posted on 2:11 PM, February 1, 2016
The Event Registrations package only manages your registrations. Before you begin, you must set up the complete event (including schedule and activities) in the Event Calendar.
If you have any special registration forms, you should also create those first, using the Web Forms tool. You do not need special registration forms; a simple form is provided by default, and the registrant's contact information is automatically collected when they check out with their shopping cart.
Once you are ready, find your event. Either use the Event Calendar to find your event, and then click the registration icon in the toolbar, or use the Event Registrations module, and click the "show events without registration" link to find your new event.
Setting Up Your Fees
Before you can accept registrations, you must have some fees setup in your event. Go to the "fees" button in the toolbar.
Setting Up Your Fees Manually
If you have only one or two fees, you can create them directly using the "new fee" button.
Setting Up Your Fees Automatically
If you have several registration categories, multiple activities, or early/late fees, then the permutations and combinations of fees can be tricky. Use the "setup registration fees" button to set all of these up automatically.
Main Registration Types
Setup your main registration categories here. For example, Member and Non-member. Click "add another registration type" to add more fees. Enter the fee cost, and select a registration form. "Simple registration form" asks for the registrant's name only. (Contact info is collected at checkout, so it is not necessary to ask for it in the registration form in simple cases.) Special options can be accessed by clicking the advanced options buttons. If setting up a member-only fee, set the access to "members".
If you have early/late registration periods, select the ones you want, and set them up here. For each one, specify a cost adjustment, which is a number like:
Select the activities that require their own registration. For each one, you can specify the same registration rules as in the main registration types above. Most activities require no registration form, because you have already collected registrant info in the main event form. Sometimes (for example, dietary questions in a luncheon activity) there may be questions specifically for that activity, however.
You can also specify whether the activity cost is adjustable; if so, the early/late cost adjustments will also be applied to these fees.
Select "time exclusive" if registrants should not be able to register for an activity if they are already registered in another one at the same time.
Normal scope is to register for the whole event. If an event covers several days, and you want to allow people to register separately for indivudual days, you can select that here. You can also offer cost adjustments to provide discounts for these registrants.
After filling in this setup form, the system will automatically calculate every permutation and combination of these fees, and present you with a final list of fees. Based on your cost adjustments, it will compute the different fee amounts for each case.
Review this list carefully. Not all of these combinations may be valid; if not, uncheck them so they won't be included. You also have the option to manually change the fees that are being charged in each case. If an error was made, you can go Back and redo the original form.
Once you submit this final form, the fees will all be created for you.
Editing/Changing Your Fees
To modify existing fees, go to the list of all fees (under the fees button). You can edit each particular case here, as well as add new fees (including by copying exsiting fees), and delete unwanted fees.
If you haven't accepted any registrations yet, you can also clear all fees and start over. If you do this after accepting registrations, the registrations will also be discarded.
You can also re-run the setup wizard again. This will not affect existing fees, but will add to them.
Comps are complimentary/no-cost registrations that are included with certain fees. Typically these are used for corporate, group, or sponsor registrations. For example, a $1000 company registration might include 4 comp individual registrations.
To setup comps, click on the fees button in the toolbar, and select the group fee that should include the comps. The next screen will display the fee details, and include a "comps" button in its toolbar.
To comp someone into a fee that normally has a cost, go here.
Comp Registration Forms
The registration form will automatically be extended to prompt for the complimentary registrant names. The registrant will also be able to check off which comps they are accepting. (For example, if they get 4 comps, but only intend to use 2, they can uncheck their unused comps.)
The complimentary registrations are added to the invoice, but at a cost of $0, unless you have explicitly specified a cost for the comp.
Experts: If you need to customize the registration form, you can use the following special merge fields in your custom form template:
In these merge codes, F is the Fee ID of the comp, and C is the comp number, which goes from 1 to the number of comps allowed. You can also add
Your roster is your list of registrants. Click the roster tool in the toolbar to get to the main roster. You can also click the roster button in the fee list to see a roster of registrants for that specific fee only.
By default, the roster shows the registrant name, registration date, registration/fee type, status, and a link to the registration form answers (if a special form was given), and to the account details. Only good registrations are shown. To change what the roster shows, click on the "Roster Options" bar, and select additional information to display. The dump button will download ALL information known about every registrant (including bad/canceled/incomplete), which can be futher processed using a spreadsheet program.
Use the pagination or search links to browse through the roster. You can also use the CSV and Excel buttons to export the roster to a spreadsheet that you can download for other purposes.
