You can configure your event registration in many different ways - both simply and with more complexity. It is best to have a clear understanding of your registration requirements before proceeding with the setup process. This article is intended to be a general guide and provide recommendations regarding event registration setup, as events with different registration requirements may require slightly different setups.
To begin to figure out what your registration requirements are ask yourself the following questions about your event:
- Will this be a paid or free event?
- Will we be offering promotions?
- How long will the promotions last? Is it possible that they will be extended?
- Will there be different passes/tickets? Will they be different prices?
- Will there be different groups of registrants?
- If there will be different groups, will they need group-specific registration forms?
- What questions are required on each registration form?
Note: Once you have opened registration and start accepting registrants, changes to the registration configuration may pose issues.
For most events setting up registration requires configuration on the following four screens - Passes, Pricing Groups & Codes, Registration Forms, and Dates. These four areas work together to allow for a multitude of combinations of event registration.
Dates - segmenting your registration period
One place to begin the registration setup is on the Dates screen. Here you can ensure that your event dates are correct and if required, configure the segmentation of your registration period. You may want to segment the registration period into separate pricing periods if you are going to be offering passes at discounted rates leading up to the event.
To set up your event dates and segment your registration period go to the Event tab and select the Dates menu item. Here you can add and remove event dates, adjust the duration of the event for each day, and add Milestones to segment your registration period.
Note: You cannot remove event dates that have passes enabled.
Segment your registration period by adding a Milestone
To add a segment to your registration period you need to add a Milestone on the day after you want the previous segment to end. As an example, if I want to set up an Early Bird pricing period that ends on December 31st, I will need to add a Milestone that begins on January 1st.
Creating a new registration segment will allow you to automatically change pass prices at 00:00:00 (midnight) on the first day of the next period. You can set up pricing changes on the Passes or Pricing Groups & Codes screens.
You are able to configure the pricing for each of the Milestone periods, i.e. segments of your registration period, from both the Passes and Pricing Groups & Codes screen. Both of these can be found under the Registration tab.
Under each group (on the Passes screen) and under each pass (on the Pricing Groups & Codes) screen there is a section for each registration period with a separate price field. In the price field, add the correct price for every segment of the registration period for each type of pass.
Note: Once you've setup pricing for each registration/pricing period the pass price will switch automatically at 00:00:00 on the first day of the next period. If you do not add the correct price (or any price at all) for future pricing periods registrants may have access to passes at the wrong price.
Note: Once a registration segment has expired, you cannot extend it. You will need to create a new segment for as long as you want to "extend" the first segment and then go to the Passes or Pricing Groups & Codes screens and update all of the pricing to accommodate this new pricing period.
The Passes screen is where you set up the passes that can be purchased or reserved for your event. A pass (or ticket) can have a cost or be free of charge. They can be set to have different prices for different pricing groups, as well as different pricing per pricing period - based on registration period segmentation as described above.
A pass price is set per group. The default group is Public (you'll want to disable this group on the Pricing Groups & Codes screen if you do not require public passes). A public pass is a pass that anyone can purchase or reserve. If you have segmented your registration period, you will need to add a specific price for each registration period.
Note: When a new registration segment is created all existing passes will inherit that segment. The pass price for the new segment will default to $0.00. In other words, if you do not update this, the pass will not require payment.
- Passes, create a pass
- Days the selected pass is valid
- The groups the selected pass is available to ("Public" is the default group that is available to anyone - turn this off if you don't want the pass to be publicly available).
- The registration/pricing periods
- The price the selected pass will be in that particular period
A pass can be made available for any or all of the event dates. This is set on the Passes screen under the "Days this pass is valid" section. Toggle on all of the days the pass should be valid.
A pass can also be available to individual pricing groups. This is configured by enabling the individual groups under each pass on the Passes screen, or by enabling the individual passes under each group on the Pricing Groups & Codes screen.
Can I limit the number of passes that are available?
You are able to limit the number of passes available on a "per-day" basis. In other words, you can set a maximum number of passes available per day. Set this on the Options screen via the Registration tab.
If you want to limit the maximum number of available passes overall use one of the following two options. First, you can use only Pricing Groups (i.e. no Public Passes) and set the total amount by limiting the total cumulative amount of all available passes. Second, set the daily maximum on the Registration Options screen that equals the total amount of passes available and then reduce the daily amount each day by the number of attendees that registered the previous day.
Can I make all of my passes private?
If all of your passes are private (meaning none should be publicly available on the event site) you'll need to create one or more pricing groups and disable the "Public" group. Pricing groups, other than the default group, are not public and must be accessed with a registration (or promotional) code. This means that your registrants will need to know the correct registration code to access the correct passes/prices.
Tip: Use an email blast to disseminate the registration/promo code to the group of registrants who will need it.
Pricing Groups & Codes
Creating pricing groups (or "groups") and registration (or promotional) codes allows you to:
- Offer specific passes at different prices
- Limit the number of passes available per group and per code
- Offer passes that are not publicly available
- Ask a unique set of registration form questions to each group
If any one of these features matches your requirements, start by creating a pricing group. A pricing group can be set up to have access one, a combination, or all of the available passes.
Here is an example of how pricing groups could be used:
"I have a single pass for my event, but I want to offer a discount to students and free passes for the event sponsors."
To accomplish this, you'd need to create one pass and two pricing groups: students and sponsors. Make sure the publicly available version of the pass is full price, then enable both of the groups - students and sponsors - under that pass and add the discounted prices. Create a promo code for each of the groups, enable it and set the maximum number of promo passes available fore each group. Then share the promo code when you promote the discounted student rate and send the "free" code to your sponsors.
- Groups, add a group ("Public" is the default group)
- Passes that can be enabled/disabled under the selected group
- Registration/pricing periods for the selected pass
- The price the selected pass will be for that registration/pricing period
Set up a registration form that will capture the information you need to collect from your attendees. This information is available either by viewing an attendee's profile (by going to the Attendees screen under the Registration tab) or by downloading an attendee export (from the Attendees screen or by going to the Exports screen under the Event tab).
Start by creating your "default" form by dragging form components onto the form preview area. The default form will be seen by all your registrants regardless of their group or pass. You can add various input fields such as a field for text, email addresses, phone numbers, and even a country select widget and a scheduling widget (when registrants need to schedule sessions during their registration process). There are also Select/Options fields such as check boxes, dropdown select lists, and radio buttons. Finally you can add various levels of headings and help text.
- The default registration form that will be seen by all registrants
- An additional form, specific to specific groups or passes that will be displayed after the default form for registrants that can access that group or pass
- Add an additional form that will appear below the default form
Create versions of a registration form specific to groups or passes
Once you've created a default form, you can create sections specific to any groups or passes that will be displayed below the default form questions. To accomplish this, click the "Add form" button and build out a form that is specific to specific groups or passes. An additional form can be enabled for one, a combination, or all passes and/or groups.
- Additional registration form
- The pricing groups you can enable to see the selected additional form
- Enable/disable the additional form for the selected pass group
- The passes that you can enable to see the selected additional form