Event Registration Form
One of the most commonly used form types is the Event Registration form. Event Registration type forms allow users to register and pay for an event they’ll attend, including sessions, meals, etc. Using a Registrant Group type field, these forms can also allow registrants to pay for guests they’ll be bringing to an event.
To start, the Event Registration form process uses a Wizard, which will help you piece together the beginning of the form in a few easy steps.
Begin by navigating to Forms > Create Form. Select Event Registration.
Step 1 of the Wizard is to give the form a name. Typically I include the event name and year, to avoid confusing this form with existing forms with the same name (ex. Conference Registration). Click Next Page.
In Step 2, choose how the form will work with the Event Calendar. You have three options here:
A. Create the form using an existing event on the calendar. This option works best f you’ve already spent time creating an event on your MemberClicks Event Calendar, and want the event details from that event to pull into the form you’re building.
B. Create the form and add a new event to the calendar. This option is useful if you’re creating the form first, and plan to add a new event to the calendar right afterward. The items you put in the event details area of the form will populate the event details area on your event calendar.
C. Create the form without adding an event to the calendar. If you aren’t using the MemberClicks Event Calendar, or if you’re comfortable building out the calendar and form separately, this is the option for you.
In today’s example, I chose option C. Click Next Page.
In Step 3, you’ll choose whether the form you’re creating will allow a Single user to register (the ability for that person to add guest registrants will come later), or whether the set up will allow Parent profiles to register their linked Children. Note: To use a Parent-Child event registration form, your database must be structured with a linked parent-child group. Otherwise, select Single user. Click Next Page.
In Step 4, you can use the form Wizard to set up pricing options for the form. Again, there are three choices:
A. One price per form. This works best if the form is straightforward and has only one pricing option (ex. Full Registration Fee).
B. Multiple price options per form. This is ideal if the form includes the ability to register for multiple breakout sessions, separate meal fees, etc.
C. Create no price options now. Typically I make this selection if pricing for this particular event is a bit more complicated, and requires more attention.
In today’s example, I chose option A. Click Next Page.
In Step 5, select the attributes that you want to appear on your form. For an event registration form, I start by unchecking the "Select all attributes" box at the top of the list, and hand selecting a few attributes I feel apply specifically to the form I’m building. Keep in mind that the list displays every attribute in your database, so many won’t be applicable for an event registration. Click Save.
Based on the selections made in Steps 1-5 of the Wizard, the event registration form you just created will appear.
Start by giving your form a title at the top of the page - this is the first thing users will see upon entering the form. Do this by clicking on Fields on the right hand side of the page > Dragging and dropping a Label type field onto the form.
Once the Label field has been added, click on it once and update Properties, also on the right hand side, to reflect the title you want to display. Note: Label fields accept HTML styling. If you know HTML, feel free to add it here, then save. If you don’t know HTML, click here to learn how to use the WYSIWYG editor on the Login Options page to style text.
With the title in place, begin re-ordering the attributes you included on the form via the Wizard. Take this time to re-name any attributes you like, or make certain fields required. To make a field required, select the field > check the "This field is required" box under Properties > Save. Once a field has been set to required, users won’t have the option to submit through the form without filling those selections in.
Add fields to the form for additional selections to be made, like dietary restrictions. I’ll use a Checkbox - Other type field for this example, which will allow a user to select one of the items in the checkbox, or to select and fill in an "other" option.
Similarly to the Label field we added to the form to begin, click on Fields and drag and drop a Checkbox - Other type field onto the form.
Click on the new Check Box - Other field once to rename it under Properties on the right hand side of the page. Here, fill in the Field Label (what the user will see on the form) as well as the Export Name (what an Admin will see when exporting the form receipts). Set the field to required if necessary, and check the box "This field is used in price calculations" if applicable. Next, click "Edit Selections."
In the modal window that appears, enter each option you want to create a checkbox for, hitting Enter once between selections. When finished, click Next Page.
