REGISTRATION ITEMS
Registration Items are a fundamental building block to your registration experience. Effectively, you can use registration items to construct a "catalog" of options for your attendees. The catalog options can be priced or free.
The main goals of adding an item to your registration is to:
- Track selections via your post-event reports (i.e. head counts for meals and activities)
- Capture revenue and fees from attendees (i.e. charge event registration fees)
- Provide attendees a way to RSVP to certain things
Here are a few more specific examples of how our event hosts will use registration items:
- Creating session options for registrants to select
- Adding registration fees to the form & levels of access (i.e. full registration, 1-day registration item)
- Ancillary goods (i.e. meal options, t-shirts, etc.)
- Course & class choice (may also attach CEU hour values to these items)
CREATE A NEW ITEM
Event the Event Builder, then select the REGISTRATION tab at the top. Click the Registration Items tool on the left. First, click the CREATE NEW ITEM button in the upper right corner of the tool - you'll see 4 options:
Here's a breakdown of each:
- SIMPLE REG: use this item when you'd like to allow registrants to select a quantity of greater than 1. (e.g. event host allows purchase of multiple event passes for other guests)
- ENHANCED REG: restricts registrant to a quantity of one (1-to-1 relationship, attendee-to-item)
- GOODS & SERVICES: this item type allows you to attach entree items and apparel sizes to the selector for registrants, making this a great choice for ancillary good options
- RECURRING: allows you to create a full set of Simple Registration Items and edit them in a grid. Most often used for sets of courses offered at an event.
CONFIGURE YOUR ITEMS
Click on an item to open its settings panel. You will see a mini tabbed menu on the left of the settings panel
Read about each tab in more detail below.
BASICS
The Basics tab is just that. You can nail down the fundamental attributes of a particular registration item. The settings in this tab are particularly the first you will consider for a given registration item:
- Active Toggle - at the top, you can toggle the item to Active/Inactive status. Active status means the item is ready for being shown publicly to registrants. Inactive status will hide the item from the public registration form.
- Note that Inactive status will NOT impact existing registrants that may have selected the item while it was set to Active status.
- Title - what is the item called? What will be presented to registrants and what will show on their invoice or receipt?
- Description - what's included with this item? You'll want to think about what this option actually offers within the context of your event! Does it include all-access? Lunch included? What's happening? Generally, you want to keep this concise... the less that attendees have to read during the registration process, the better
- Note that when pasting text into the item description from an outside source, make sure to highlight and clear formats (after pasting into Eventsquid) using the Tx button within the text editor. Otherwise, you may bring over extraneous characters that will display on the form.
- Limit for EVENT - this is the CAPACITY limit of the option for the event. If you are offering 200 registration passes for sale, you'd put 200 in that box. It's the total available for the event.
- Limit PER REGISTRATION - this is the limit PER registrant. In other words, it's the maximum selectable quantity that a given registrant is capable of selecting. ENHANCED items cannot have this setting increased over 1. SIMPLE items can have a dynamic limit, which gives the user a dropdown menu in the form. Click HERE for more information on this concept.
- Guest Privileges - click HERE to learn more about Guest Setup
- Item Price - at the bottom right, you will see a box to place the price of the item. You can also implant multiple date-based price tiers within the same item by clicking the ACTIVATE AUTO PRICE CHANGES button just below that box. This is great for early bird pricing (you can simply enter the early bird price in the box, then use the Auto Price Changes utility to add regular and late pricing for a later date).
- Control Type - for items that have a limit PER registrant to 1, you can set the control type to either a YES/NO toggle or a checkbox selector. The YES/NO button fulfills the same purpose as a checkbox; however, it requires the attendee to select EITHER yes or no. This is a great option for activity RSVPs.
- Registrant Must Choose This - this toggle gives you the ability to require the selection of a certain item. This is typically used for checkbox input items and sometimes items with a dropdown menu (allowing quantity selection with Simple Items). This setting is extremely useful for requiring attendees to add fees to their shopping cart (pay for admission to the event).
