Event Management Central Walk Through: Registration Page

This is a walk-through of the registration setup page in Event Editing, so you can better understand each window, function, and button..

Event Registration Set-Up

Registration Settings

a. Registration Opens - This is for when you want the registration to be open before the event. You can adjust it by weeks, days, hours, minutes or manually select the date and time. We suggest adjusting it by 12 weeks or so for recurring events. You can adjust the time by clicking on the dropdown button beside "Registration Opens:".

Registration Types

Click on all registration types applicable to this event. Each event must have at least one registration type to ensure that registration opens at some point in time.

The multiple registration types available allow you to set a tiered registration schedule, usually only used when you have tiered registration fees, like an early bird special fee and or a higher fee for at-the-door registrations. Setting the multiple registration types here will allow online registration to automatically change the fee(s) due as scheduled here. It is convenient to use a date calculator to identify the dates/times relative to the event start date/time.

Please note: Registration Opens and At-the-Door Availability (close) dates are required for all events using registration.

Registration Mode and Attendance Options

a. Registration Information Survey - Allows an existing survey created in Gnosis to be integrated into the registration process, both online and in the client application. First, create the necessary survey then select the survey in the drop-down in the event registration setup form. Common uses for surveys within registration are to ask for food allergies/preferences and or child care needs for attending a program, or a shirt size for special events however, this is not a required option.

b. Registration Confirmation -can be used to specify a communications item to be automatically emailed to each person that is registered for the event (as opposed to the optional "Event Booking Confirmation" that will be auto-sent to each person making a booking - unless it is turned off for the event category).
Any communication with a recipient group based on the "Event Registration Administration" schema will be listed here to choose from.

NOTE: When setting up a recipient group for an event registration confirmation, we recommend using an existing "Registration Confirmation" recipient group rather than make your own.

Attendance & Registration Numbers

Numbers may optionally be entered to enable tracking of registration counts versus planned numbers.

• Budgeted Minimum – Used for tracking purposes only, via reporting results
• Budgeted Target – Tracking purposes only, via reporting results
• Maximum Capacity – Online registration will automatically close if the set number is met and the attendance kiosk will not allow unregistered people to check in. If a person tries to register for a capped event that is full, a message will display that the event is full and the person can contact a phone or email to be added to a waitlist. Contact Gnosis Support to set up or edit this message.

Registration Instructions

This is where you can add special instructions regarding the event registration. This information will appear on the event registration web page and in booking confirmation emails. Plain text entered into this area will appear unformatted, i.e. without bolding, paragraphs, bullets, etc. To create formatted text use the HTML Edit option. You can click the "Visual Edits" button to open the text editor where you can modify then click "Accept Edits" once done or "Cancel Edits" if you no longer want to modify.

 

Financials

• Enable Deposits - generally used for paid events where you need to take a deposit at the time of booking but do not need the full payment until a later date.  Enabling this option will allow a minimum payment of the deposit amount specified. 

a. Deposit Due By - this is for when registrants need to pay the deposit before the event. You can adjust it by weeks, days, hours, minutes, or calculate by the date.

b. Balance Due By - this is for when the balance needs to be paid before OR after the event. It can also be adjusted by weeks, days, hours, minutes, or calculated by the date.

You can adjust both options before the event or before and after depending on your preference.

Please note: This only applies to scheduled fee/ticketed events.

• Accounts & Classifications - All drop-down lists are the same used during Contribution Entry. If a new income class is needed, request your system administrator to add it to Reference Data. 

This section also allows a fee split between a tax-deductible amount and a non-deductible amount ($75 ticket = $25 goods and services and $50 donation). It is recommended to set up an additional event-related income account identified as non-tax-deductible – meaning the portion of the ticket assigned to that account ($25 from the example above) is not tax-deductible by the donor. When adding the new account in Reference Data, simply check the box in the Flags section on the righthand side to mark the account as Non-Tax Deductible.

• Payment Options - Click the appropriate box(es) to select the event's online payment option(s). For most ticketed events, the Pre-pay online (credit card) is the only option to select as Pre-pay offline would allow a person to register online but not pay for their ticket(s). During manual registration within the Gnosis client, check, a Gnosis user can enter cash, and credit card payments.
• Accounts and Classifications -

  This area only applies to Scheduled Fee/ticketed events and determines income allocations. All drop-down lists are the same used during Contribution Entry. If you need a new income class, please ask your system administrator to add it to Reference Data.