You’ll then see the completed Checkbox - Other field on the form.
Once you’ve finished reordering and adding fields to the form, you should see something like this.
Now, scroll to the top of the page and begin going through each of the options you see there (Pages-Settings) beginning with Permissions.
On the Permissions page, first set the permissions for the form itself - who is allowed to view or submit the form. In this example, my form is member’s only, meaning that Basic Contacts and the Public won’t have access.
I also set permissions for the Admin groups in my database, which dictates which admin groups have access to view/edit the form and its data.
With Permissions configured and Saved, move on to Login Options. These settings are VERY important on all form types, but apply specifically to Event Registrations because this is what ties form receipts to member profiles, and controls group-based pricing. Note: Even IF you want members of the public to have access to your event registration form, login should still be required.
For login settings, I almost always recommend choosing Option 1 - you can then scroll to the bottom of the page and select either "Display the Existing Users Section"(for a form that’s members only), or select that option AND "Display the New Users Section" (for a form that’s available to new users too).
The Login Options page also gives you the ability to limit submissions to one per person - this is useful if you’re afraid that users may forget that they’ve registered, and inadvertently submit twice. It can also safeguard against one person using their profile to submit forms on behalf of multiple members.
Finally, enter Login Page welcome text (optional), then Save.
After Login Options, navigate to Pricing. Here you can adjust the pricing you set up using the Form Wizard, set up date-based pricing, or create discount codes. This area also allows you to assign Revenue Accounts to pricing fields on the form.
First, an example of group based pricing. Let’s say that our Full Registration Fee is $100 for members, and $150 for non-members. To start, navigate to Pricing and click Continue.
If you have multiple pricing fields, select those you want to configure pricing for. If you have one pricing field, click Continue.
On the next page, enter the default price for each field. As an example, the default price on my Full Registration Fee field might be $100, and I could set up group based pricing for the non-member fees. Click Continue.
Next, select the groups who should see a Full Registration Fee amount other than the default. In this example, I’ll select Basic Contacts and Public. Click Continue.
If the pricing field is based on a selection made on a previous field, select that field here. For example, if you have a Membership Type field on the form and registrants with a particular Membership Type selected will receive specific pricing, select the Membership Type field. Click Continue.
Click Edit to enter specific pricing based on the criteria you’ve selected.
Enter the pricing for the groups you specified earlier - here, Basic Contacts and the Public will pay $150 (the default will apply to all other registrants and is $100). Save, then Save a final time.
If your event registration includes early bird or late registration pricing, click "Edit the date based pricing for this form."
On the next page, click "Add a date-based price."
Give the date-range a name, add any notes you like, then specify the date range. This example shows early-bird pricing, available until October 31, 2013. Note: Make sure you set the Status to active, even if the Start Date is in the future.
Near the bottom of the page, click "Edit" next to the pricing field that will be affected by the early-bird date range. Here, enter the pricing for the date-range you’re editing. In this example, members pay $50 at the early-bird rate, and non-members pay $100. Save this pricing, then Save a final time.
You also have the option to configure Discount Codes on any form, which can:
A. Take a specified amount off the form total (ex. $25 off)
B. Take a specified percentage off the form total (ex. 25% off)
C. Cause the form to use an alternate pricing scheme for specified fields (ex. registration fee displays as $130 instead of $150 for non-members using the discount code)
To configure a discount code, click on "Edit the discount codes for this form."
On the next page, click "Add a discount code."
Select the type of discount code you want to create. In this example, I’ll use the discount code that takes a percentage off the form total. Click Save.
Enter the Discount Code name (this is what users will type in on the pricing page of the form), and add a description (optional). Note: Make sure you set the Status to active, even if the Start Date is in the future. Set a Start and End date for the discount code - typically it’s the life of the form - and specify the percentage to take off the form total. Last, choose whether the discount should be applied to the Total Amount, the Initial Payment, Recurring Payments, or Initial and Recurring Payments (Note: This only applies if your form accepts recurring payments). Save.
Under Pricing, you can also assign Revenue Accounts to Pricing fields, which ties directly to the Revenue Account Report. To learn more about Revenue Account setup, click here. If you have existing Revenue Accounts and want to tie those to pricing fields on your event registration form, click "Assign Revenue Accounts to Pricing Fields."
On the next page, select the Revenue Account each pricing field should be tied to and add a Memo (optional). Both selections will appear on the Revenue Account Report and export directly to Quickbooks. Save.
With Pricing configured, move on to Payment Options. Here you’ll select the Payment Options that registrants should have the ability to use. First, at the top of the page, select the currency your form uses and whether or not the form deals with payment transactions. Note: All transactions submitted while the form is in "Active" mode will be billed on your monthly statement.
Next, select the Payment Options that you want to make available on this form. Here I’ve included the ability to pay via credit card, as well as the "Invoice User" option. Note: The Invoice User option is only available for forms requiring login. The option will not display for forms that don’t require login, or forms that allow users to Bypass Login.
On this page you can also set up messaging specific to the payment method a user selects. For example, if a user selects "Invoice User," messaging configured will display after payment has been submitted. If you have special directions for users who pay via check or invoice, add that here.
After Payment Options, click Confirmation Settings. Here you can configure a Confirmation Page and Email, set the After Confirmation URL.
The Confirmation Page will display just after payment has been submitted on any form. This page is customizable via the WYSIWYG editor (the same one you use to write Articles and Contact Center messages), and can include merged data to format the page as a form receipt. Once configured, Save.
The Confirmation Email will be sent to the registrant after the form has been submitted. Typically I copy and paste from the Confirmation Page to Email, as I want the same information included in both versions. We do have Confirmation Email templates available - click here to view them.
As a best practice, our Appearance tab applies ONLY to clients using our Form Module (Event Registration only). Otherwise, skip this section.
Finally, the form Settings tab. Several important options exist on this page.
Set the form name at the top of the page. If your 2013 form is a copy of your 2012 form (even including the word Copy in the name), come to Settings to update the title.
Another important one is form Status. There are three status options:
A. Test mode: should be used when the form is being built and tested Note: transactions submitted while the form is in Test mode won’t generate transaction fees
B. Active mode: should be used when the form is ready and being used
C. Inactive mode: should be used when the form is no longer eligible for submission (ex. when the event’s date has passed)
Under Contact Name Generation, choose whether the form should generate a contact name, and if so, how. If the form is available to members only, you don’t need to apply a contact name. If the form is available to Basic Contacts and the public, you can choose the option "Apply only to Profiles with blank Contact Name field."
On the Event Registration form, you also have the option to link the form to an event on the calendar. If an event exists there, go ahead and link the form to it. If you plan to add an event to the calendar, you can easily return to Settings to link them later. Note: a link to the form will not display on the event calendar until the form has been set to Active status.
Unless you’re using Recurring Payments, skip the next to options.
Next, set a date and/or number limit on the form. You can set both a date and number limit - the first one to be reached will set the form to Inactive. Under number limit settings, you have the ability to edit a message that users will receive if/when the number limit is reached. Further, you can decide to use a Waitlist, and set a Wait List Limit, where you can set up another message letting the user know they’ve been added to a waitlist.
To move a receipt out of waitlist status, check the box next to the receipt, then choose Remove from Waitlist.
You can also configure Receipt Management settings, which control the fields that will identify your receipts in the receipt list. This is also where you can choose to have visitors returning to the form start over at the beginning of the submission, or go back to the page where the form was abandoned.
Configure the email field that should be used when contacting registrants. This matters most if you have multiple email address fields or attributes on the form.
Finally, check the box next to "Include form submissions in Social Activity Stream." This controls whether the form submission displays in the newsfeed of the Social Community.