Choosing the Type of Event to Create

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How to Choose an Event Registration Model

 

Form-Driven Registration (Event with Form-Driven Registration)

The Form-Driven Registration allows the user to click on the registration button, fill out information and submit the form – that’s it.  No more “Are you attending?” The user will be required to complete the entire process in order to be registered. This model can have associated activities, with or without fees.  This registration model will be selected by default.

Selecting the Form-Driven Registration option when creating the event and 'accepting all registration defaults' will not take the admin through the Event - Event Registration Fees & Commerce Items step.   The admin is not be allowed to add a field to the registrant step or the guest step that drives registration.  The Form-Driven Registration model will not include a field on the main event that drives registration and the admin will not be able to add a field that drives registration.  When the admin goes to add field on the main registration or the guest category, the 'This field drives Registration/Attendee list' checkbox is hidden.

Submissions on a Form-Driven event for the primary registrant and their guests will appear in the submissions grid, in the event exports, on the attendee list if enabled, and in the member's event history.

The admin can do the following on a Form-Driven event:

  • Add new category
  • Add existing category
  • Add a donation category
  • Add activity
  • Add steps
  • Edit step settings
  • Sort steps
  • Lock Form
  • Configure the Review / Finish Pages
  • Edit Billing Page Header
  • Configure the Member Confirmation Email
  • Configure the Admin Confirmation Email
  • Add/Manage Registration Fees and Commerce Items
  • Attendee List
  • Form Reporting
  • Import Form Data
  • Purge All Submissions

There is a check in place to ensure that a field that drives registration cannot be added to the main event on an Activity-Driven Event. The 'This field drives registration' option is hidden on the admin side when adding a field at the main event level.

Event RegistrationEvent FeesActivities (with or without fees)Guest NamesEvents with Donations
Form Optional (can't drive registration) Optional Optional Yes
Fee Required Optional Optional Yes
Activity Optional (can't drive registration) Required Optional Yes
Simple RSVP No No Optional Yes

Fee-Driven Registration (Event with Fee-Driven Registration)

The Fee-Driven Registration is used for an event that will charge a fee for attendance.  The user will have to purchase the Event fee in order to be registered. This model can also have associated activities, with or without fees and donations are supported in this model.  The Donation Category cannot be added to the Guest step or the Activity step, but it can be added to the Registrant step and or any other step added to the event form.

NOTE: The Donation category is only available the first time the user goes through the form.  If a user comes back to edit their registration, and the donation category is on a step by itself, the category won't show unless you have at least a rich text field or another field (with an audience of everyone). You must have that extra field (or fields) on the step in order for users to be able to edit their registration and complete the form successfully.

There is a check in place to ensure that a Fee-Driven event is configured with a fee control or a commerce item that drives registration.  If the event has no fee or commerce item driving registration, a message is displayed to the admin in the Build Form Mode and the Data Entry Mode, letting them know that a registration field is required.  In addition, the 'Save and Continue' button is disabled on the Data Entry Mode.

If the Fee-Driven Event doesn't have a registration field, a user on the front end will not see a Registration button on the Event Center Page and if they do get to the Event Form through an email link, the Save and Continue button is disabled.  The end result is that a user and/or Admin cannot register for the event if the event does not have a registration field.

Front-end Validators on a Fee-Driven Event

In the legacy ticket-based model an admin could submit the ticket-based event form without registering the user for the event   For a fee-based event, when an admin is registering on the behalf of someone, they are required to register for the fee-based event.  This means they have to select an option for a field that drives registration on the event form for the primary registrant and their guests.  If the admin gets to the last step of the form without selecting an option for the field that drives registration for the primary registrant, they will receive messaging telling them that 'Selection of at least one field driving registration is required to proceed.'  If the registration driver is not selected for the primary registrant, the message will appear on the last step.  If the registration driver is not selected for the guest, the message will appear on the guest step.  Best practice would be to make the field driving registration a required field.

Activity-Driven Registration (Event with Activity-Driven Registration)

The Activity-Driven Registration will register the user for the overall Event if the user is registered for any of the associated Activities.  This is the new model for the Homecoming or Reunion weekend type of events.   Activities can be both free and/or fee-based.

Selecting the Activity-Driven Registration option when creating the event and 'accepting all registration defaults' will not take the admin through the Event - Event Registration Fees & Commerce Items step.   The admin is not allowed to add a field to the registrant step or the guest step that drives registration.    The  Activity-Driven Registration model will not include a field on the main event that drives registration and the admin will not be able to add a field that drives registration.  When the admin goes to add field on the main registration or the guest category, the 'This field drives Registration/Attendee list' checkbox is hidden. 

Selecting the Activity-Driven Registration option when creating the event and 'accepting all registration defaults' will take the admin through the flow of adding an activity to the event.  The 'Create related activities'  option will be checked and disabled, meaning the admin will not be able to uncheck the option.  At least one activity is required.

Submissions on an Activity-Driven event for the primary registrant and their guests will appear in the submissions grid, in the event exports, on the attendee list if enabled, and in the member's event history.

The admin can do the following on an Activity-Driven event:

  •  Add new category
  • Add existing category
  • Add a donation category
  • Add activity
  • Add steps
  • Edit step settings
  • Sort steps
  • Lock Form
  • Configure the Review / Finish Pages
  • Edit Billing Page Header
  • Configure the Member Confirmation Email
  • Configure the Admin Confirmation Email
  • Add/Manage Registration Fees and Commerce Items
  • Attendee List
  • Form Reporting
  • Import Form Data
  • Purge All Submissions

There is a check in place to ensure that an Activity-Driven event is configured with at least one activity.  If the event has no activities, a message is displayed to the admin in the Build Form Mode and the Data Entry Mode, letting them know an activity is required.  In addition, the 'Save and Continue' button is disabled on the Data Entry Mode.

If the Activity-Driven event doesn't have an activity, a user on the front end will not see a Registration button on the Event Center Page and if they do get to the Event form through an email link, the Save and Continue button is disabled.  The end result is that a user and/or Admin cannot register for the event.

There is a check in place to ensure that a field that drives registration cannot be added to the main event on an Activity-Driven Event. The 'This field drives registration' option is hidden on the admin side when adding a field at the main event level.

If an admin sets a role on every activity on an Activity-Driven event, a message will appear to the Admin in the Build Form Mode and the Data Entry Mode letting them know that assigning specific roles to all activities could cause a registrant to not see any activities and they would not be able to register for the event.

Simple RSVP Registration (Event with Simple RSVP)

The Simple RSVP Registration is a very simple Event option with RSVP Yes / No.  It is designed for use in smaller events where the client wants to explicitly know who is unable to attend.  To reduce complexity, reporting and support issues, activities cannot be added to a Simple RSVP Event.

When the 'Simple RSVP Registration' option is selected, the 'Create Related Activities' option is grayed out.  Activities cannot be added to simple RSVP registrations.  The 'add activity' option under Manage Forms has also been removed for this registration model.

In addition, Simple RSVP Registration events will only be allowed to have a radio button series drive registration.  DropDown List, List Boxes, MultiSelect Box, etc. cannot be used to drive registration.  To keep the reporting and exporting easier, the event should only use a simple Yes / No in the radio button series that drives registration.

An RSVP event will by default have the registrant step with First Name, Last Name, Email, Class Year, the 'Are you attending? yes/no radio button series, and the Attendee list opt-out field.  It will also have a guest step if the 'Allow registrants to bring guests option' is selected.  

There is a check in place to ensure that a Simple RSVP event is configured with the 'Are you attending?' registration driver.  If the event has no registration driver, a message is displayed to the admin in the Build Form Mode and the Data Entry Mode, letting them know that a registration field is required.  In addition, the 'Save and Continue' button is disabled on the Data Entry Mode.

If the Simple RSVP event doesn't have a registration field, a user on the front end will not see a Registration button on the Event Center Page, and if they do get to the Event Form through an email link, the Save and Continue button is disabled.  The end result is that a user and/or Admin cannot register for the event.

Front-end Validators on a Simple RSVP Event

If a primary registrant responds 'NO' they will not be attending the event, they are not allowed to register a guest.

Changing Registration Models

An admin will be allowed to change the registration model via content properties before any submissions have been made on the event.  Before submissions have been made, the four new registration models will be displayed on the 'Edit Event' page.  The registration model of the event will be selected and the admin will be able to change to a different model.

Once submissions on the event have been made, only the registration model selected for the event is displayed.  The other registration models are hidden and a note is displayed to the admin letting them know the model cannot be changed.

 

Changing Registration Models

From/To Form-Driven Fee-Driven Activity-Driven Simple RSVP
Form-Driven N/A
  • Admin is taken through the flow of adding a registration fee / commerce item to the event.
  • The registration fee / commerce item driving registration is added to the bottom of the registrant category and the guest category.
  • Any activities on the event will remain.
  • Admin is taken through the flow of adding an activity to the event.
  • The activity is added to the second step or third step depending on if guests are enabled.
  • Any activities on the event will remain.
  • The admin
  • The 'Are you attending? Y/N radio button field is added as a field that drives registration to the bottom of the registrant category.
  • will need to go in and add the 'Are you attending? Y/N radio button field field that drives registration to the guest category.
  • Any activities on the event are removed.
Fee-Driven
  • The fee or commerce item driving registration is removed from the Registrant category and the Guest category.
  • Any activities on the event will remain.
N/A
  • Admin is taken through the flow of adding an activity to the event.
  • The activity is added to the second step or third step depending on if guests are enabled.
  • Any activities on the event will remain.
  • The fee or commerce item driving registration is removed from the Registrant category and the Guest category.
  • The 'Are you attending? Y/N radio button field is added as a field that drives registration to the bottom of the registrant category.
  • The admin will need to go in and add the 'Are you attending? Y/N radio button field field that drives registration to the guest category.
  • The fee or commerce item driving registration is removed from the Registrant category and the Guest category.
  • Any activities on the event are removed.
Activity-Driven
  • The fee or commerce item driving registration is removed from the Registrant category and the Guest category.
  • Any activities on the event will remain.
  • Admin is taken through the flow of adding a registration fee / commerce item to the event.
  • The registration fee / commerce item driving registration is added to the bottom of the registrant category and the guest category.
  • Any activities on the event will remain.
N/A
  • The 'Are you attending? Y/N radio button field is added as a field that drives registration to the bottom of the registrant category.
  • The admin will need to go in and add the 'Are you attending? Y/N radio button field field that drives registration to the guest category.
  • Any activities on the event are removed.
Simple RSVP
  • The 'Are you attending? Y/N radio button field that was driving registration is removed from the registrant category and the guest category.
  • Admin is taken through the flow of adding a registration fee / commerce item to the event.
  • The registration fee / commerce item driving registration is added to the bottom of the registrant category and the guest category.
  • The 'Are you attending? Y/N radio button field that was driving registration is removed from the registrant category and the guest category.
  • Admin is taken through the flow of adding an activity to the event.
  • The activity is added to the second step or third step depending on if guests are enabled.
  • The 'Are you attending? Y/N radio button field that was driving registration is removed from the registrant category and the guest category.
N/A

Event Scope Checklist

Additionally, the attached Event Scope checklist (eventscope.pdf) below can help you plan the details of your event before you start creating it.   Also attached is the Unique Features of Each Event Model document which highlights the features and benefits of each type of event.

 

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