Event Registrations
This section allows you to follow up on attendees who automatically register in your system thanks to the online ticketing system integrated with Membri and to make manual registrations for events on sale.
For registrations made on the online ticket office, registrations, invoices and payments are created automatically.
- Create a manual registration
- View event registrations through the event
- Cancel a registration
- Assign non-member registrations
- Download physical tickets
Create a manual registration
From the ticket office in administrator mode
Using the integrated ticketing in administrator mode allows you to create event registrations much faster than from the CRM.
Of course, your event must use our integrated ticketing for this option to be valid.
To use the integrated ticketing administrator mode:
- Select the Event Registrations section of the main menu
- Select
+Newin the toolbar to open a registration creation form - Choose an account, a contact and an event
- Select
Savefrom the toolbar - Select
Ticketing Adminin the toolbar to open the integrated ticketing in administrator mode - Complete each of the registration steps
The Notes and Assignment Notes fields are only displayed in administrator mode and allow you to take notes related to the assignment of participants.
The information entered there can be consulted from the file of each of the participants of a registration.
- Choose the
Invoiceoption to send an invoice to the email address indicated as the main email responsible for the registration or theNext stepoption to apply a payment if you have the payment information of the person responsible for the registration.
From the CRM
Most registrations are done online through the integrated ticketing, but you can register for any of your current events manually. Follow the next steps to get there.
From the Registrations section of the main menu (1), open the Create Registration form by selecting +New from the toolbar (2)
1. Describe the registration
The Summary tab contains boxes that contain general information about the listing. Complete the mandatory fields and the secondary fields for which you have information.
A. Registration information
| Options | Description |
|---|---|
| Account | Select or create account for which you are registering. |
| Contact | Select or create a contact associate with the account you are registering for. |
| Event | Select the current event for which you wish to register. |
| Ignore Ticket Limits | This option allows you to bypass the limits you have set for each of the ticket types of your event when creating tickets. |
The Registration Status, Invoice and Reimbursement Invoice fields are locked fields that will be filled in automatically.
B. Payment
| Options | Description |
|---|---|
| Apply Available Bill Credits | If the account has a negative balance, you can choose to apply this negative balance as a credit for participation in your events. |
| Limit the taking of invoice credit | If you enter Yes you will be able to limit the maximum amount of this negative balance (credit) that can be used to purchase tickets to your event. |
| Invoice credit intake amount | Determine the maximum amount that can be used. |
| Apply available contribution credits | Module in development to encourage participation in events |
| Limit the taking of contribution credit | Module in development to encourage participation in events |
| Amount taken from contribution credit | Module in development to encourage participation in events |
| Paid | If the registration is paid before invoicing (eg the person sent you a check at the same time as their registration), set this field to Yes so that Membri sends a receipt. |
| Payment amount | Indicate the amount of payment received. |
| Payment method | Indicate the method by which you received this payment. |
| Payment Details | Enter important information related to the payment (eg check #). |
C. Billing information
All information related to the contact you have selected should automatically appear in the fields of this box.
D. Notes
You can write notes about registration in general in this box. If the registration contains several participants, you will be able to leave notes on each of the participants in the following tab.
Save registration
To be able to add participants to the registration, you will first need to create it in the system. So save your progress by selecting Save from the toolbar.
2. Add Participants
Once the registration has been saved, you will be able to see all the options of the participant tab. This tab allows you to add participants to the registration and note the responses of each of them to the questions that are related to the activities present on the type of ticket they have chosen.
- Select the option +New participant in the box Participants (1) to open the form Quick creation: Participant
- Using the following table, fill in the various fields of the form (2)
- Save participant addition (3)
| Options | Description |
|---|---|
| Contact | Use the magnifying glass to search for an existing contact in the database. |
| First and Last Name | These fields populate automatically if you select an existing contact. Enter the participant's first and last name if they are not an existing contact. |
| Event and Registration | These fields are filled in automatically. |
| Member price | Determine if the participant is eligible for the member price. |
| Ticket type | Select the type of ticket to assign to this attendee. If the ticket has a number of participants greater than 1 (table, quartet, etc.), it is necessary to add as many participants as the number indicated on the ticket in order to be able to invoice the registration. You can simplify the task with the next option. |
| Create the other attendees of the ticket | This field is only displayed if you have chosen a ticket on which there are several participants. In this case, select Yes so that Membri365 creates the necessary number of participants. You will be able to see and modify them once you save the current participant. |
| Is a guest | This field allows you to determine if the attendee is a guest of a contact and keep this information for your event reports. |
| Telephone, email | Enter this information to access it in the future. |
| Rating | Add any information that may be of interest to you in connection with this participant's registration. |
- Repeat steps 1-3 until all registration participants are added
3. Add participant responses
Some of your activities may be accompanied by questions for participants. You can enter the responses of each participant manually when you register.
- Select a participant (1)
Select the Responses to questions tab (2)
Select +New Response (3)
- Search for a question related to this post (4)
- Enter/choose an response (5) and save it (6)
Repeat this process for all other questions related to the type of ticket chosen
Save and close this participant's responses (7)
- Repeat this process for all the other participants of this registration.
4. Bill a registration
Before proceeding to invoicing, press the Save button in the toolbar to save the registration (1).
All you have to do is select the Bill option in the toolbar (2)
The invoice for this registration will be automatically created and sent to the billing contact you have designated.
View event registrations through the event
You can consult the event registrations directly on the event.
- Select the event;
- Select the Related tab;
- From the drop-down, select the Event Registrations tab;
- Select the event registration to modify;
- Make changes on the event registration form;
- Select 'Save & close' to commit the changes.
