report on evaluation submissions for a specific activity. From this screen, you can view chart results, raw data, incomplete evaluations, and send reminder emails to learners who have not completed required evaluations. Note: It is recommended you search by activity ID as activities that have passed a certain number of days may not come up by name.

More details on using the Evaluations Report (pdf)

Faculty Reports are used by education coordinators, compliance teams, and program administrators to:

• Track which faculty were assigned to which activities
• Monitor completion of disclosure forms or COI resolution
• Review faculty presentation assignments
• Audit honoraria payments or engagement metrics
• Export contact information and assigned roles for communication or review

The Faculty Schedules report allows users to quickly view which presentations are assigned to Faculty for an activity.

The Income by Event Report allows you to view the income by month, income by category, and registrants for an activity.

The Registrations Report allows administrators to view, analyze, and export data about registrants for a specific activity, including specialty, degree, attendance status, and financial details. The report can be filtered by date range, payment status, product purchased, and more. It is frequently used to generate badges, sign-in sheets, and financial summaries for events.

The Registrations by State and Specialty Report displays the top ten attendees by state and specialty for a selected activity. This report provides a visual overview of the geographic and specialty distribution of activity participants.