- With CHECKBOX items (i.e. Enhanced Items or Simple Items limited to 1), the box will be auto-selected for the registrant and cannot be de-selected
- With DROPDOWN items (i.e. Simple Items with limit PER registrant greater than 1), the registrant will be required to select AT LEAST a quantity of 1
LOCATION & TIME
After clicking the Location & Time tab within the registration item settings panel, you will see a pop-up that looks like this:
The Location & Time window allows you to attach a venue, start/end date and start/end time to a given registration. Sometimes, your registration items might represent an activity (i.e. a breakout session or optional tour). Giving the item a date and time helps the attendee understand what they are registering for.
Additionally, once an item is given a date/time, it can be added to the agenda as an ITEM-CONNECTED SLOT. Creating Item-Connected Slots allows you to create registration options that are integrated with the agenda. This enables attendees to effectively build a personal itinerary through the signup process.
Click HERE to learn more about Item-Connected Slots.
QUICK TIP: before you can add item to the agenda, make sure you have an agenda created in the first place! In the Event Builder, select the AGENDA tab at the top, then click the Agenda Setup option on the left. If you haven't yet created an agenda within your event, you'll see a CREATE ONE NOW link. Click to generate, then you can start adding manual slots and item-connected slots.
OPTIONS
The Options area provides a list of common settings and toggles that can be used in a variety of event scenarios. Below is an overview of each setting, with associated links for additional resources in the library:
Hide from Event Website - determines if the item should show or hide within the Attendee Items panel on the event homepage (depicted below):
- The Attendee Items panel can also be hidden altogether in the Builder
- Select the WEBSITE tab, then click Display Options on the left
- Scroll down and open the EVENT WEBSITE - CONTENT PANELS section
- Hide the Attendee Items Panel
Hide From Receipt - determines if the item should or should not be shown on the attendee's auto-generated invoice / receipt as a line item
Discountable - this setting can preclude an item from being tallied in the discountable total cart balance of a registrant. This is applicable to percentage-based discounts; if the item is NOT discountable, then the item's total would not be included in the percentage calculation of how much should be discounted off of the total.
Minimum / Maximum Age - will hide the item from the registration form if the attendee doesn't meet the applicable age requirement.
- NOTE: you MUST ask for the BIRTHDATE on the registration form using the BUILT-IN prompt within the Form Prompt List in order to use age requirements. You CANNOT create a Custom Prompt to ask for birthdate.
Item-Specific Prompt - provides a pop-up window within which an attendee can submit a freeform text response to a short question. This is not an alternative to using Custom Prompts, but it provides a quick way of requesting simple information.
You can access this data within the Report Builder:
- Within the left menu, select the gear icon next to the REGISTRATION ITEMS header
- Select ITEM SPECIFIC PROMPT
- Then below, find and select the relevant registration item that it is attached to within the form
When Filled, Open - this is a setting dealing with waitlists. Scroll down or click HERE to learn more about waitlists. The setting shows which item will open (show up) on the registration form once the current item is sold out.
SUB-CLASS MANAGER
Sub-Classes are options provided within a Registration Item. Sub-Classes are placed into different CATEGORIES. The Sub-Category type is selected using the dropdown at the top right. Think about Sub-Category types as buckets for organizing the different types of sub-classes.
For example, there is a "Club Type" sub-category for adding golf-related activities. There is an "Option" sub-category type for adding generic options within (we find this Sub-Category Type to be universally applicable in many different scenarios).
You can customize which sub-classes are offered within an item by using the ON switch. You can also set a limit for that given sub-class option.
QUICK TIP: Sometimes, you may need multiple registration items to offer sub-class options with limits; however, when someone selects a sub-class option on one registration item, the reduced capacity then needs to reflect across ALL items that offer that same sub-class!
Take for example the situation of time slots. Let's say your event is offering test driving slots from 12pm-4pm. There are 5 cars available for rental.
- Mustang
- Ferrari
- Ford GT
- Porsche 911
- Prius
But, there is only one track to drive on. Thus, if someone signs up for a Mustang slot at 12:30pm, then no other card should be available for driving at that given time.
How would you set this up?
- Create a Registration Item for each car (Enhanced item)
- Open the Sub-Class manager for each item and use the SLOT category type
- Flip the switch for each time slot available, then set the limit (on each slot) to 1
- Repeat for all items!