Cancel a registration
When a registration is invoiced, it is possible to cancel it by specifying the percentage of the amount refunded.
Navigate to the billed registration. Select it (1) and click the 100% Cancel button in the toolbar to issue a full refund. (2)
Make a partial refund
If you wish to make a partial refund, choose the option that suits you (B) from the drop-down menu by clicking on the arrow just to the right of the button (A).
The following
- The reimbursement invoice will be created.
- According to the configured parameters, the main invoice will be canceled and the system will not create a reimbursement invoice
Where
- The system will create a credit note to refund or cancel the registration.
Make a partial participant cancellation
Standard cancellation cancels all participants from the registration and refunds a certain amount of the total event registration invoice amount. However, it is possible to cancel the participation of only certain participants of a registration without canceling the entire registration.
If you ever realize that you want to refund the participants that remains on the registration after a partial cancellation. The amount of the generated refund invoice will be calculated based on the participants remaining on the registration and not the original amount of the registration invoice.
- Select the event registration;
- Select the Participants tab;
- Check participants;
- In the box Registration participants select Cancel.
The selected participant must have an individual ticket to be able to be canceled individually or be the leader of a group of participants.
If the invoice is not yet paid
The participant will be rmoved from the event and a credit note will be produced based on the value of the ticket chosen by this participant and applied to the initial registration invoice to reduce the total amount. You can then resend the registration invoice to the person responsible for it.
If the invoice is already paid
The attendee is also canceled and a refund invoice is created. This is entered in invoice credits under the Invoicing tab of the account responsible for the 'until it is refunded.
Assign participants to groups
Each event registration generates activity participants. It is possible to assign these participants to groups/tables.
You must first proceed to the creation of groups/tables before assigning participants to them.
Understand the logic behind participant assignments
These assignments are possible thanks to a new entity: activity participants. Each activity on a ticket generates an activity participant when purchasing a ticket that gives access to said activity.
For example, a ticket that gives access to two activities will generate two activity participants who can then be assigned to a different group for each of the two activities.
Paul Jones purchases a ticket to your organization's annual golf tournament which gives him access to two activities:
- Round of golf
- Dinner
This purchase generates two activity participants for one event participant in the person of Paul Jones:
- Paul Jones the golf player
- Paul Jones the dinner guest
Each of these participants can then be assigned to a different group/table:
- Paul Jones the golf player will play in foursome 3.
- Paul Jones the guest will eat at table 6.
Assign a participant to a group
- In the event in question, select the activity to which to assign participants
- Select the Tables tab
- In the Participants to assign sub-grid, select a participant to assign
Consult the Assignment Preference column of the sub-grid or select the participant to access the value of this field.
The field only contains information when a member of your organization responsible for this event registration indicates it either directly in a participant's file at the time of a manual registration or in the Assignment Notes field which is displayed when each participant i registered on the ticket office in administrator mode.
- Use the Table search field to choose the table (participant group) to assign this activity participant to.
At this stage, you can also assign a role to this participant.
Simply use the search field Participant Role to select it. Of course, you will first need to create the different participant roles in the environment.
To do so, select + New Participant Role at the bottom of the search field to reach the list of participant roles section of the environment's Configuration menu and open a role creation form. Enter the name of this role and select Save and close to return to the activity participant assignment module.
- Select
Save and Close - Repeat steps 1 to 5 for each of the participants of the activity that appears in the sub-grid Participants to assign
Assign multiple participants at once
- In the event in question, select the activity to which to assign participants
- Select the Tables tab
- In the Participants to assign sub-grid, tick several participants to assign
- Select
Editin the upper right corner of this sub-grid - Use the Table search field and find the activity table to which to assign the participants.
It will then be possible to choose any table in your environment. Table names (if left blank when created) have the following structure:
Table code - Event name - Activity name
You can therefore use the search field to perform an exact or partial (*) search for one or more of these elements to identify the correct table.
Assign non-member registrations
The assignation of non-member registrations can be configured in two ways:
Non-member registrations are automatically assigned to a generic account;
Non-member registrations are automatically assigned to an account in your database if the match is perfect. If the match isn't perfect, they must be manually assigned to an account.
If registrations are not assigned to an account, registration invoices associated with the registration will not be transferred to the accounting system or sent by email.
However, confirmation emails will still be sent to the email responsible for registration.
If your environment is set up the second way, here's how to assign registrations that weren't automatically assigned:
- Navigate to the Dashboards section;
- Using the view selector, choose the Event and Registrations dashboard;
- Select the registrations from the list Event Registrations to assign;
- Using the Account search field, select an account from your database to assign the registration to. If the account does not exist, create a non-member account and select it;
- Select
Save And Close; - Repeat the previous steps for all the entries in the list.
Participants linked to these registrations must also be matched to contacts from the database.
Download physical tickets
If you generate physical tickets for your event, you can download participants tickets.
If you decide to download the tickets through the event registration entity, all tickets related to the chosen registration will be downloaded. However, you can access the record of a single participant and download only this ticket.
Download all participants' tickets of the event registration:
- Access the event registration you wish to download tickets using the main menu or through the event;
- Select the 'Download tickets' button.
Frequently Asked Questions
Why doesn't the number of registrations for an event match the number of attendees for that event?
When a person makes an online registration, he can buy several tickets and the tickets can contain several participants. For example, a member could register and purchase the following tickets:
2x Ticket - table for six = 12 participants
1x Ticket - individual seat = 1 participant
There would therefore be 13 participants for a single registration. So you want to export a list of attendees and not a list of registrations to prepare for your event. In addition to the list of participants, it is also possible to export a list of responses to questions associated with your activities.
Still unsure? Contact us - support@vendere.ca