Event Master
How Do I Create Event Categories?
How do non-registered and non-active contacts register for the event?
Why is nothing showing on the third-party event link?
How do I add an event to my website?
How Do I Create an Event?
The events section allows you to create events that both existing contacts and non-registered contacts can sign up for. An event can be made up of different categories, for example, categories for active contacts, non-active contacts, juniors and adults. Different costs and information can be assigned to different categories, for example, venue or contact information.
Each event and category comes with a customisable event registration form that allows active contacts to register for the event via their online account while non-active contacts and new (non-registered) contacts to register for an event via a dedicated public events page (the link for which you can find under the Navigation settings in Settings > Account).
As an administrator, you can set whether one person can register multiple people for an event (for example, buying tickets for a social event) and whether you want all participants in an event to submit information or not.
Event participants can pay for events by Card or Direct Debit (DD UK customers only) depending on what payment methods you have set up to accept on your account.
This help guide sets out the steps you need to follow to create an event, where existing contacts can register for the event and how to share with non-active contacts and new, non-registered contacts.
Step 1: Click on the ‘Add new event’ icon.
When creating an event for the first time, the page that loads will take you directly to set up your event.
Give your event a name (A) and description (B). You may wish to upload an image of for your event (recommended size 175 x 135 px. The system will shrink to that ratio any larger images) (C). If no image is uploaded, the system will insert the default one shown above.
Decide if there will be more than one event category. (D). Press ‘Save and proceed to next step’ (E).
Step 2: Enter the details of the event. Mandatory fields are marked with a red Asterix (*).
Venue of Event, Address, Event Organiser, Event Organiser Email Address, Event Organiser Contact Number, Event Start / End Date, Registration closing Date and Event fee will appear on the event registration page. You can enter a start and end time for your event as well – set this first if required.
Maximum number of Participants - If your event is limited to a maximum number, enter it here. Once the maximum number of participants is reached, the system will display a message notifying anyone trying to register that the maximum number has been reached and to contact the event administrator if they require any further information.
Entrance fee - Enter the cost of the event here. If free, enter 0.00
Can one person register multiple people for an event? This allows a person to register other people for an Event. Useful if you are selling tickets for an event where one person registers themselves and their friends. If you select NO to this option then each event participant will be required to register themselves. If you select YES then the following 2 questions will appear:
When one person registers multiple people, is information required for each person? Select YES if you require information to be submitted for all people registering for the Event or NO if the information is only required from the main contact.
What's the maximum quantity one person can buy? Select your limit here.
Early registration discount - you can give a percentage discount to be applied to all registrations on or before a particular date. After the date passes, the system will automatically revert to the non-discounted amount.
Publish the Event on the Public Events page - If you want non-active contacts and new, non-registered, contacts to sign-up for the event, select YES. Otherwise, select NO so only active contacts can register for the Event via their online account. Note, the link to the public events registration page can be found under Settings > Account.
If you have chosen to create an event with no categories, you will save and proceed to ‘Step 3’.
If you have chosen to create an event with categories, ‘Save and add next category’ to proceed.
The events section allows you to create events that both existing contacts and non-registered contacts can sign up for. An event can be made up of different categories, for example, categories for active contacts, non-active contacts, juniors and adults. Different costs and information can be assigned to different categories, for example, venue or contact information.
Each event and category comes with a customisable event registration form that allows active contacts to register for the event via their online account while non-active contacts and new (non-registered) contacts to register for an event via a dedicated public events page (the link for which you can find under the Navigation settings in Settings > Account.
As an administrator, you can set whether one person can register multiple people for an event (for example, buying tickets for a social event) and whether you want all participants in an event to submit information or not.
Event participants can pay for events by Card or Direct Debit depending on what payment methods you have set up to accept on your account.
This help guide sets out the steps you need to follow to create an event, where existing contacts can register for the event and how to share with non-active contacts and new, non-registered contacts.
Step 1: Click on ‘Events’. If an event has already been created, click on the ‘Add new event’ icon.