The SLOT sub-class category type ensures that:
- For any given car, only 1 person can drive it during a given time slot, AND;
- For any given time slot, only a single car can occupy the track
During registration, once an item is selected within the registration form, a window will pop-up and require the attendee to make a choice using a dropdown menu:
Once selected, the registrant can proceed with registration.
You can also assign sub-classes from multiple Sub-Category Types within the SAME registration item. In this case, the business rules for the attendee are the same: the user must select a sub-class from each menu (or each Sub-Category Type):
FREE EXTRAS
The Free Extras tab allows you to bundle items together. Is the lunch option included free with a Full Registration, but not a sing-day registration? Use the Free Extras tab to link the lunch to the Full Registration Pass.
You can use this tool to bundle 1-to-1 registration items; you can also use Quantity-Based Included Items to bundle more than 1 of a certain item to the "main" selection.
QUICK TIP: It's only worth using the Free Extras tool when the option you are including for free is also another registration item that you built in the system. Otherwise, for certain things you are not tracking within Eventsquid, you don't need to worry about setting up Free Extras.
When connected, the free-included item(s) will display on the registration form for the registrant to see and automatically add the included item to their basket:
You can control the automated text for "Free Extras".
- In the description of the item that triggers free extras, the default is to add text that tells the registrant what is included free when selecting the item.
- In the items that are "free", a text will show in the item header INCLUDED FREE
- You can change either of these settings under WEBSITE > DISPLAY OPTIONS > Event Website & Registration Form Content options. The "Free Extras Item Label" controls what is displayed on the free items. Free Extras text in item description can bee hidden.
EXCLUDE ITEMS
The Exclude Items tool allows you to create business logic and rules between your registration items. For example, if the user picks "Registration Pass", then they cannot pick "Single-Day Registration".
The Exclude Items tool is intuitive as well. As soon as you exclude an item, the exact opposite will automatically occur in the excluded item back towards the original. Thus, the system will always automatically enforce a mutually exclusive relationship between two items.
During registration, once an option is selected, the other will "grey out":
If the user changes their mind, they can simply de-select the current option and select the other; the opposite reaction will then occur.
ACCESS
The Access area gives you a few different options for creating item-related codes.
- Check In Validation Code - creating check in and check out validation codes will enable attendee self check in (including virtual check in) which can be used for session attendance and CEU tracking
- Item-Related Link // Unlock Code - anything added in this box will show within the confirmation email of any attendee that selects this option. It will not be revealed until then (i.e. only providing a content link after payment and checkout). The code will appear within the attendee's confirmation email, underneath the YOUR SELECTIONS portion of the email (see screenshot):
- Registration Access Code - the Access Code can ONLY be used once the Registration Item is included within its own ITEM GROUP. Once a code is saved and the item is within a dedicated grouping, everything is set.
- During registration, the user will need to enter the code for validation; once this is done, the item will be revealed on the registration form.
ITEM IMAGE
In this section, you can add a small thumbnail image to help advertise your registration offering. After click ADD PHOTO, select a file from your system, then confirm the upload.
On the registration form, the attendee will see the icon you added in the left corner of the item box:
APPAREL SIZES
The Apparel Sizes tab gives you the ability to include a size dropdown for the registrant. You can activate sizes with the checkboxes.
On the registration form, the attendee will pick from the dropdown:
To pull a size report, visit the dashboard. Then select the reporting icon on the left side of your event. You can either use the dedicated apparel report, or the Report Builder.
The Report Builder requires just a couple steps to include apparel sizes within the data output:
- Within the left menu, click the gear icon next to the REGISTRATION ITEMS header
- Select the box for APPAREL SIZES
- Then, locate the registration item (that included the apparel sizes) below and activate that
- Hit REFRESH and the dataset will show a column for sizing
MAKE WAITLIST
Click HERE to learn all about creating and managing waitlists in depth.
Here is a quick walkthrough:
- First, click the CREATE WAITLIST button
- A new item will be generated that is connected to your "main" item
You can see the connection within the "main" item by clicking the OPTIONS tab:
At the bottom, you will see a toggle "When filled, open". This indicates which item will be presented as a waitlist once this current item is filled.
Then, you need to set a capacity limit for the "main" item so that the waitlist can open:
- Click the BASICS tab
- Enter the limit in the upper right corner "Limit of the item for the event
- NOTE: the waitlist item can also have its own capacity limit
