Event with Simple RSVP

Follow

 

TABLE OF CONTENTS

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.

 

Create New Event – Simple RSVP

There are three ways to create a new Event (based upon administrative rights).

  1. From the top-level navigation, under Events, select New Event.
  2. Click Create New Event from the Manage Events grid.
  3. Or, click by the calendar to which you want to add the item.

If you are in Simple Mode, the options shown will be very stream lined and several defaults are being chosen “behind the scenes”.   If you toggle to Advanced Mode, you will see all of the choices in Simple Mode plus many additional options. The additional options will be shaded a different color so the “added items” will be obvious. These instructions will cover all of the steps you would take in Advanced Mode.

1. Event Name:  Enter an Event Name. (The Event Name field has a 75 character limit.)

2. Event Listing/Calendar:  Select the Listing or Calendar where you want the Event to be displayed.  Use Control or Shift to select multiple items.

NOTE: Choose listings based on where the listings have been placed and where you want them to display.  Use the Control key to select multiple listings.

3. Custom URL:  Enter a Custom URL for the Event if desired.  This allows you to use this link in messages to users, show it on other web pages and lets users link directly to the Event Detail Page.

4. Select the Audience you want to see this content.  You can allow everyone or only certain members to view the information.

Display Audience: Allows you to set the Event Detail Page audience separately from the form audience. This means, for example, that the Detail Page of your event could be displayed to “Everyone,” while the actual registration form is only accessible to “Logged In” constituents.

Form Audience:  Allows you to set the audience for the event registration form which determines who can register for the event.

    • Everyone - Audience does not need to be logged in to view this content. (For Form Audience on Events with RSVP/Registration, indicate if users are required to login / create a Non-Member account before proceeding or if a Non-Member will be created behind the scenes automatically.)
    • Logged In- Members must be logged in to view this content.
      • Role - Only members who fit the criteria for a certain role (i.e., Class of 1992, Current Students, or Female alumni) will be able to see this content.  Choose from the previously created list of roles in the dual list box and use the arrows to select. 
      • Deny Access to the following: You may also exclude certain groups from the  Audience by using this checkbox. Then, choose from the previously created list of roles and use the arrows to select a group to exclude.

For example, you could include Everyone in the Audience except the Class of
2008:
- Select Everyone in the first list box.
- Click the checkbox to Deny Access to the following.
- Select Class of 2008 in the second list box

 

  • For Events, "Calendar Announcement" and "Events with Detail Page only" event types will follow the Display Audience option. The Form Audience does not apply to these types of events.
  • The system will not allow the Display Audience to be more restrictive than the Form Audience. For example, if the Display Audience is set to "Logged In," the Form Audience cannot be set to "Everyone." If "Logged In" is selected for the Display Audience, then "Logged in" or "Role" are the only options available to select for the Form Audience.
  • If Identity Checkpoint is enabled on an Event/Campaign, both the Display Audience and the Form Audience are disabled. The Display Audience is set to "Everyone" and the Form Audience is set to "Everyone - Allow unregistered users direct access to the form."

 

4. Allow users to comment:  Select this option to allow constituents to comment on this content.   Users will see a comment box below the content for them to enter text.  The comment will be displayed on the page and the user can also choose to display the comment on Facebook.  Constituents will be asked to login to Facebook if they are not already logged in.

5. Set the Start Date and End Date for when the Event is taking place. Times are optional depending on the event.  

6. Event Type: Choose Simple RSVP.

7. Registration Date Range: Select the time period you would like users to be able to register for the event using the Registration Date Range boxes. You will set a Start Date and an End Date for registration. (Use Display Range to select when the Event Detail Page will be displayed if you want different dates from the Registration Range.)  NOTE:  The Start date begins at 12:01am CENTRAL and the End date ends at 11:59 CENTRAL.  You will not be able to specify a time zone for the Start date and End date.

8. Guests: Check the box to Allow registrants to bring guests. Uncheck the box if you do not want to allow registrants to bring guests to the event.

9. Detail Page Layout: Choose the Event Layout you want to use for the Detail Page.

10. Registration Settings

Enable Registration Limits across all registrants: This allows you to set a limit on the number of people who can register for the event. If you check the box, there will be option to set the Registration Limit across all registrants (enter a number).

Enable Registration Limit for each registrant: This allows you to set a limit on the number of people an individual can register for the event. For example, if the limit is four, the member can only register himself and three guests for the event. If you check the box, there is an option to set the Registration Limit per registrant (enter a number).

NOTE: Enable Waiting List: This option is no longer available for new events, but will still work for existing events. The access to the Waiting List is via the Form Management tools in Manage Events. If the option to turn off the Registration form when Registration Limits are reached has been enabled, then the Waiting List option should not be used.

NOTE : The Edit Registration Link option is now automatic, so it is no longer a configuration option when creating an event. For existing events created before the May 2013 release, admins will not be able to modify the edit registration option. If it was checked before the release, it will stay active. If it was unchecked, it will stay off. For existing events with the Edit Registration Link option unchecked and have existing registrations, the pre-population of form data option cannot be modified.

11. Features: Select the Features you want to include for your Event. There are several Features that are marked by default.

  • Attendee List - Indicate here if you want to provide members an Attendee List for this Event.
    • Display as pop-up window - The attendee list will display in a separate pop-up window.
    • Display as in-page content - The attendee list will display on the page.
  • Create Related Activities - Will be grayed out since Simple RSVP events can't have Activities created on an Activities step.
  • Message to Coordinator - Enable a text area for members to include a message to the Event coordinator(s).
  • Attendee List Opt-out - Indicate here if members will have the option to opt-out of appearing on the Event Attendee List.

12. For this example, select Accept all Registration Form Defaults.

13. Add Commerce Identifier (for commerce forms): Select a Commerce Identifier from the dropdown list. Enter the Value for the Commerce Identifier field. Click Add.
Commerce IDs allow you to assign commerce identifier fields to Events, Campaigns and Commerce Forms for passing to your payment system. These IDs will automatically be pulled in the Event, Campaign and Commerce Form reporting, and also Reconciliation Reporting. They can include Revenue Codes, multiple General Ledger codes, etc. For example, Commerce Identifier Name = Department and the Value = 1247 (or "Accounting", however you track it internally).
  NOTE: The Commerce Identifiers for your system must be set up by iModules. Please contact Application Support for assistance.

14. Click Create.

15. Event Preview:  In the content editor enter summary text for your Event  This is generally a teaser or summary of the event.  It will appear under the event name (if the module is formatted to show it).

16. Event Description:  In the content editor enter body text, images, etc.

17. There will be an area for Contact Information, but depending on your Event Layout, it may not be shown on the Detail Page.

18. There will also be an area for Location and Directions, but depending on your Event Layout, it may not be shown on the Detail Page.

19. Click Next.

20. You will be moved into the event registration form to add and edit fields on your event.  From the Manage Form menu, you can edit the Review/Finish pages (possibly called Review/Success if a commerce item has been added), the member confirmation email, or the admin confirmation email.

NOTE:  On a Simple RSVP event the only field that can drive registration is a radio button series.

 

Have more questions? Submit a request