The revenues reports provide several views of the money earned by this event. Note that revenues can be presented as money earned (total of all fees for confirmed and unconfirmed registrants), and money paid (total of fees for confirmed registrations only).
You can optionally enable wait-lists on events that sell out. Do this by checking off the waitlist option in the fee configuration. Ensure that your registration form contains enough information to allow you to contact these registrants, as they will not be going through checkout and providing you with their billing info.
If a user wants to register for a sold-out event that has a waitlist, the system will accept their registration, but flag it as "waitlist". They will not be asked to pay at the time of registration.
If you receive enough waitlist registrations, you may want to expand your event to accomodate them. If so, you will need to activate these registrations at a later time.
If you are viewing an event that contains waitlisted registrants, the summary report at the bottom of the roster will include a hyperlink to the waitlist. Click on this link to view and manage your waitlist.
In the waitlist, click on a registrant name to manage their registration. The registration details, and pending invoice will be displayed. On the right side of the screen are options for you to:
You should contact your waitlist people directly to confirm. Payment for waitlisted registrations should be arranged directly with them. As they are no longer on your website, immediate e-commerce payment is not possible.
You can also find related reports in other places in the system:
In the roster, click on the registration # to modify registrations.
WARNINGS: When you update a registration in this way, you are only affecting a single registration for a single event/activity. If the registrant is registered in multiple activities, you may need to repeat this step for each of the registrations that need to be updated.
If you delete/cancel a registration that has been paid, you have to deal with any refunds separately. Refunds should be recorded in the Payments module, to ensure accurate financial reporting.
Changing Registration Form Answers
The roster includes a link to the response data for special registration forms. Following this link takes you to the Web Forms module, which will allow you to modify the answers given to correct errors or add additional information that wasn't collected at the original time of registration.
The following email notifications can be sent by the system:
When writing the text of notification emails, you can use the following merge codes:
Additionally, you can include any event preferences as merge codes, such as
Reminders are useful when you need to send additional information or updates to your registrants before the event. Reminders will be send out automatically a certain number of days before the event, if you have set them up in advance.
Reminders are sent by the Task Scheduler application. You must:
To send event reminders, open up the Task Scheduler, and add a task with the following parameters:
This only needs to be setup once, and from then on it will check every event for reminders that need to go out.
There are two ways to enter registrations into an event:
To enter someone into your event without charging them the listed rate, use the following procedure:
To register someone in a fee that is closed, not yet open, or restricted to a different type of user, use the following procedure:
To add new activities for a user who has already registered, use the following procedure:
Managing the appearance of the registration session
The registration session summarizes everything that the user has registered for so far, allowing them to add new activities or new persons, or to checkout and complete the registration process. For large events, this screen can grow to become quite long and complicated, especially if the user is registering multiple people. Here are some tips for simplifying the screen.
Blindboxes hide information that you may not need to see behind a clickable link that "blinds" or "shades" the information. The user can click on the link to unroll the hidden information. The following configuration settings will activate blindboxes to reduce the "wall of text" that can be intimidating for users:
This setting hides add-on fees and activities for the current registrant.
This setting hides the links to start over with a new registrant.
This setting hides all but the current registrant.
This setting hides all event-related merchandise options.
You should add appropriate CSS to make sure the blindbox links stand out sufficiently, so that users know they can click on them if needed.
Instead of displaying information on the registration session screen, you can optionally just provide links to allow the user to click through to the information or functions, if they need it. This may create more clicks and a slightly longer registration process, but it can also clean up the registration screen a lot.
This replaces the fees to start over with a new registrant, with a link back to the start of the registration process. That saves on screen space and doesn't rely on any special effects or require new CSS styles like the blindbox option does.
This replaces the inlined shopping cart at the bottom of the registration session screen with a link to proceed to checkout.
Expiring Stale Registrations
The registration system remembers your past registrations, so that you can see whom you have already entered in to the system if you return to register more. This is useful for preventing accidental duplicate registrations, but it can cause confusion if a user abandons a registration attempt and starts over. The system will continue to show the abandoned user---it doesn't know if you still have them open in another window, and wish to complete them later, so it does not discard them.
You can set timeouts for when the system should definitely ignore old registrations and not display them any longer in the session. The timeouts can be different depending on the registration status:
session_timeout.active = 90 session_timeout.unconfirmed = 30 session_timeout.waitlist = 30 session_timeout.canceled = 0 session_timeout.inactive = 1
The timeouts are in days, so these defaults say to:
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