  This section also allows a fee split between a tax-deductible amount and a non-deductible amount ($75 ticket = $25 goods and services and $50 donation). It is recommended to set up an additional event-related income account identified as non-tax-deductible – meaning the portion of the ticket assigned to that account ($25 from the example above) is not tax-deductible by the donor. When adding the new account in Reference Data, simply check the box in the Flags section on the right-hand side to mark the account as Non-Tax Deductible.

  a. Income Account – Required field to identify the event fee (if chargeable)
  b. Goods & Services – Identify the non-deductible account, if desired to track the value portion of the ticket/fee (optional, but required if you wish to disclose the deductible portion of the donation to the donor).
  c. Campaign, Solicitation Code, and Source – Optional income class fields.
  d. Donate In Registration – Check to turn-on option for donors to make an additional gift, on top of their ticket/fee purchase. This option should not be turned on for peer-to-peer fundraising events.

Registrant Categories (and Charge Options)

This area is used to define first, who is able to attend the event, and second, what each category of registrants should be charged (for ticketed events). *There must be at least one category defined per event to activate event registration.

The system uses this category information to display the appropriate registration information to registrants and to restrict registration to persons entitled to attend.

• Category – Drop-down contains a list of registrant categories defined by your organization’s system administrator. These names will be displayed as “registration categories” during online registration. Set the categories to be made available for registration on the website; a category can only be used one time per event.

Also important here is defining which registration categories are for in-person attendance and which are for virtual/remote attendance. This is done in Reference Data where the Event Registration Categories are defined:

*Each registration type (where applicable) should have a corresponding "Flag" checked on to indicate to the Gnosis system whether the registration category is in-person or virtual. This in turn triggers the appropriate iconography to appear on the calendar and elsewhere.

• Category Description – An optional field where if the text is entered it will override the Category name listed in the previous column. This is an option to customize the category names visible during online registration.
• Memb. Cat. – Restricts registration to persons with one or more of the conditions selected. For instance: If only "General Public" is checked on, other types of records such as "Member" would not be eligible to register for the event.
  *This column lists both "Membership/Record Status" options and optionally, a selected category of Attributes that can be set up by the system administrator to be used to define which persons are eligible to register for any particular event; typically the "Roles" attributes from the "General Attributes" tab is identified here.
  *If a person does not have the designated "Membership/Record Status" required for an event and does not have an attribute in the list of attributes selected as required for registration then they will not be able to register. Additionally, only the category options for which they do qualify will be presented to them as registration options.

• Enab. (Enabled) - Determines whether the category is currently available for registration.
• Tkt. Prefix - If printed ticketing is desired, this field activates the addition of print-at-home tickets. Enter an alpha-numeric prefix to have Gnosis add print-at-home tickets to the event booking confirmation. The prefix that you apply will be prepended to the ticket number. Different prefixes used for each registration category can differentiate different classes of tickets.
• Ticket Limit - Allows you to set a limit on the specific registration/ticket category for all ticket sales.
    *Example: if you only have 20 VIP tickets available for the event, enter 20 in this category field.
• Num Tkts – Specifies the number of tickets that are provided with each registration of that type. This facilitates selling ticket bundles/tables.
• Min – Allows you to set the minimum number of 'Ticket bundles' (see Num Tkts) allowed for that registration category, per booking.
• Max – Allows you to set the maximum number of 'Ticket bundles' (see Num Tkts) allowed for that registration category, per booking.

Global Registration Eligibility

There is a system-wide setting that allows you to operate in one of these two ways for all events:

1. As long as the person booking is eligible to register, other persons on their registration list are also eligible.
2. Each member of the registration list must be independently eligible to register.

To set your system's behavior to a different modality - or to check on your current modality setting, review the option in the Event Management section of System Preferences where you can check/uncheck the box to change the modality of your system for all events.

If you want to be more selective about how to manage this on an event-by-event basis, you can leave this setting set to enforce eligibility and implement the restrictions/allowances by adding multiple registration category lines in an event and making one or more of them available to persons of all statuses in your system.

Ticket Pricing

If there is only one open date for registration (Early Bird and Pre-Event Availability is not selected above), there will be one column titled At Door. If Early Bird and or Pre-Event Availability is checked above, additional columns will show, Early Bird and or Pre-Event. For each necessary registration period, enter the full fee/ticket price.

• G&S Val – Enter the goods and services value of the fee/ticket.

The system will do the math for each purchase, correctly applying the G&S amount of the ticket to the G&S account identified above and apply will the remaining amount to the donations income account identified.

After completing the "Registration Setup" screen, click "Next" to proceed to additional forms or click Finish to save the event and registration settings.