Working with Events

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Contents

Configure Global Event Settings

Allow the Public to Submit Events

You can provide the opportunity for the general public to submit events. You will be able to review the events and approve prior to them being displayed on your calendar.

  1. Click Setup in the left-hand menu.
  2. Click Event Options & Settings, in the Association Options section.
  3. Expand the General Settings section if needed.
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  4. Tick Allow public users to submit events for display (requires approval of each submitted event by chamber staff).
  5. Click Save.

Configure Event RSS Feed Appearance for Your Public Web-site

Three RSS Feeds are available for your events: Upcoming Events, Featured Events, and New Events. You can configure the appearance of these feeds under Setup > Event Options & Settings.

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NOTE: These settings simply allow you to configure the appearance of the RSS feeds. You will need to add the module to your web-site. If we have created a SmartCMS site, this is done by adding a module feed to your site. If we have created a GZCMS site for you or you are using a third party web-site, you will need to generate a widget for your site.
  1. Click Setup in the left-hand menu.
  2. Click Event Options & Settings, in the Association Options section.
    Settings RSS.JPG
  3. If needed, expand the General Settings section.
  4. Configure the following for the *Upcoming Events List feed:
    • Heading/Title: You may customize the title displayed at the top of your RSS Feed. The default is Upcoming Events.
    • Maximum List Size: Configure the maximum number of upcoming events to include in your RSS Feed.
    • List Position: N/A.
    • Display rss icon on Event Search page: Select this option if you wish to include the RSS icon on your event search page.
  5. Configure the following for the *Featured Events List feed:
    • Featured Events Title: You can customize the header displayed on your website for the Featured Events RSS feed. The default is Featured Events.
    • Maximum List Size: Configure the maximum number of featured events to be included in your RSS Feed.
    • List Sort Order: Select the order in which you wish to display your featured events in the RSS Feed. They may be displayed either by Start Date of the event, Event Title or Custom Order. If Custom Orderis selected, when editing your featured events, you will be able to drag and drop the events in the order that you wish.
    • Display rss icon on Event Search page: Select this option if you wish to include the RSS icon on your event search page.
  6. Configure the following for the *New Events List (RSS Only) feed:
    • New Event List Title: You can customize the header displayed on your website for the New Events RSS feed. The default is New Events.
    • Maximum List Size: Configure the maximum number of new events to be included in your RSS Feed.
    • List Sort Order: Select the order in which you wish to display your new events. The may be displayed by either Creation Date, Event Start date or Event Title.
    • Display rss icon on Event Search page: Select this option if you wish to include the RSS icon on your event search page.
  7. Click Save.

Import Events from an iCal Feed

iCalendar (iCal) is an open standard for exchanging calendar and scheduling information. iCal feed enables an application to fetch, push or syncronize date and time based data to an another calendar application. The ChamberMaster/MemberZone iCal feed import provides an ability for you to upload your iCal list (from the Cloud drive or other http url used with iPhones, iPads etc and other similar calendars) and import directly into the event calendar. A URL is specified to the location of this iCal and then each night the events are synchronized. NOTE: Refer to the documentation provided by your calendar software for instructions on creating the required URL.

  1. Click Setup in the left-hand menu.
  2. Click Event Options & Settings, in the Association Options section.
    Settings RSS.JPG
  3. If needed, expand the General Settings section.
  4. In the iCal Import area, click the Add button.
  5. Enter the URL for your iCal feed.
  6. Click Save.

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NOTE: Once an iCal has been added, the events on that calendar may take up to 24 hours to display on your event calendar.

Change your Calendar Title

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  1. Click Setup in the left-hand menu.
  2. Click Event Options & Settings, in the Association Options section.
  3. If needed, expand the Calendar Search Options section.
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  4. Enter the Page Heading/Title you wish to appear for your calendar.
  5. Click Save.

Configure Search/Filter Options for Public Calendar

To make it easy for visitors to your web-site to find events, you can enable various filtering options. These include searching by keyword, category, date and location (if applicable).

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  1. Click Setup in the left-hand menu.
  2. Click Event Options & Settings, in the Association Options section.
  3. If needed, expand the Calendar Search Options section.
    Calendar search options 2020.jpg
  4. Choose the desired search options from Available Search Options/Filters:
    • Allow users to filter search results by Month.
    • Allow users to filter search results by Category.
    • Allow users to filter search results by Keyword.
    • Allow users to filter search results by Location.
    • Allow users to filter search results by Specific Dates.
  5. Click Save.

Configure Default Event Registration Preferences

The Registration and Billing Preferences settings allow you to configure such things as what fields you wish to require on your event registration forms, how members will be authenticated when registering for events, registration form terminology, and so on. If many of these settings are consistent across all of your events, setting up defaults will make it more efficient when creating those events. Some, but not all, of the default settings may be over-ridden at the individual event level.

