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.