When creating an event for the first time, the page that loads will take you directly to set up your event.
Give your event a name (A) and description (B). You may wish to upload an image of for your event (recommended size 175 x 135 px. The system will shrink to that ratio any larger images) (C). If no image is uploaded, the system will insert the default one shown above.
Decide if there will be more than one event category. (D). Press ‘Save and proceed to next step’ (E).
Step 2: Enter the details of the event. Mandatory fields are marked with a red Asterix (*).
Venue of Event, Address, Event Organiser, Event Organiser Email Address, Event Organiser Contact Number, Event Start / End Date, Registration closing Date and Event fee will appear on the event registration page. You can enter a start and end time for your event as well – set this first if required.
Maximum number of Participants - If your event is limited to a maximum number, enter it here. Once the maximum number of participants is reached, the system will display a message notifying anyone trying to register that the maximum number has been reached and to contact the event administrator if they require any further information.
Entrance fee - Enter the cost of the event here. If free, enter 0.00
Can one person register multiple people for an event? This allows a person to register other people for an Event. Useful if you are selling tickets for an event where one person registers themselves and their friends. If you select NO to this option then each event participant will be required to register themselves. If you select YES then the following 2 questions will appear:
When one person registers multiple people, is information required for each person? Select YES if you require information to be submitted for all people registering for the Event or NO if the information is only required from the main contact.
What's the maximum quantity one person can buy? Select your limit here.
Early registration discount - you can give a percentage discount to be applied to all registrations on or before a particular date. After the date passes, the system will automatically revert to the non-discounted amount.
Publish the Event on the Public Events page - If you want non-active contacts and new, non-registered, contacts to sign-up for the event, select YES. Otherwise, select NO so only active contacts can register for the Event via their online account. Note, the link to the public events registration page can be found under Settings > Account.
If you have chosen to create an event with no categories, you will save and proceed to ‘Step 3’.
If you have chosen to create an event with categories, ‘Save and add next category’ to proceed.
Step 3: This step allows you to build the form for the Event. The fields on the form will be visible for participants to complete when they register for the event (unless you select any fields to be for internal use only).
Step 4: After the event has been setup, it's possible for administrators to add/copy/move people to an event. If they do, they have the option to send a payment request and the text used in this template will be sent.
Step 5: As people register for an event, the system will send them a confirmation email. If the event is free, the email will be sent when they complete the registration and if payment is required for the event then the confirmation will be sent on payment.
You can enter the content of the email in this step and include fields you created when building the form for the event so you can personalise the email. There's also an option to include a Booking Reference which is a unqiue number generated for that booking.
A copy of the confirmation email will be sent to the person that the email is sent from. Below the email editor is the option to c.c. in administrators to confirmation emails.
Click on SAVE and FINISH to complete the Event setup.
Once complete, you can use the Group Email tool (Contacts > Send Email) to invite your members to register for the event.
How Do I Create Event Categories?
The setting to control if an event can have more than one category is found on the ‘Event description’ page – this is the first page that loads when creating or editing an event.
This help guide sets out the steps you need to create additional event categories to an existing event.
Step 1: Click on ‘Edit’ alongside the relevant event.
Step 2: Check the category settings on the ‘Event description’ page, making user that ‘Yes’ is selected alongside the question ‘Are there multiple categories to the event (for example, Members and Non-Members, Adults and Juniors)?’. Press ‘Save’ if making changes to this setting.
Step 3: Click on the drop down alongside ‘Select Category’ and select ‘Add new category’.
Step 4: Complete the event details in the form that loads. Alternatively, you can choose to copy the settings from an existing category.
Step 5: Click on ‘Save and finish editing’ to update your event.
How do I edit an event?
Step 1: If you need to edit and Event after creating it, go to Events and click on EDIT next to the Event name.
Step 2: Navigate to the area of the event you wish to edit. By default, the page will open on the Event description. Under the toolbar, you'll see links for each step of setting up an Event – Event details, Event form, Payment request email and Confirmation email.
For an Event with multiple categories, Event details are accessed from the drop-down ‘Select Category’. Use this to edit the individual event categories or to add new categories. Once you have selected a category, you can delete it by clicking on the icon on the toolbar.
Note, you cannot edit an Event name or Category once a payment has been recorded against it.
Step 3: Don’t forget to press ‘Save and finish editing’ for your changes to take effect.
How do I copy an event?
If you run regular, similar events you can copy an existing event to save time.
Step 1: Click ‘Copy’ next to the name of the Event you wish to copy.
Step 2: Rename the Event and the new version will appear in your Events list to edit if need be.
Copying Events will copy all the Event settings, categories (where applicable), forms and confirmation email template.
How do non-registered and non-active contacts register for the event?
Individuals who are not yet registered in the system (non-registered contacts) and existing contacts with non-active status will need to use the third-party events registration link to register and pay for events and event categories that are published to the Public Events page.
The link to the third-party event registration page can be found under ‘Settings > Account > Navigation’.
Step 1: Click on the link to the events page.
Step 2: Complete the event registration form.
Step 3: Make payment (if required).
Only events and event categories that are published to the Public Events page will be displayed.
Similarly, the event registration closing date needs to be valid (i.e. a date in the future) for the event or event category to be displayed.
Please note, when testing the Public Events Registration page you should not be logged in as an administrator in one tab and submitting an event entry in another tab within the same browser. If you do the event fields will not show as mandatory and an error will occur when you submit the form.
Why is nothing showing on the third-party event link?
The settings of an event or event category need to be set to ‘publish on the Public Events page’ for it to be displayed on the third-party event link.
Similarly, only events with a current registration closing date will be displayed. Any events or category where the registration closing date has passed will be removed from the public events registration page.
This help article details the steps you will need to take to check and update these settings in an existing event or event category for each of the reasons above.
‘Publish on Public Events page’ setting:
Step 1: Click ‘Edit’ alongside the relevant event.
Step 2: If your event does not have categories, click on ‘Event details’ on the grey ribbon under the toolbar to access the event settings.
If your event has categories, click on ‘Select Category’ and select the relevant category, in turn, to check and update the settings for each category you wish to publish on the third-party event registration form.
Step 3: Scroll to the bottom of the event settings page. Make sure that ‘Yes’ is selected alongside the setting ‘Publish this category on the Public Events page?’
Step 4: Press ‘Save and finish editing’ for your change to take effect.
‘Registration closing date’ setting:
Step 1: Go to ‘Events’ and click ‘Edit’ alongside the relevant event.
Step 2: If your event does not have categories, click on ‘Event details’ on the grey ribbon under the toolbar to access the event settings.
If your event has categories, click on ‘Select Category’ and select the relevant category, in turn, to check and update the settings for each category you wish to update the registration closing date for.
Step 3: Scroll to the ‘Registration closing date’ field. Enter a date that is on or before the ‘Event start date’ but which is still a date in the future.
Step 4: Press ‘Save and finish editing’ for your change to take effect.
How do I add an event to my website?
Using the third-party events registration link, non-active contacts and new individuals (non-registered contacts) can register and pay for events and event categories that are published to the Public Events page and where the event registration closing date is still valid (i.e. a future date).
The link to the third-party event registration page can be found under ‘Settings > Account > Navigation’
This help guide sets out where to check the settings in an existing event that control which events and/or event categories are published to the Public Events page.
Step 1: Click on ‘Edit’ alongside the event in question.
For a single category event: Click on ‘Event details’ on the grey ribbon to access the settings.
For an event with multiple categories: Select the relevant event category to be published from the drop-down menu alongside ‘Select Category’ to access the settings for each category in turn.
Step 2: Select ‘Yes’ for the last question on the page ‘Publish this category on the Public Events Page’.
Please note, when testing the Public Events Registration page, you should not be logged in as an administrator in one tab and submitting an event entry in another tab within the same browser. If you do, the event fields will not show as mandatory and an error will occur when you submit the form.
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