Configure How Members are Authenticated during Event Registration

The Registration Member Authentication Method settings are used to determine how the system will authenticate members. If you offer events with member only pricing, this setting allows the system to determine whether the registrant is an active member and will display member only prices if the registrant is.

  1. Click Setup in the left-hand menu.
  2. Click Event Options & Settings, in the Association Options section.
  3. If needed, expand the Registration and Billing Preferences section.
    Member authentication.JPG
  4. Select the authentication method that you wish to use Registration Member Authentication Method section:
    • Email Address Only (No Password Required): When this option is selected, a member registrant would simply need to enter in an email address to be authenticated. If the email address is found to be associated to an active member, member pricing will be made available. Security on this option is low, but it is easy for your members. NOTE: If using this method, your members would not be able to use a stored credit card or bank account to pay for their registration.
    • Login Name and Password: When this option is selected, members will be authenticated by enter the user name/password for the Member Information Center. This option provides higher security than email address only, and your members would be able to use stored credit cards/bank accounts (if applicable). To use this method, you will need to ensure that all of your representatives have log-in credentials to the MIC.
    • Login Name and Password / Email Address Only (Dual Option): When this option is selected, members may use either their email address or MIC login credentials. Most members will opt for the easy option of using their email address only uses the less secure method of registration. However the option of fully authenticating with a complete login and password is available too. If customers are constantly frustrated having to enter their contact information or can't use their stored credit card to check out, you may wish to switch to the Login Name and Password option.
    • Member Names List and Password: When this option is selected, a list of members is displayed, and after picking the member name, a password is required. This will expose your entire list of members to the general public.
  5. Click Save.

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NOTE: If you wish to always have member contact information auto-populate for them and provide an option to save and use stored credit card and bank accounts, you should select Login Name and Password.

Define the Contact Information Required for Event Registrants

Under Setup > Events Options & Settings, you can set the contact fields (address, phone, etc.) that will be required on your event registration pages. NOTE: These settings are global. You will not be able to over-ride them at the event level.

  1. Click Setup in the left-hand menu.
  2. Click Event Options & Settings, in the Association Options section.
  3. Expand the Registration and Billing Preferences section if needed.
    Reg preferences 2020.jpg
  4. In the Registration Preferences section, enable the desired options (keeping in mind that these are global settings that you will not be able to over-ride at the event level):
    • Require registrants to provide a company name.
    • Require registrants to provide an email address.
    • Require registrants to provide first name.
    • Require registrants to provide a phone number.
    • Require registrants to provide an address.
  5. Click Save.

Require Staff to Complete Required Fields

When a staff member registers someone from the back-office, you can choose to enforce that staff complete required fields.

  1. Click Setup in the left-hand menu.
  2. Click Event Options & Settings, in the Association Options section.
  3. Expand the Registration and Billing Preferences section if needed.
    Reg preferences staff 2020.jpg
  4. Tick Enforce required fields for staff.
  5. Click Save.

Include the Event Reminder Option on Your Event Page

The Reminder option on your event page allows visitors to your web-site to sign up for an email reminder. This reminder is not a reminder that they have registered for the event, but a reminder that the event is scheduled. This will enable the Set a Reminder button on the main event page.

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  1. Click Setup in the left-hand navigation panel.
  2. Click Event Options & Settings.
  3. Expand the Registration and Billing Preferences section if needed.
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  4. Tick the check-box for Display event reminder signup box on public event details page.
  5. Click Save.

Define the Terminology used on Your Event Registration Page

Various options can be configured to suit your needs on the registration page. For example, you can change the statement that appears the member login option or change the message displayed when registration is closed.

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IMPORTANT: Terminology settings are global and you will NOT be able to over-ride these at the event level.

Define Registration Closed Message for Events

  1. Click Setup in the left-hand navigation panel.
  2. Click Event Options & Settings.
  3. Expand the Registration and Billing Preferences section if needed.
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  4. Define the following messages (Note: this is a global setting that you will not be able to over-ride at the event level):
    • Registration Closed Message: If you have set a cut-off day for online registrations, this message will be displayed, on your registration page, after the cut-off date.
    Reg closed message 2020.jpg
  5. Click Save.

Define Member Log-in Messaging for Events

When registering for events, registrants are presented with the option to log-in as members OR continue as a guest. The terminology displayed for member log-in can be customized.

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IMPORTANT: These are global settings, you will not be able to over-ride at the event level
  1. Click Setup in the left-hand navigation panel.
  2. Click Event Options & Settings.
  3. Expand the Registration and Billing Preferences section if needed.
    Terminology settings 2020.jpg
  4. Configure the following messages (IMPORTANT: These are global settings, you will not be able to over-ride at the event level):
    Terminology options members 2020.jpg
    • Member Login Heading
    • Member Login Text
    • Registration Login Link: This message appears when the non-member registration link is selected, prompting members, once again to login to get member rates.
    Reg login link 2020.jpg
  5. Click Save.

Define Non-member Log-in Messaging for Events

When registering for events, registrants are presented with the option to log-in as members OR continue as a guest. The terminology displayed for non-members can be customized.

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IMPORTANT: These are global settings, you will not be able to over-ride at the event level
  1. Click Setup in the left-hand navigation panel.
  2. Click Event Options & Settings.
  3. Expand the Registration and Billing Preferences section if needed.
    Terminology settings 2020.jpg
  4. Configure the following messages (IMPORTANT: These are global settings, you will NOT be able to over-ride at the event level):
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    • Non-Member Heading
    • Non-Member Login Link
  5. Click Save.

Define Chamber/Association Message included on Event Confirmation Emails

Under Events Options & Settings you can configure a message to be included on ALL of your event confirmations. IMPORTANT: This is a global setting, and can NOT be changed at the event level. At the event level you will be able to add a message to the confirmation, however, if you have also configured a global message, both would be included in the confirmation.

  1. Click Setup in the left-hand navigation panel.
  2. Click Event Options & Settings.
  3. Expand the Registration and Billing Preferences section if needed.
    Chamber message 2020.jpg
  4. In the Registration Email Confirmation Billing Message Options' section, click the edit link to configure the Chamber Message. Click
  5. Click Save.

Define Default Event Billing Preferences

Define Where Invoice/Receipts are Logged for Non-members

If your event is setup to allow for credit cards or invoicing, the system will log invoices and payments. You must define where you would like these to be logged. You can log all invoices/payments under one record in the database OR you can create a new member record for each. Best Practice is to assign all to a non-member record as creating a new member record could result in a large number of contacts in your database. NOTE: This setting can be over-ridden at the individual event level.

  1. Click Setup in the left-hand navigation panel.
  2. Click Event Options & Settings.
  3. Expand the Registration and Billing Preferences section if needed.
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  4. In the Invoice/Receipt Options section, choose from the following:
    • Assign only non-member invoices/receipts to a single Member: > Non-Member Transactions: If this option is selected, all transactions will be logged on the Account tab for the Non-Member Transactions contact in your database. This contact is setup by default, but, if you wish, you can choose a different contact.
    • Create a new Member for each non-member participant that pays by credit card to assign the invoice/receipt to: Choose this option if you would like a new member created in your database. The member status will be set to Prospect. Caution: Selecting this option may result in the creation of many new Customer records and would also impact your accounting software records.
  5. Click Save.

Define Transactions created for Event Credit Card Payments

This option allows you to define whether an invoice and a payment record should be created OR whether just a receipt is created when registration is paid by Credit Card. Your accounting practices will drive the choice. NOTE: This setting can be over-ridden at the individual event level.

  1. Click Setup in the left-hand navigation panel.
  2. Click Event Options & Settings.
  3. Expand the Registration and Billing Preferences section if needed.
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  4. In the Credit Card Payment Tracking Options section, choose one of the following:
    • Create a new Invoice and Payment for each Credit Card Payment
    • Create a new Sales Receipt for each Credit Card Payment
    • Do not create Credit Card Payment records (NOT recommended)
  5. Click Save.

Define Event Payment Check-out Messages

This option allows you to define the message included on the event check-out page. IMPORTANT: These settings are global and can NOT be over-ridden at the event level.

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  1. Click Setup in the left-hand navigation panel.
  2. Click Event Options & Settings.
  3. Expand the Registration and Billing Preferences section if needed.
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  4. In the Registration Email Confirmation Billing Message Options section, configure the following messages:
    • Credit Card
    • Invoice
    • Cash/Check
    • No Charge - this message/option would only display for internal staff.
  5. Click Save.

Define Event Invoicing Options

Define Default Line Item Description for Event Invoices

Under Event Options & Settings you can set the default line item description for event invoices. NOTE: You will be able to over-ride this at the individual event level.

  1. Click Setup in the left-hand navigation panel.
  2. Click Event Options & Settings.
  3. Expand the Registration and Billing Preferences section if needed.
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  4. From the Default Line Item Description list, choose the desired description. NOTE: You will be able to over-ride this when generating your event invoices.
  5. Click Save.
Define Default Bill To Contact for Event Invoices

Under Event Options & Settings you can define the Bill To contact for event invoices. By default invoices will be billed to the registrant, however, you can alternately choose to bill to the registrants company billing representative, if available. NOTE: The Bill To contact can be over-ridden before delivering invoices.

  1. Click Setup in the left-hand navigation panel.
  2. Click Event Options & Settings.
  3. Expand the Registration and Billing Preferences section if needed.
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  4. From the Default Bill/Sold To Contact Type list select Registrant or Member Billing Rep (if available). If the registrant is NOT a member, the system will default back to registrant as the bill to contact.
  5. Click Save.

Configure Default Sponsorship Levels

If the Sponsorship Levels you use are consistent from one event to another, setting up defaults make it efficient for you when you setup individual event. When setting up the event, you will have the option to use the defaults (and save time) or add new sponsorship levels.

  1. Click Setup in the left-hand menu.
  2. Click Event Options & Settings, in the Association Options section.
  3. If needed, expand the Sponsors section.
    Default Sponsor Levels.JPG
  4. Click Edit Default Levels.
    Edit Default Sponsor Levels.JPG
  5. Click Add New Level.
  6. Select the desired Sort Order. This option allows you to organize the order in which the sponsorship levels will be displayed on your event page.
  7. Enter the name of the sponsorship level in the Name text-box.
  8. Select the desired Appearance options. If you wish to include the name of the sponsorship level on your event page, select Display Header.
  9. Repeat steps 5 - 7 to add additional sponsorship levels.
  10. Click Save Changes.
  11. Click Close.
  12. Click Save.

Configure Event Categories

Event Categories are a great way to allow your members and the public to search for events on your event calendar. Examples of categories include sporting events, arts & culture, educational opportunities, and so. You may configure as many categories as meet your business needs. When creating events, you will associate the event to one or more categories.

Add New Event Categories

  1. Click Setup in the left-hand menu.
  2. Click Events Calendar: View/Edit Event Types in the Information Request section.
    Edit Event Types.JPG
  3. Enter a name for the event category in the New Event Type Name text box. This is the name of the category that will be display for searching purposes on your public web-site and within the MIC.
  4. Click Add Event Type to save the new category.
  5. Repeat steps 3 - 4 above to add additional categories.

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NOTE: Event Categories can also be created "on the fly" on an event's General tab.


Edit an Existing Event Category

  1. Click Setup in the left-hand menu.
  2. Click Events Calendar: View/Edit Event Types in the Information Request section.
    Edit Event Types.JPG
  3. Select the category you wish to edit from the Edit Existing Event Type drop-down list.
  4. Make the edits that you wish to the event category name in the Change Event Type Name To text box.
  5. Click Update Event Type.


Using Event Categories to Display Separate Calendar on Web-site

Multiple "calendars" may be included on you website by using your event categories. For example, if you wish to include a calendar for your chamber events, vs. community event, this is achieved by adding an event category to your event calendar url.

To find the event category id:

  1. For any event, click the General tab.
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  2. Click the edit categories link in the Placement Options section.
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The ids are the numbers to the left of each category in the window that pops up.

Add this category id to your standard event calendar link. For example, in the category list shown above, community events are category id 3. If you wish to display a calendar of just these events: the standard event calendar url is of the following http://v9training.smartcms.site/events/calendar/, you will add the category id http://v9training.smartcms.site/events/calendar/calendarcatgid/3. This URL can then be used to add a page to your website, displaying your event calendar filtered to just community events.

Working with the Events Calendar

The Calendar tab displays an Events calendar that may be displayed in five different views: list, day, week, month, and year view. As the name suggests, List view displays all events in a list format. The day, week, and month view will display all events falling within the specified date range. The year view displays a graphical calendar allowing chamber employees to advance quickly to a particular date.

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Events Calendar Filter Options

The events, displayed on your calendar, can be filtered in the following way by clicking the filter options link:

  • Status
    • Approved: Chamber/Association staff have approved this event; displays on all designated calendars
    • Pending: An event submitted by a chamber member or the public but waiting approval from a chamber employee
    • Disabled: An event that may or may not be current but will not be displayed on the public calendar; used to temporarily disable an event
  • Visibility: Select Internal Chamber Calendar, Chamber calendar, Public calendar, or Members calendar
    • Internal Chamber Event Calendar: When this option is checked the event can be filtered separately on the internal calendar system when you go to Events > Calendar tab and click on filter options.
    • Display on Public Events Calendar: When this option is checked the event will display on the website’s calendar as well as the upcoming events list. This option must be selected in order for the event to show on your public website.
    • Display on Members Only Calendar: When this option is checked the event will display on the Member Information Center (Members Portal) after they log in. This option must be checked for the event to show on the members’ calendar in the Member Center.
    • