Event Management

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Events Initial Setup

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Event Settings Defaults

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The Event Settings options allow you to configure the defaults to be used for your events. Setting up the defaults will save you time when creating events, and may be over-ridden as needed for individual events.

1. Select Setup in the Navigation panel.
2. Click Event Settings in the Event section.
3. On the Event Settings screen, you may configure the following to be the default for the events that you will setup:

   • Payment Gateway - Select the payment gateway you wish to use by default for your events. (Requires Integrated Payment Processing)
   • Invoice Line Item Description Option - Select what you like to be included in the invoice line items.
   • Display Registration Descriptions by Default: Select this option if you wish to display the description of a registration fee on the event registration page, as shown below. If this option is not selected, the description will be displayed when a registrant clicks on the registration type.

   

   • Enable Individual Custom Fields on Registration Form: Select this option if you wish to include individual custom fields on your event registration pages. Data entered into these fields during the registration process will then tie back to the contacts (if they exist) in your database. NOTE: The event must be set to use Version 2 Registration.
   • Confirmation HTML for Event Attendee Registration - Enter the confirmation that you would like displayed to registrants after they have completed their registration. This confirmation message is also included in the Registration Confirmation email.
   • Confirmation HTML for Event Sponsor Registration - Enter the confirmation that you would like displayed to a sponsor after they have completed their registration. This confirmation message is also included in the Registration Confirmation email.
   • Default Contact For Event Approval Tasks - Select the individual who will be responsible for approving events submitted from the website or the Info Hub.
   • Display Associated Individuals Upon Email Match:

4. Click Save to save your changes.

Create Calendars

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To display your events (whether publicly, member only, or internally) you will need to setup your calendars.

1. Click Setup in the Navigation Panel.
2. Click Calendars in the Event section. A list of calendars currently configured in your system will be displayed.

   

3. Click the Add button.

   

4. On the Add/Edit Calendar screen configure the following:

   • Name - This is the name that will display if you choose to publicize this calendar.
   • Description - This is a description of the calendar (for internal use.)
   • Is Public Viewable- Select this check-box if you wish this calendar to be publishable on your website and viewed by the public.
   • Is Member Viewable - Select this option if you wish this calendar to be available in the Info Hub.
   • Group - Optional, select a group to associate to this calendar.
   • Is Active - Select this check-box to activate the calendar and make it usable at least by staff members. i.e., in order for events to be added to a calendar the calendar must be active, even if it is not published/viewable on your website or Info Hub.

5. Click Done to save your new calendar.

Modify an Existing Calendar

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You may modify any of your existing calendars.

1. Click Setup in the Navigation Panel.
2. Click Calendars in the Event section. A list of calendars currently configured in your system will be displayed.
3. Click the link for the calendar you wish to modify.
4. Make your desired modifications and click Done.

Set Up Goods & Services for Your Event

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Prior to setting up your event, you will want to setup the appropriate fee items for the event. Refer to Setup Goods and Services for details.

Add a New Event

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You may add a new event by clicking the Quick Actions button in the header bar, or by clicking the Add Event button on the Events page.

1. On the Add New Event screen, configure the following settings:

   • Name - Enter a name for the event. This is the name that will display on your web-site.
   • Contact - Enter the contact person for the event.
   • Description - Provide a description of the event. This description will be displayed on your web-site.
   • Location - Enter location information. This information will be displayed on your web-site.
   • Publish Date - Enter the date that you wish to begin displaying this event on your web-site.
   • Start At/End At - This is the start time and end time of the event. NOTE: The time zone for the event will default to the time zone configured for your organization. If you wish to change the time zone, you will be able to to this on the event's Overview tab in the Hours section. If All Day Event is selected, no time information will be displayed for the event.
   • Time/Hours Details - This section allows you to enter descriptive information about the time/hours of the event (such as when registration opens, when dinner starts, when auction starts).
   • Organization - The name of your chamber/association will be automatically populated. You may change this to associate this event to a different organization.
   • Email Address- email address you want displayed on the event page
   • Phone- phone number you want displayed on the event page
   • Additional Contact Details - This text box allows you to enter further contact information, i.e. name, phone number, email, etc.
   • Category - To assist you in filtering, sorting and/or report on this event, you may select a category from the drop-down list. This is optional. Click here for further information on setting up Categories.
   • Calendar - Select the calendar(s) on which you want to display this event. The event may be displayed on multiple calendars.
   • Published Status - Select the status of this event, only approved events will be displayed on the calendars you have selected.
   • Enable Registration - Select this check-box to allow registration for this event. If this is not selected, a registration button will not be displayed on your web-site, however, your staff members would be able to register people from the back-office.
   • Event has Sessions/Breakouts - If you are using the Expo module, enabling this option will allow you to add sessions to your event. Click here for further information on setting up sessions.
   • Event has Exhibitors - If you are using the Expo module, enabling this option will allow you to manage your exhibitors. Click Here for further information.
   • Copy From Existing Event - if you wish, you can copy the details from an existing event to this event. Click Here for further details on copying events.

2. Click Save to save the new event.

Copy An Existing Event

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If you run the same events regularly, you can copy an existing event and save yourself some setup time. You can determine key setup items you would like to copy, such as Attendee Setup, Tasks, Files, etc.

1. Click Events in the Navigation Panel.
2. Open the event you wish to copy by clicking on its name.
3. Click the Action ribbon on the right.

   

4. Click Copy this Event.

   

5. Update the desired event fields. Be sure to review the new event's name, as the name of the copied event will be part of it. This is easily deleted.Click Here for further instruction on available fields.
6. Select the specific event settings you wish to copy from the original event.
7. Click Done.

NOTE: When working with a copied event, if you update the description of the event, this will NOT update the short description, so be certain to update the short description.

Setup a Recurring Event Series

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If your association has an event which occurs on a regular basis, save time by setting it up as a recurring event.

1. Create your event, as described in Add a New Event.
2. On the event's Overview tab, click the in the Recurrence section.

   

3. Enter a name for the series.
4. Enter a description of the series.
5. In the Series Start Date box, enter the date of the first event.
6. In the Series End Date box, enter the date of the last event in the series.
7. Select from the following Recurrence Pattern options: Daily, Weekly, Monthly, Annually. This allows you to specify how often the event occurs.
8. Select the Relative Date check-box if the event is to recur on the same day of a week:

   • Specify the On the option, Day of The Week option, and the Every n months option. For example, if you wish to set up an event for the third Thursday of every month, configure your settings as shown below:

   

9. Or if the recurrence is not on a Relative Date, specify the exact Day and Every n months. For example, if you wish to setup an event for the 23 of each month, configure your settings as shown below:

   

10. Click Done.

A gray box will be displayed on the Overview tab indicating that this event is part of a series.

NOTE: If it is necessary to edit the recurrence schedule: If there are no registrations or sponsors attached to any future events within the series then you may edit the recurrence settings. When making a change, you are only able to extend the date out, not move it back - unless you change the frequency. If registrations or sponsors are attached to future events within the series, you will only be able to delete the series. If a staff member wants to change the frequency after a series has been running for a while, best practice would be to delete the current series, and create a new event series. When a staff member deletes a series, they will see a message stating which events have registrations/sponsors attached, meaning those events will be no longer be part of the series, yet they will still remain active. This will allow no disruptions to those that are registered, and staff can those events on a one-off basis, if needed.

Make Changes to an Entire Event Series

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Information such as the location of a recurring event, descriptions, contact information, etc. may be updated for an entire event series. NOTE: If there are no registrations or sponsors attached to any future events within the series then you may edit the recurrence settings. When making a change, you are only able to extend the date out, not move it back - unless you change the frequency.

1. On the Overview tab for any of the events in the series, click the click here link in the grey box.

   

2. The Edit Event Series dialog box will be displayed, shown partially below.

   

3. Update information as needed. NOTE: If there are no registrations or sponsors attached to any future events within the series then you may edit the recurrence settings. When making a change, you are only able to extend the date out, not move it back - unless you change the frequency.
4. Click Done.

Make Changes to an Individual Event in a Series

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The following items, on the event's Overview tab may be updated for an individual event.

NOTE: Once updates have been made on the Overview tab for the individual event, the event is no longer a part of the series.

• Event Image
• Name
• Description
• Category
• Calendar
• Location Name
• Location Address
• Location Description
• Contact Information
• Pricing Description
• Images
• Videos

CAUTION: Changes made to the Attendee Setup tab, will effect ALL events. If Overview information changes are not needed from one event to another, but changes to the Attendee Setup are needed, you may wish to use the Copy Event function. If Overview changes are needed for a particular event, make the changes to the Overview tab as described below, then update the Attendee Setup.

1. From the Events module, select the desired event in the series.

   

2. Make the desired changes to the Overview information.
3. Click Done.

Your changes will be saved, and the event is no longer associated to the series.

View/Edit Events

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You may view your events, by selecting Events in the Navigation Panel OR you may type the event name in the Search box in the header bar. When you select events in the navigation panel all of your events will be displayed. You may view the events in list format or in card format by clicking the icons on the right-hand side of the screen.

Click the name of Event you wish to edit to open the event's page. The Event page is setup with several different tabs that provide the functionality to customize and manage your event.

Edit Event details

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The Overview tab of your event allows you to update the information supplied when the event was first created. Click on the pencil icon to the right of the Section name you want to edit

A few of the sections have options available from the Overview Tab that aren't available during the initial set up.

Select Event Public Module Version

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Two versions of the event public module are available. To select the version that you wish to use:

Overview tab.

1. Select the event Overview tab.

   

2. Click the icon next to General Information.
3. Select the desired version from the Registration Version list.

   

4. Click Done.

Update Event Payment Gateway

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Events will use the default event payment gateway (set in Setup> Event Settings). You can change this in the General Information on the event's Overview tab.

1. Select the event Overview tab.

   

2. Click the icon next to General Information.

   

3. Select the desired gateway from the Payment Gateway list.
4. Click Done.

Setup an Automatic Event Reminder

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It can be challenging to remember and find the time to send an email to event attendees just prior the event's start date. To solve this, you can configure an automated reminder to be sent out 48 hours prior to the event.

1. Select the event Overview tab.

   

2. Click the icon next to General Information.

   

3. Click the Send Reminder Email to Registrants 48 hours Prior check-box.
4. Click Done.

When this setting is enabled, the email message you selected for Event Reminder in Automated Messaging will be sent to all registrants. See Configure Automated Messaging for further information.

Sync an Event with GoToWebinar

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If you have enabled GoToWebinar integration, you can sync your event via the event's Overview tab:

1. Select the event Overview tab.
2. Click the icon next to General Information.
3. Click the Sync with GoToWebinar check-box.
4. Click Done.

Add a Map to your Event

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In the Location section, add the actual address in the address fields. Both the address and the description will display on the event page; the completed address fields will also trigger a map to be displayed.

Add a Logo to Your Event

1. On the Event page, click the image icon next to the event name. The Image Manager will be displayed.
2. On the Image Manager screen, you may either drag & drop the image onto the screen OR click the upload button to browse to your image, and upload.
3. Position selection rectangle around area you would like to use.
4. Click Crop & Save.

This image is the "search logo" for the event and will be displayed next to the event when viewing the events in List View on the website or in the Info Hub

Add an Image Gallery to Your Event Page

1. In the Images section click the Add button

   

2. You may drag an image into the image box OR click the Upload button to browse to your image.
3. Enter a Title and Caption for the image if you choose
4. Click Crop & Save.

Follow the steps above to add additional images. You may change the order in which images are displayed by clicking the Reorder button.

Show Me!

Add a Video to your Event Page

1. Copy the URL of the video you want to display from where ever it is being hosted, (likely YouTube) [you are simply "pointing to" the video in order to embed it, you are not uploading it]
2. In the Videos section click the orange Add button

   

3. Paste the URL to the location of your video.
4. Click Done.

NOTE: Copying and Pasting the URL is not a requirement; if you know the address you can simply type it in.

Update Location/Mapping of Event

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On the Overview tab, you will be able to enter address information, which will be used by the system to generate a map of the location.

1. In the Location section of an event, click the icon.

   File:GZ Edit Event Location.jpg

2. Enter the Location Name: The type ahead searching feature allows you to start typing the Location name, and it searches your organizations, individuals, and past event names.
   • If you select a name from the type ahead feature, it will pre-populate the name and address field of the person/org/location you selected.
   • If you do not select an item from the type ahead, the address fields are left blank and you are able to type in a new location name and address.
3. Enter a Location Description: This allows you to add additional information about the location of the event (such as where to park), and will be displayed on your event page.
4. Click Done.

Update Event Hours/Time Zone

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By default, when adding an event, the times defined will be in the time zone configured for your organization. To change the time zone:

1. Click the pencil icon, in the Hours section of the Overview tab.

   

2. Select the desired Timezone from the list.
3. Click Done.

Manage Overall Event Custom Fields

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These Overall Event Custom Fields are intended for staff members to track expenses and other internal event information. They can be included in various event reports, such as the Events Overview Report, Event Attendee Report and the Event Activity Report. By gathering data in these overall custom fields, you will easily be able to compare event to event, and even year over year.

ALL custom fields that have been created of type Event will automatically be displayed on each of your eventsOverview tab. You can populate these fields with desired information and/or add additional custom fields, from the Overview tab. NOTE: These custom fields are not the custom fields that you wish to include on your event registration pages or custom fields used for internal purposes specific to an individual event. See

NOTE: The Overall Custom Fields are NOT custom fields that you wish to include on your event registration pages or custom fields used for internal purposes specific to an individual event. See Add Custom Fields to Event and/or Event Registration Form for instructions on setting up custom fields for your event registration page.

Populate an Overall Event Custom Field

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1. Select the event's Overview tab.

   

2. Click the icon, in the Overall Event Custom Fields section.

   

3. Populate the fields as needed.
4. Click Done.

Add Overall Event Custom Field

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Overall Event Custom Fields can be added "on the fly" from any event's Overview tab, or under Setup > Miscellaneous > Custom Fields.

1. Select the event's Overview tab.

   

2. Click the icon, in the Overall Event Custom Fields section.

   

3. Click Edit Custom Fields

   

4. Click the icon.

   

5. Configure the custom field as needed. See Custom Fields for further instructions on custom field types.
6. Click Done.

Set Up Event Registration and Fee Details

Your event registration form, fees, discounts, and so on, are setup on an Event's Attendee Setup tab.

Setup Overall Registration Options

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You can configure: your registration open/end dates, maximum attendees, visibility, and so on under the Overall Registration Options.

1. On the Attendee Setup tab, click the pencil icon adjacent to Overall Registration Options.

   

2. Configure the following settings:
   • Registration Start Date - This is the date that you wish registration to start; until this date, the Register button will not be displayed on your web-site.
   • Registration End Date - This is the date that you wish to close registration. After this date, the Register button will no longer display on your web-site, and a message indicating that registration is closed will be displayed.
   • Max Attendees - This setting allows you to define the maximum number of people who may register for the event. Once the maximum has been reached, the Register button will no longer display on your web-site, and a message will be displayed, (unless you select Allow Waiting List in Options below. If this field is left blank, there is no limit to your attendance.
   • External Registration Link - If you are including an event on your calendar, but registration for this is not managed through your software, enter the URL for the registration site here.
   • Options

   • Enable Registration - Click this option to enable registration (assuming the user is in the time frame indicated above). If the event does not require registration and you want it on your calendar, (a Farmer's Market, for instance), you would not check this box.NOTE: Staff members would be able to register people for the event from the back-office even if this box is not checked.
   • Allow Waiting List - Click this option to allow a waiting list. If this option is selected, when your maximum number of attendees has been reached, registrants will be notified that they can be added to a waiting list.
   • Show Registered Attendees Publically - Click this option if you wish to display the registered attendee list on your public web-site.
   • Show Registered Attendees To Members - Click this option if you wish to display the registered attendees for the event in Info Hub.
   • Collect Donations - If you are using the Fundraising module, this check box will allow you to also add a donation collection option to your registration form.NOTE: If this option is checked, an option will be added to the screen to select the Fundraiser Receipt Template.
   • Allow Invoicing - Click this option if you want to give your registrants to option to be invoiced rather than pay online with a credit card
   • Allow Purchasing of Multiple Registration Types - Click this option to allow registrants to register for more than one registration type. NOTE: Perhaps your event has a pre-event meeting, the event itself, and a banquet. Allow Purchasing of Multiple Registration Types allows your registrants to register for 1, 2, or all three of these without you having to set up complicated registration scenarios
   • Store Invited Attendees in Attendees List: Select this option if you wish to include, on the guest list, attendees invited to your event. The number of attendees that will be stored is driven by the Event Setting Max Event Invited Attendees to Store. See Event Settings Defaults.

   • Member Validation Options - These settings allow you to set how you want your members to prove that they are members so they can receive member pricing. Select one of the following three options:

   • Allow anyone to receive member pricing: This is the least restrictive option. By leaving it open, with an "on your honor" type approach, members will be able to get member pricing without having to log in and/or remember a password. That would mean that anyone would be able to use the member pricing during registration. In the event (no pun intended) that a non-member then signs up with member-only pricing, a staff member could watch for such instances and even use the opportunity to reach out to that individual with membership benefit information. This is also the option you would use if there is no different between member and non-member pricing.
   • Email address is an exact match to an active member: With this setting, membership validation is based on email addresses. The first step in the event registration process has the user put in their name and email address. If the email address used is an exact match to an active member, it will recognize that and automatically show member pricing.
   • Only if the member logs in: This is the most restrictive setting. If members come into an event through the INFO HUB or through a member email invitation, they will already be logged in. If a member comes to the registration page not already authenticated, they will only be able to see member pricing, by clicking "Know your member login? Login Now" and logging in.

   • Session Changes Allowed Until - If you are using the Event Expo module and will be setting up Sessions, this check box allows you to set a time limit on when registrants can make changes to the sessions they have signed up for.
3. Click Done.

Configure Your Registration Form Settings

By default, the registration form for an event will require name and email address (organization will be included on the form, but is not required). You may configure the fields you wish to require on the registration form and add custom fields in the Registration Form Settings section of the event's Attendee Setup tab.

1. Click the icon in the Registration Form Settings section.

   

2. Configure the following as desired:
   • Display Address
   • Require Address
   • Display Cell Phone
   • Require Cell Phone
   • Require Additional Attendees Email
   • Allow Registration Without Session Selection (may not appear if you do not have the Event Expo or the Event does not have Sessions)
   • Require Company
   • Require Title
   • Term for Additional Attendees (e.g. Guest)
3. Click Done.

Add Custom Fields to Event and/or Event Registration Form

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You can easily create custom fields to add to the Event Registration form. For Example, if you are offering meal choices for your annual banquet, you can gather this information from registrants via custom fields. Custom fields may also be created for your internal use, for example, tracking table numbers. NOTE: If using v2 of the events module, custom fields may be added to specific registration types.

1. Click Add Custom Field in the Custom Fields section of the Attendee Setup tab.

   

2. If you have previously created a custom field for events, simply select it from the Use Existing Field list and click Done. NOTE: If you are selecting a drop-down list, or multi-choice option, you will not have the ability to change the choices.
3. If you are creating a brand new events custom field:
   • Enter a Name for the custom field. This is used internally in the database.
   • Enter a Display Name. This is the name that will be displayed on the registration form.
   • Select the Custom Field Data Type. This is the type of response that you expect for this custom field. For Example: If you want to know if the attendee has any dietary restrictions, you can select the Yes No data type.
   • Group/Section. N/A for Event Registration custom fields.
   • The Characters Allowed option lets you define the number of characters that may be entered when a Text or Multi line text data type are selected. This must be populated.
4. Configure the Properties for this custom field:

   Is for Attendees: If you wish to include this on your registration form, tick this check-box.

   Public - N/A for Event Fields

   Member Editable: N/A for Event Fields

   Required: Enable this option, if registrants must fill out this field.

   Archived: Enable this option, if you are no longer using this field.

   Is Required for Staff: Enable this option, if staff is required to complete this field, when registering someone from the back-office.

5. Click Done to save the new custom field.

Create Custom Fields specific to an Individual Registration Type

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NOTE: This option is available for those using Events Module v2.

At times there may be custom fields that are only applicable to specific registration types. For Example, if you are holding a golf tournament which includes registration fees for those actually golfing (and you need to ask for their handicap), but also offer a registration fee to attend just the awards banquet (in which case you would not need to ask for the handicap). By associating the registration type to a custom field, the custom field will only display when that specific registration type is selected. When no selections are made under the Advanced Options, all custom fields created are displayed for all registration types.

1. Create the Custom Field as described above.
2. Click the Advanced Options check-box.

   

3. Select the Registration Type for which this custom field should be displayed.
4. Click Done.

NOTE: A custom field may only be associated to one registration type. If you have multiple registration types that need to use the same custom field, you will need to create multiple custom fields.

Setup your Event Registration Fees

A pre-requisite to setting up your registration fees, is setup of the needed Goods & Services. Click Here for further information on setting up goods & services.

NOTE: For proper accounting, when creating/selecting Goods & Services for your event, be sure to verify that the appropriate income, accounts receivable and deposit accounts have been selected for the goods & services. These accounts drive where the financial transactions will be reported. Additionally, registrations paid by credit card will use the default gateway set under your finance settings. If you wish to use an alternate gateway for this event, see Update Event Payment Gateway.

Add a Free Registration Type

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For events, where you simply wish people to register, but are not charging a fee, you will select the Free Registration Type.

1. On the event Attendee Setup tab, click the Actions button in the Registration Types section.
2. Click Add Free Registration Type.

   

3. Enter a Name for the Free Registration Type.
4. Enter the Registrations Available (0 if unlimited). This option will limit the number of free registrations available, and will not allow registration with this type when the limit has been met.
5. Enter a Description for this registration type. Registrants will be able to view the description of the fee item by clicking on the fee item link on the registration page.
6. Settings options - these settings allow you to define which users can register with this type of registration. This would also display the registration types on your public page.

   • Select the Allow Members check-box if you want this registration type to be available to your members.
   • Select the Allow Non-Members check-box if this registration type is also available to non-members.
   • Select the Is Displayed For Non-Members check-box if you wish to display this registration type to non-members, even if you have not chosen to allow this registration type for them.
   • Select the Allow Staff Only check-box if you do not wish to display this registration type publicly. Only your staff users would have access to this option when registering someone from the back-office. NOTE: If this option is selected, selections for members and non-members are automatically de-selected.

7. Click Done.

Add a Simple Paid Registration Fee

This option will register one person per fee item.

1. On the event Attendee Setup tab, click the Actions button in the Registration Types section.
2. Click Add Simple Paid Registration Fee.

   

3. Enter a Name for the Registration Type.
4. Enter the Registrations Available (0 if unlimited). This option will limit the number of free registrations available, and will not allow registration with this type when the limit has been met.
5. Enter a Description for this registration type. Registrants will be able to view the description of the fee item by clicking on the fee item link on the registration page.
6. Settings options - these settings allow you to define which users can register with this type of registration. This would also display the registration types on your public page.

   • Select the Allow Members check-box if you want this registration type to be available to your members.
   • Select the Allow Non-Members check-box if this registration type is also available to non-members.
   • Select the Is Displayed For Non-Members check-box if you wish to display this registration type to non-members, even if you have not chosen to allow this registration type for them.
   • Select the Allow Staff Only check-box if you do not wish to display this registration type publicly. Only your staff users would have access to this option when registering someone from the back-office. NOTE: If this option is selected, selections for members and non-members are automatically de-selected.

7. Select the Goods/Service to assign to this registration fee from the drop-down list. Click here for information on configuring goods/services. The Price will automatically be populated if it was populated when the goods/service was configured. You may change the price if needed.
8. Click Done.

Add a Table/Group Registration Fee

This option should be used when the registration fee will register multiple attendees. For example, if you have a golf tournament event for which you are selling foursomes, or a dinner event where you are selling tables of eight.

1. Click the down arrow on the Add Type button.
2. Click Add a Table/Group Registration Type.

   

3. Enter a Name for the Free Registration Type.
4. Enter the Registrations Available (0 if unlimited). This option will limit the number of free registrations available, and will not allow registration with this type when the limit has been met. If you are setting up a registration type based on tables, this would be the number of tables available.
5. Enter a Description for this registration type. Registrants will be able to view the description of the fee item by clicking on the fee item link on the registration page. Show Me
6. Settings options - these settings allow you to define which users can register with this type of registration. This would also display the registration types on your public page.

   • Select the Allow Members check-box if you want this registration type to be available to your members.
   • Select the Allow Non-Members check-box if this registration type is also available to non-members.
   • Select the Is Displayed For Non-Members check-box if you wish to display this registration type to non-members, even if you have not chosen to allow this registration type for them.
   • Select the Allow Staff Only check-box if you do not wish to display this registration type publicly. Only your staff users would have access to this option when registering someone from the back-office. NOTE: If this option is selected, selections for members and non-members are automatically de-selected.
   • Select the Reserve All Attendees check-box to reserve all attendees. This setting is enabled by default and ensures that all attendees for this group reservation are reserved even when names are not entered. (The system with use Additional Attendee if no name is entered. The name of the actual attendee can be added by a staff member when it is known.) In the case where a registrant is purchasing more than one group registration, they will be required to have at least one attendee name for each group purchased.

7. Select a fee item from the Item list. This is the previously setup registration fee for this event. Click here for further information on setting up goods/services. The Price will automatically be populated,if it was populated when the goods/service was configured. You may change the price if needed.
8. Enter the number of attendees per registration in Attendees per Table/Group. For example, if you are selling tables of eight, you would enter 8.
9. Click Done.

Add Advanced Registration Type

The advanced registration type allows you to bundle multiple items together for the registration fee. For example, you may wish to bundle together the event fee along with additional items.

1. On the event Attendee Setup tab, click the Actions button in the Registration Types section.
2. Click Add Advanced Registration Types.

   

3. Enter a Name for the Registration Type.
4. Enter the Registrations Available (0 if unlimited). This option will limit the number of advanced registration types available, and will not allow registration with this type when the limit has been met.
5. Enter Attendees per Registration. This option allows you to include more than one attendee for this registration type. For example, if this advanced type is to be used for a golf foursome, you would enter 4.
6. Enter a Description for this registration type. Registrants will be able to view the description of the fee item by clicking on the fee item link on the registration page.
7. Settings options - these settings allow you to define which users can register with this type of registration. This would also display the registration types on your public page.

   • Select the Allow Members check-box if you want this registration type to be available to your members.
   • Select the Allow Non-Members check-box if this registration type is also available to non-members.
   • Select the Is Displayed For Non-Members check-box if you wish to display this registration type to non-members, even if you have not chosen to allow this registration type for them.
   • Select the Allow Staff Only check-box if you do not wish to display this registration type publicly. Only your staff users would have access to this option when registering someone from the back-office. NOTE: If this option is selected, selections for members and non-members are automatically de-selected.
   • Select the Reserve All Attendees check-box to reserve all attendees. This setting is enabled by default and ensures that all attendees for this group reservation are reserved even when names are not entered. (The system with use Additional Attendee if no name is entered. The name of the actual attendee can be added by a staff member when it is known.)

8. Click the to add the Goods/Services associated to this registration type. You will select from all previously created goods/services. Click here for information on setting up good/services. Click the to add additional goods/services to the registration type.
9. Click Done.

Change the order in which Registration Types are Displayed on your Event page

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The order in which you add your registration types will be the order in which they display on your registration form. You may reorder these by hovering over the registration type, and dragging into the desired position.

View Registration Type Limits and Number Sold

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Once registration has begun for your event, you will be able to see, at a glance, the limits you have set for your registration types, and how many, of each registration type, have been sold.

Set Up Discounts for your Event

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Any event may have special discounts available and applied to all or selected fees. Discounts based on early registration, promo code, or membership type, or volume may be created for each event and applied when the discount criteria is met. Discounts are setup on the Event Attendee Setup tab.

There are 4 discount types"

• Early Registration
• Promo Code
• Membership Type
• Volume

All of the options for all of the types are the same except for the specific criteria:

• Name
• Available Starting On - Enter the date this discount takes effect.
• Ends On - Enter the date this discount is no longer valid.
• Discount Type Previously created discount types will be included in the list. Click the + button to add a new discount type. This is important for reporting.
• Discount Price Method:

• Reduce Price by Percentage - Enter the percentage by which the standard price will be discounted.
• Reduce Price by Amount - Enter the dollar amount that will be subtracted from the standard price.
• Set Price To - Enter the price that will be used instead of the standard price.

Advanced Options Applies To (Registration Type) - Selecting a registration type allows you to limit the use of this discount to that specific registration type. For example, if you have setup registration types for members and non-members, you could choose to have a discount only apply to members.

NOTE: You can only select one registration type per discount. If you want a discount to apply to more than one registration type but not all of them, you will need to create a discount type for each one. Selecting no registration type will apply the discount to all of them.

Total Available - Allows you to limit the number of registrations that can use this discount. Limit Per Purchase - This allows you to limit the number registrants that can use this discount type from the same registration form.

Setting Discount Criteria

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Early Registration - provides a discount if a registration comes in between the Starting On date/time and the Ends On date/time

Promo Code - provides a discount if the registrant enters the code on the registration form. If selected, the registration form will automatically add a field for the code.

Membership Type - provides a discount based on the membership type of the registrant. This is a multi-select field, allowing you to use the same Discount for more than one membership type.

Volume - provides a discount if the Minimum Quantity for Discount is reached on a single registration form

Click the drop-down arrow on the Add Discount tab to select the type of discount you wish to setup.

NOTE: The Event Discount Use Report may be used to analyze how discounts have been used for an event. Click Here for instructions on running the report.

Add Additional Items for Sale during Event Registration

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If you wish to sell additional items during the event registration process (for example you may wish to be able to sell mulligans for your golf tournament at the time of registration, or a commemorative hat), these items may be added in the Additional Items section on the event's Attendee Setup tab. Additionally, individuals who just wish to purchase an add on item, and not register for the event will be able to do so on the event registration page.

1. Click the Add Item button in the Additional Items section

   

2. Enter a Name for the additional event item.
3. Select the desired Availability of the additional item.

   • To allow only those who register for the event to purchase the item, select For Attendees.
   • To allow individuals to purchase the item without registering for the event, select For Overall Registration. NOTE: When For Attendees is selected, the additional item will only be displayed once a registration option has been selected and will be available for each person on the registration form.

4. Enter a Description of the item.
5. Select the desired Goods/Service from the drop-down list.
6. Enter, edit, or accept the default Price.
7. Select the Is For Members check box to allow members to purchase this item.
8. Select the Is For Non Members check box to allow non-members to purchase this item.
9. Select the Is Active check-box to allow the item to be displayed on the event registration form.
10. If you wish to limit the number of additional items you have available to be sold, enter the number in the Items Available (0 if unlimited - Version 2 Only). Each additional item can have its own specific limit set. Once the limit is reached, the item will be marked with “sold out” on the event registration form.
11. Click Done.

Customize Registration Instructions and Confirmation Messages

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On the Event Attendee Setup page, you can customize the instructions displayed on your registration page. You can also customize the confirmation displayed after registration is completed. The confirmation message is also added to the Confirmation Email registrants receive following their registration.

Click the pencil icon to edit your messages.

Note that you have robust editing features for these spaces, including adding links and images.

Event Management-Invitations & Other Communications

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The Events Module provides a variety of ways to manage your event attendees, starting with sending invitations all the way through your post-event reports. Templates have been designed to help you easily communicate new events to your members, resend emails, send reminders, etc.

Send Event Invitations

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1. Click on the Actions ribbon on the right hand side of any page within the event
2. Click Send Event Invite Email.

   

   This will trigger the Send Email window with the Event Invite template already selected.

   

The use of merge fields personalizes the invite for each recipient, and provides information specific to the event that you are working with. You may edit the template to meet your specific needs. Refer to Adding Database Fields for information on adding database fields to a template.

If you want to schedule the email to be sent at a future date, enter a date in the Delay Delivery Until text box.

If you have previously sent an Event Invite, clicking Ignore Recipients that have Registered, Declined, Been Invited,... check-box will limit the email to those individuals who have not previously received the invite or responded in someway to a previous invitation.

Download list of Invitees

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All invitees are stored and available via a spreadsheet download, found under orange actions button on the Event's Attendees tab.

1. Select the desired event.
2. Click the Attendees tab.

   

3. Click the orange action button and click Download Invitees.

Re-send a Previously Sent Event Invite

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From any tab in the event,

1. Click the Actions button.

   

2. Click Re-send Event Invite.

   

   The software will look to your previously sent email, and create a group of those that have "Not Responded Yet", as shown in the image above.

   The Send Email screen will automatically populate the subject line with "Event Invite", you may change this to better describe your event.

   The message will default to the Event Invite template, used when you sent the initial invite.

3. Edit the template to meet your specific needs.
4. Click Done to send the email.

If you want to schedule the email to be sent at a future date, enter a date in the Delay Delivery Until text box before clicking Done.

Send a Manual Event Reminder

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NOTE: You can also setup an event reminder to be sent automatically. See Setup an Automatic Event Reminder.

From any tab within the event,

1. Click the Actions button.

   

2. Click Send Event Reminder.

A default template has not been created for Event Reminders. You can create the message on the Send Email screen, or, if you have a standard Event Reminder email that you send out, you may create a template. See Create and Manage Email Templates for instruction on creating email templates.

Send Email to Event No-Shows

1. Select the event Communication tab.
2. Click the Actions button.

   

3. Click Send Email to No Shows. The Send Email screen will be displayed.

See Sending an Email for further instructions.

Other Email Options

Note that within the Actions Ribbon of an event there are also options to

• Send Email to Registrants
• Send Email to Actual Attendees
• Send Email to Sponsors (If you have the Sponsors/Ads module), and
• Send Email to Exhibitors (If you have the Event Expo module)

All of these options work the same way as Send Event Reminder in that the system will determine who the recipients will be based on their registration status.

Manage Event Registrations

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Technically, an event registration consists of attendee information and financial information related to the registration. While they are tightly entwined, we've separated them on two separate tabs to make it easier to manage. You can see in this image that while each tab has some overlapping content, the majority of the information is unique to either the attendee him/her self or the financial details, depending on the tab:

NOTE: As with most of the tables within the software, clicking on the column header will sort the table by that column.

Managing Event Attendees

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The event Attendee tab will contain important information about the attendee, including the Registration Type and documentation of any Additional Items purchased. Each column in the table is described below.

You can use the Search field, Show Only drop down, or Customize Results at the top of the table to find specific registrants or registrants that meet a certain criteria.

You can add or remove columns from the displayed list, by clicking the and selecting the columns you wish to display in your list.

The orange Actions button in the top right corner provides a short cut to adding a registration and a variety of reports:

Reg. Id

Clicking on the Reg. Id of a registrant will give you a snap shot of the registration and an opportunity to add any comments. These comments are for internal-use only.

Change the Name of an Attendee

Clicking on the Name of a registrant brings up the Edit Attendee window, allowing you to edit contact information of the attendee, (which you may need for billing or other event-related communication), as well as populate any custom fields set up for the event. This function is useful when you are selling tables of 8, and need to update the Additional Attendee(s).

NOTE: Any edits you make in this window will be reflected in the Contact Record.

Organization

Simply a display of the registrant's organization. If the registrant is a non-member and did not enter an organization on the registration form, this will be empty.

Event Status

The event status column displays the registrants current status related to the event. It is a drop-down so registrants can be marked as Attended, No Show, or Unknown right from the Attendee tab.

Invoice #

Also available on the Attendee Purchases tab, clicking on the Invoice # brings up the Edit Invoice window. This column is color-coded so you can see at a glance which invoices have been paid (green) and which are unpaid (red). If there is not an Invoice # in this column there is no invoice, indicating the registrant selected the Pay at the Door/Please Invoice Me option and they have not yet been invoiced, or it is a free event.

In the Edit Invoice window you can make various edits to the invoice itself. If a payment has been made you can also view the payment history by clicking on the Reference Number in the Payment History section or Download Payment, Send Email, or Create Refund, all available from the Actions button in the Actions column in the Payment History If no payment has been made, the Payment History section will be empty. [[File:EditInvoice.png|600px|center|]

NOTE: Any edits you make to the invoice line items here will only impact the invoice, not the actual event. In other words, if you add a line item for an event registration, you are only adding those dollars to the invoice, you are not actually registering them for the event.

Registration Type

Simply a display of the registration type. Sorting by this column will put all like-registration types together.

Additional Items

If there are additional items available for purchase during event registration and a registrant purchases 1 or more, the number purchased will appear in this column. Clicking on the number will display the quantity of each item purchased by that registrant, organized by Attendee Items and Registration Items Refer to Additional Items for information on the difference between these types.

Actions

From the Actions drop-down on the far-right side you can cancel the registration, edit the attendee (same as clicking on the Name), and print a name badge for this attendee. (You can print bulk badges from the orange Actions button at the top of the screen). If the invoice has not yet been paid, you can also enter a check or credit card payment.

Register an Attendee from the Back Office

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1. For the desired event, click the Attendees tab.
2. Click the orange Actions button.

   

3. Click Add Registration.
4. Complete the event registration form and payment information as needed.
5. Send Event Confirmation Email to Registrant: This option is enabled by default. Deselect the check-box if you do not wish to send a confirmation to the registrant. The system will record, for future reference, that the confirmation was not sent.
6. Click Submit.

Update an Attendee Registration

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The Update Registration option allows staff to go to the attendee's registration form, and gives staff members and add additional items or add registrations if needed.

1. For the desired event, click the Attendees tab.

   

2. For the desired attendee, click the Actions button in the Actions column.
3. Click the Update Registration button.
4. Make the desired updates to the registration.
5. Select payment options.
6. Send Event Confirmation Email to Registrant: This option is enabled by default. Deselect the check-box if you do not wish to send a confirmation to the registrant. The system will record, for future reference, that the confirmation was not sent.
7. Click Submit.

NOTE: If you add additional attendees, and you select the Invoice option, the fees will be added to an existing invoice, if applicable.

Match Event Registrants to Contacts

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Between the Additional Items and the Actions columns there is an unnamed column that may contain an icon for some registrants. If there is NOT an icon, it means the system recognizes both the Individual and the Organization as existing contacts. If there IS an icon, it means something about the registration doesn't match the data in the system. Clicking on the icon allows you to view the information and make a decision about the registrant.

Update Organization This icon will appear if the Organization the registrant entered on the registration form is different than what the system has for this person.

• The system has Oak Golf Club and the registrant entered Oak Gold; or
• The system has the registrant affiliated with West Side Auto Sales but when registering he entered his side business, Robert J Creations'; or
• The registrant entered the name of an Org that is in the system, but she is not connected to it

1. Click the icon.

   

2. Select from the following options:
   • Use suggested - We've found a possible match - If the software is able to find a suggested match, a table of matches from the database it will be displayed. Click the radio button for the desired organization to associate the registrant to that organization. NOTE: If there are no "suggestions" then this option will not be displayed.
   • Find existing - Search your database - if a suggested match is not displayed, or is not accurate, select this radio button to search for the desired organization. A type ahead text box will be displayed. Begin typing the name of the organization you wish to locate.
   • Create new - Create a new organization record - If the registrant's business is brand new to your database, click this option. A new business will be added using the Company name provided by the registrant.
3. Click Save.

Update Contact This icon will appear if the system thinks the registrant is probably a match to a contact in the system but something about the information provided is not the same

The system has Robert Smith with an email rsmith@mailinator.com; The registration is for Bob Smith with the same email as Robert

1. Click the icon.

   

2. Select from the following options:
   • Update contact - Select fields that should be updated in the contact record - if this option is available, a table will be displayed from which you may select the fields you wish to update in the database. This will change Robert Smith's contact record to Bob Smith
   • Create new - Create a new contact record - if this option is selected, a new contact based on the Data Submitted from Registration will be added to your database. This will add Bob Smith to the database, so there will be a contact record for Robert Smith and a contact record for Bob Smith, both with the same email address. The event registration and invoice will go to Bob Smith
   • Do not update contact - this option will leave Bob Smith as the registrant within the event, (Bob Smith will be printed on the name tag and check-in roster), but the registration action and invoice will still go to Robert Smith since the email is a direct match.
3. Click Save.

Match to Contact: This icon will appear when the system does not recognize the name, email, or organization of the registrant.

a registrant who is not in the database

a registrant who is in the database and related to Company ABC but enters company abc or Company XYZ as her organization

1. Click the icon.

   

NOTE: If the registrant did not enter anything for their Organization when they registered, this section will not appear in the edit window.

1. Select from the following options:
   • Find existing - Search your database - if a suggested match is not displayed, or is not accurate, select this radio button to search for the desired individual or organization. A type ahead text box will be displayed. Begin typing the name of the contact you wish to locate and select it when it appears in the list.
   • Create new - Create a new contact record - If the registrant is brand new to your database, click this option. A new individual contact will be added to your database as a non-member.
2. Click Save.

If you do NOT want to match this registrant to an existing contact OR create a new contact, simply click Cancel The registrant will remain registered for the event but will not be added to the database. You can find them within the event, or, if necessary, from the Contacts module (Click Customize Results and select Contacts Not in CRM)

Cancel an Event Registration

You can cancel a registration from the Attendees tab.

1. Click on the small gray Actions drop-down in the right-hand column of the registration you would like to cancel

   

2. Click on Cancel Registration at the top of the drop-down.

   The Edit Cancel Attendance window will appear with registration information for your review

   

3. Click Done.

   An Information window will appear, instructing you to tend to the financial aspect of a cancellation if appropriate:

   

Billing considerations when cancelling registrations

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Below are several scenarios to consider once you have cancelled a registration. NOTE: These are only applicable if an invoice and/or a payment have been received for the registration.

• An invoice has been created for the registration, but not paid: In this scenario, best practice is to void the invoice.
• An invoice has been created and paid:
  • If you have a no refund/no credit policy, you need do nothing else.
  • If you have a refund policy, create a refund as described in Refund a Payment. You may create the refund on the Attendee Purchases tab.
  • If you have a no refund policy, but are willing to issue a credit, create a credit as described in Add a Credit Memo.

Registration Cancellation by the Attendee

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Attendees have the ability to cancel their own registrations. In this scenario, an email will be sent to those staff members who have subscribed to the Unregistered Attendees email notification. See Subscribe to Automated Staff Notifications for instructions. When an attendee un-registered, they are not automatically refunded, so you will want to follow your practices for managing payments received for the registration.

Update Attendee Name and Other Information

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You can update names of attendees as well as additional attendee information (for example: custom fields) on the Attendee tab.

1. In the desired event, click the Attendee tab.

   

2. Click the name of the attendee for which you would like to update information.

   

3. Make the desired changes.
4. Click Done.

Download Name Badges

You can easily download badges for your event, and a variety of Avery Style templates are available.

Name Badges for All Attendees

On the Attendees tab,

1. Click on the orange Actions button in the top right corner.

   

2. Click on Download Badges.
3. In the Edit Event Attendee Badges Print window that appears select the options you want

   

   • File Format select either Pdf or Word document
   • Document Generation Template select from one of 4 template options, Avery 5392, Avery 74558, Attendee Badge, or Avery 5395, or create your own. Refer to Setting Up Document Templates
   • Show Tenant Logo this will print your logo on every name badge
   • Print Non Exhibitors Only checking this box will print badges for only non-exhibitors. Not a factor if you do not have the Event Expo Module
   • Print Exhibitors Only checking this box will print badges for exhibitors only. Not a factor if you do not have the Event Expo Module
   • Show "Exhibitors" on Exhibitor Badges checking this box will print the word Exhibitor on exhibitor badges
   • Sort Order This is the order in which the badges will be printed.

4. Click Done

The PDF or Word document will download. Open and Print.

Name Badge for A Single Attendee

On the Attendees tab,

1. Click on the small gray Actionsdrop down in the far right column of the registrant for whom you want to print the badge

   

2. Click on Print Badge.
3. In the Edit Event Attendee Badges Print window that appears select the options you want

   

   • Document Generation Template select SingleAttendeeBadge or create your own. Refer to Setting Up Document Templates
   • Show Tenant Logo this will print your logo on every name badge
   • File Format select either Pdf or Word document

4. Click Done

The PDF or Word document will download. Open and Print.

Manage the Event Waiting List

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If you have enabled Allow Waiting List, on the Attendee tab, you will be able to view who is on the waiting list, register people on the waiting list, and remove people from the waiting list.

If the waiting list is enabled, once you have reached the maximum allowed for the event, registrants will see "Maximum attendee limit for the event has been reached. You have to add X attendee(s) to the waiting list, or remove them to continue" when trying to register.

If the registrant chooses to continue, they must select the "Add to Waiting List" check-box.

You can view registrants on your attendee tab by filtering to Waiting List in the Show Only drop-down. Should registrations open up, you may register from the Attendee tab, or remove them from the waiting list.

Register an Attendee from the Waiting List

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1. For the desired event, click the Attendees tab.
2. Click Actions in the Actions column for the person you wish to register. To find those on your waiting list, select Waiting List from the Show Only drop-down list.

   

3. Click Register. NOTE: Do not select Update Registration. This option should only be used for individuals that are currently of Registered status.

   

4. Complete the necessary/required fields on the Edit Attendee screen.
5. Click Done.

The attendee is now registered for the event, and an invoice has been created. You can send and/or pay the invoice on the event's Attendee Purchases tab.

Remove Registrant from Waiting List

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1. For the desired event, click the Attendees tab.
2. Click Actions in the Actions column for the person you wish to remove from the waiting list.

   

3. Click Remove From Waiting List. This is an immediate action, there is no "undo".

Manage Event Attendance/Check-in

Check-in Roster

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While there is no established Check-in Roster document, you can achieve the same result by selecting Download Attendees from the orange Actions button in the top right corner of the Attendees tab. This will download an Excel file while you can edit to suit your needs and print to take to the event.

1. For the desired event, click the Attendees tab.
2. Click the orange action button.

   

3. Click Download Attendees.

   

4. Select the desired Attendee status from the drop-down list.
5. Click Download.

An Excel file will be available for you to use as a check-in roster.

Manually Recording Actual Attendance/No Shows

Check-in One Attendee at a time

1. On the desired event, click the Attendees tab,
2. Click on the Event Status drop down of the registrant you are working with.

   

3. Click on the appropriate status (Attended, No Show, Unknown).

Many Attendees at once

On the Attendees tab,

1. Click on the orange Actions button in the top right
2. Click Actual Attendance/No Shows.

   

3. For each attendee, select the appropriate attendance status: Attended, No Show, Unknown.
4. Click Done.

Download Event Attendees

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You can download a list of all of your event registrants to have a complete lists of all registration information. For example, if a meal choice was a custom field, you can use the download function to a create a list for the caterer.

1. On the event's click the Attendee tab.

   

2. Click the orange Actions button.
3. Select Download Attendees.

   

4. Select the desired Attendee Status.
5. Click Download.

Manage Attendee Purchases

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The Attendee Purchases tab will contain important information about the event-related purchases made by the attendee, including the Invoice # and and Discounts. Each column in the table is described below.

Billing Name

Name of the Billing contact for the purchase. Depending on your Billing Setup, this may not be the person who registered

Invoice #

Also available on the Attendee tab, clicking on the invoice # brings up the Edit Invoice window. This column is color-coded so you can see at a glance which invoices have been paid (green) and which are unpaid (red). If there is not an invoice # in this column there is no invoice, indicating the registrant selected the Pay at the Door/Please Invoice Me option and they have not yet been invoiced, or it is a free event. NOTE: If an invoice has been written off, the invoice number is marked with a strikethrough This helps staff members see at a glance that those invoices have been manipulated. 

In the Edit Invoice window you can make various edits to the invoice itself. If a payment has been made you can also view the payment history by clicking on the Reference Number in the Payment History section or Download Payment, Send Email, or Create Refund, all available from the Actions button in the Actions column in the Payment History. If no payment has been made, the Payment History section will be empty.

Discounts

The value of any discounts used on a purchase will be displayed here. Clicking the discount will display the Sales Discounts window for your review:

Invoice Total

For viewing only (not clickable), this displays the total of the invoice for the event registration, including actual registrations and additional items.

Invoice Balance

This column represents what remains to be paid on the invoice. If the invoice column is green this amount should be $0.00

Actions

From the Actions drop-down on the far-right side you can send the invoice via email, download the invoice, enter check/cash payment, or enter credit card payment.

Event Management-Payments

Enter a Payment

1. On the Attendee Purchases Tab., click the Actions drop-down of the registration for which you are entering payment.

   

2. Select the payment type you are enter, Check or Credit Card.

Refer to Billing: Accept Payments for the final steps.

Send a Single Event Registration Invoice

From the Attendees Purchases tab,

1. Click the Actions drop-down of the registration for which you are sending the invoice
2. The Send Email screen will be displayed, with the Billing Name in the To: field and the invoice automatically attached.
3. Enter a Subject (required) and a message (optional) [or use a template]
4. Click Send

Approve Events submitted by Members

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NOTE: Members with Create or Full Control access to Events in the Info Hub may add events, but the events must be approved by staff. If you wish to auto-approve events, enable Auto Approve Events Submitted From Hub under Setup > Info Hub Settings.

1. When an event is submitted via the Info Hub, staff who have subscribed to the Event Submitted For Approval will receive a notification that an event has been submitted. See Configure User Notifications for details.

   

2. Click the Approve Event link in the email. If you are currently authenticated in the software (logged in), you will be taken to the event's Overview tab. If you are not currently authenticated in the software (not logged in), you will need to log-in and navigate to the event's Overview tab.

   

3. Click the in the General Information section.

   

4. Select Approved or Declined from the Status list.
5. Click Done.

Event Sponsor Management

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Using the Sponsors/Ads module in conjunction with your events allows you to generate additional revenue and have GrowthZone do a lot of the work for you—-win win! To get started, you will setup Sponsorship Benefits. Once created, you will be able to use the benefits through all of your events.

NOTE: The Sponsors/Ads module is required to use this functionality.

Set up Sponsorship Benefits

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Benefits consist of any combination of the Sponsor Name, Logo, and/or URL appearing on the Event Page, Emails, and/or Registration page. For example, perhaps a Bronze sponsor has only their Name on the Event Page, the Event Emails, and the Registration Page; the Silver sponsor has their Name AND Logo on all three, and the Gold sponsor gets their Name, Logo, AND url on all three. You can create any combination; the only caveat is that if you want to display the url you must also display the name and logo.

1. ClickSetup in the left navigation panel.
2. Click Event Sponsorship Benefits in the Events section. Any existing benefits will be displayed.

   

3. Click the Add button to add a benefit

   

4. Enter a Name for the the new sponsor benefit.
5. Configure desired benefits:
   • Name on Event Page
   • Name on Event Emails
   • Name on Registration Page
   • Logo on Event Page
   • Logo on Event Emails
   • Logo on Registration Page
   • Sponsor Url on Event Page
   • Sponsor Url on Event Emails
   • Sponsor Url on Registration Page
   1. • Determine the Display Order of this Benefit. For example: Assuming Gold sponsors are displayed before Silver, and Silver before Bronze, Gold would have a Display Order of 1, Silver would be 2 and Bronze would be 3.
   • Click Done.

Adding Sponsors to an Event

1. Go to the Events module and open the event to which you want to add sponsors
2. Click on the Sponsor Setup Tab. Any existing Sponsor Registration Types will be displayed. If you haven't added any Sponsors yet you will only see the column titles

   

3. Click the Orange Plus button to add a Sponsor Registration Type

   

4. On the Add Sponsorship Type screen, configure the following:

   • Sponsorship Type-Enter a name for the new sponsorship type. (Gold, Silver, Bronze...)
   • Description-Description of the Sponsorship Type, this in internal only
   • Position-Confirm the Order this sponsorship will be (Should be the same as the Sponsor Benefit it will be associated with in a later step)
   • Sales Goal Quantity-Optional and internal. If you have a goal of X number of sponsorships of this type, enter that number here and the system will help keep track for you.
   • Maximum Quantity-Optional and internal. If you are limiting the number of this sponsorship type for this event, enter that number here.

   Fees

   • Item Select the Goods & Service Item this Sponsorship Type will be using
   • Quantity Enter the default quantity for this item. (Probably "1")
   • Price Enter the price for this Sponsorship Type
   • Hide on Invoice Check this box if the sponsorship is part of a bundle and you do not want it to appear as a separate line item on the invoice. The amount will roll into another invoice item and still be included in the total.
   • Click on the orange plus sign to add another fee item to this sponsorship type

   Sponsor Benefits

   Select the Sponsor Benefits this sponsorship type is related too.

5. Click Done

NOTE: It may be helpful to name your Sponsor Benefits the same as your Sponsor Types, to help match up at this stage.

Registering Event Sponsors

Currently sponsors can only be registered through the back office by a staff member.

1. Go to the Sponsors tab of the Event. Any sponsors already registered will appear here.

   

2. Add a new sponsor by clicking on the orange Actions button and selecting Add Sponsor,

   You could also select New Sponsor from the Actions Ribbon on the right side of the screen on any page within the event

3. On the Add Sponsor window, fill in the fields with the relevant information:

   

   • Sponsor Name The name of the sponsor--this contact must already be in your database.
   • Select the Address and Email if it does not populate automatically
   • Registration Date Optional. Enter the date the sponsor registered. (can be backdated)
   • Sponsorship Level Select the Sponsorship Type they are purchasing
   • Description This will default to the description you entered when you created the Sponsorship Type. It can be edited
   • Qty This will default to the quantity you entered when you created the Sponsorship Type. It can be edited.
   • Price and Total are populated automatically based on the Qty and the Price you entered when you created the Sponsorship Type. They cannot be overridden.
   • Message This message will appear on the invoice
   • Internal Memo This is a note to yourself or your staff regarding this sponsor. It is not required and is not public.
   • Sponsor Url The URL of the contact (if populated in the contact record), will automatically populate this field. It can be removed or edited. If it is edited it does not impact the contact record.
   • Sponsor Logo The logo of the contact (if populated in the contact record), will automatically populate this field. It can be removed or edited. If it is edited it does not impact the contact record.

   • The logo size recommendation is 400px wide by 200px high.

4. Click Done

Manage your Exhibitors

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If you are using the Expo module, you can add and manage exhibitors to your events on the Event page. The Expo module allows you to easily manage every expect, including:

• Create and publish your exhibitor event page
• Accept on-line exhibitor registrations
• Manage payments for exhibitors
• Assign booths, and other exhibitor needs
• Manage communications with exhibitors

Exhibitors - Initial Setup

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If you consistently offer the same booth types for your exhibitors, you can configure these ahead. This allows you to define booth configuration types, sizing and style of booth, as well as define your booth numbers. NOTE: The booth configurations, once setup, will be available any time you are setting up exhibitors. The booth types will then be available for selection when setting up your event registration page. Alternately, you can create the booth types on the fly setting up the event.

1. Click Setup in the left-hand navigation panel.
2. Click Booth Configurations in the Events section. A list of booth configurations you have previously setup for your organization will be displayed.

   

3. Click the Add button to add a new configuration.

   

4. Enter a Name for the booth type. The name will be included on the exhibitor registration form. A name may be something indicating the size and other characteristics of the booth.

   Enter a Description of the booth type. This can also be included on your exhibitor registration form.

   Select a Venue for the booth type. This indicates the location of the booth. If you have previously created venues, you may select one from the drop-down OR click the + button to add a new venue.

5. Booth Styles/Inventory: click the orange plus icon to add new booth styles and the number of each available.

   

   • Enter the Starting Number. This is the first booth number of this configuration type.
   • Enter the Ending Number. This is the last booth number of this configuration type.
   • Enter the Width and Height of this configuration type.
   • Enter the Style of this configuration type.
   • Minimum Quantity per Exhibitor - Enter the minimum number of this configuration type that an exhibitor may register for.
   • Maximum Quantity per Exhibitor - Enter the maximum number of this configuration type that an exhibitor may register for.
   • Click Done.

• Repeat steps above to add additional configurations.
• Once all configurations have been added, click Done.

Setup Exhibitor Registration Page

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NOTE: The Exhibitors options will only be displayed if you have selected "Event has Exhibitors" when the event is first setup.

1. On the Event page, click the Exhibitor Setup tab. NOTE: The Exhibitors Setup tab will only be displayed if you have selected "Event has Exhibitors" when the event is first setup.
2. Configure your Exhibitor Registration Optionsby clicking the pencil icon for Exhibitor Registration Options.

   

   • Enter a Registration Start Date - This is the date you wish to open registration for your exhibitors.
   • Enter a Registration End Date - This is the date that registration will close for exhibitors.
   • Select an Exhibitor Directory to be used for the exhibitors. You can add a new directory by clicking the + button.
   • Select your Terms/Conditions - These are terms/conditions that an exhibitor must agree to.
   • Enable Registration - Click the check-box to enable on-line registration.
   • Allow Invoicing - Select this option to allow the exhibitor to request to be invoiced.
   • Allow Logo - Select this option to allow the exhibitor to upload a logo when registering for the event.
   • Click Done.

3. Configure Exhibitor Types: This function allows you to setup your exhibitor packages.

   

4. Click the + icon to add a new Exhibitor Type.

   

   • Enter a Name for the Exhibitor Type - this name will be displayed on your web-page.
   • Enter a Description of the Exhibitor Type - the description will be displayed on your web-page.
   • Enter the Total Quantity of this Type - this is the total number of this type of booth. The software will track the number available/sold, and close sale of this type when total quantity is reached.
   • Included Staff Personnel: This section allows you to define the number of attendees allowed with the exhibitor registration, as well as the number of extra personnel that can be included. The Staff Registration Type is the cost of additional personnel.

   

   • • Select a Staff Registration Type from the drop-down list. This allows you to assign the fee item, and the price to be added to the base price of the exhibitor registration. NOTE: Registration fees may be added on the Attendee Setup tab for exhibitor type configuration, or you may click the to add a new registration type. Refer to Setup Your Event Fees for further instruction on setting up fees.
     • Enter Staff Personnel Included with Exhibitor Registration (0 if unlimited): This setting allows you to limit the number of personnel the exhibitor can include as attendees. If set to 0 there is no limitation. If you wish, you will be able to offer the option to charge for additional attendees.
     • Extra Allowed with Purchase: This setting allows you to limit the extra staff that may be added to an exhibitor registration.

   Base Fees: This section allows you to define the base fee for the exhibitor registration.

   • Fees.
     • Click the icon to add fees.

   

   • • Select a previously configured fee item from the Item drop-down list.
     • Enter a Description of the fee item (Optional)
     • Edit and/or Enter the Price of the fee item.
   • Booth
     • Select a Booth Type from the drop-down list. If needed, click the to add a new booth type, or click the icon to edit an existing booth type. See Exhibitors - Initial Setup for information on configuring your booths.

5. Setup Exhibitor Custom Questions: This option allows you to add custom fields to the exhibitor registration page.
   • Click Add Item.

   

   • Enter a Name for the field. This is the name that will be displayed in the back-office.
   • Enter a Display Name for the field. This is the name that will be displayed on the exhibitor registration form.
   • Select the Data Type. See Custom Fields for further information on data types.
   • Enter a Description: This will be displayed on the Exhibitor registration page, and provides a way to clarify the question you are asking.
   • Enter Characters Allowed: This option is only displayed if Text or Multi-text is selected, and allows you to limit the number of characters entered. This field MUST be populated.
   • If the registrant must fill in this field, click the Required check-box.
   • If your staff must fill in this field, when registering someone from the back office, click the Required For Staff check-box.
   • If the custom field should only be displayed for certain registration types, select the registration types from the Display Only for this Exhibitor Type list.
6. If there is a fee associated to this custom field, select a previously created fee item from the Saleable Item drop-down or click the to add a new saleable item.
7. Click Done.

Manage Exhibitor Registrations

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The Exhibitors (Beta) will display a list of registered exhibitors.

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Manage Event Sessions

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If using the Expo Module, you can setup and manage sessions for an event.

Add Session Timeslots

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The first step in setting up sessions for an event is to define timeslots. Once timeslots have been created you will setup your sessions, and assign sessions to the timeslots.

1. On the desired event, click the Sessions/Breakouts tab.

   

2. Click the Timeslots button.

   

3. Click the icon to add your timeslots.

   

4. Enter the Name of the timeslot. NOTE: This is not to be the name of a session, as you may assign multiple sessions to the same session. By default, the name of the timeslot is the date and time. This is displayed as the Date on your event page.M
5. Enter the Start Time of the session. Click the calendar icon if needed.
6. Enter the End Time of the session. Click the Calendar icon if needed.
7. Click Done.
8. Repeat steps 2 - 6 to add additional timeslots.
9. Click Close.

Create Sessions

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Once timeslots have been created, you will create your sessions and assign to timeslots. See Add Session Timeslots for instructions on setting up your timelots. NOTE: In addition to having setup your timeslots, you must also have registration fees setup. When creating a session, you will select the registration fee that a registrant must select in order to be eligible for the session. See Setup Your Event Fees.

1. For the desired event, click the Sessions/Breakouts tab.

   

2. Click the Add Session button.

   

3. Configure the following:
   • Name: Enter a name for the session.
   • Description: Enter a description for the session.
   • Timeslot: Select the desired timeslot. See Add Session Timeslots for instructions on setting up your timelots.
   • Location: Select the location of the session from the drop-down list. If needed, click the icon to add a new location.
   • Attendee Limit (0 if unlimited): Enter the maximum number of attendees allowed for this session. Set to zero if there is no limit.
   • Event Registration Type: Select the event registration type eligible for attendance in this session.
   • Main Photo: Upload a photo for this session. For example, you may wish to upload a photo of the speaker.
   • Click the icon to enter the name, title and details of the Speaker.
   • (Coming Soon) Goods/Services: If your event is setup to use V2 of the events module, you may add a fee to your event. Click the to select the desired fee item. See Select Event Public Module Version for information on updating your event page to V2.

   

   • (Optional) If using the Continuing Education module, click the to add a continuing education program/certification for this session.
   • Click Done.

Manage Session Attendees

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When you event is setup with Sessions an Event Sessions button is displayed on your event page.

Clicking the Event Sessions button, will open up a page which displays a list of all available sessions.

Registrants may click the Register for Event button, to select a registration type, and the sessions that they wish to attend.

View an Individual Registrant's Sessions

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1. For the desired event, click the Attendees tab.

   

2. For the attendee, click Actions.
3. Click View Sessions.

   

Resend Event Itinerary

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When a registrant selects sessions for an event, the confirmation received will include a list of the sessions they have selected. If needed, you can resend the confirmation. NOTE: This option is only available when an event has sessions.

1. For the desired event, click the Attendees tab.

   

2. For the attendee, click Actions.
3. Click Resend/Send Itinerary.

An email is sent to the registrant.

View All Session Attendees

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1. For the desired event, click the Sessions/Breakouts tab.

   

2. For the desired session, click the numbered link in the Registeredcolumn.

   

You may print this list by clicking the printer icon. You can also use the Event Sessions Report to view a list of all registered attendees.

Check-in Session Attendees

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1. For the desired event, click the Sessions/Breakouts tab.

   

2. For the desired session, click the numbered link in the Registeredcolumn.

   

3. In the Status column, you may choose Attended, Unknown or No Show from the drop-down list.
4. Click Done.

Event Reports

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Several reports are available for management and analysis of your events. See Event Reports.

Event Management FAQ's

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• How can I change the way fees are displayed on invoices? Click here.
• How can I generate a list of all session attendees? Click Here

• How can I setup my fees so that I can defer revenue revenue recognition to the date the event starts?

1. Select Setup.
2. Click Goods/Services in the Services, Products and Commerce section.
3. Click New.
4. Setup your goods/services for the event as you normally would (Click Here for full details of setting up Goods/Services) , with specific configuration of:

   • Revenue Recognition Type: This setting allows you to configure when the revenue will be recognized. Select Fully on Event Start Date to defer revenue recognition until the start date of the event.
   • Deferred Income Account: Select the deferred income account for this good/service. The drop-down list will be populated with the deferred income accounts configured in you Chart of Accounts. If you have chosen to defer the revenue for this event to a specific point in time, the revenue will be held in the deferred income account until that point in time.

With this goods/service, as registration fees are processed, the revenue will be placed in the deferred income account selected for the goods/service. On the day of the event, the revenue will be moved to the income account you selected for the goods/service. Income in the deferred revenue account can be monitored by running the Accounting Transaction Report or the Sales by Account Report. Click Here to view reports.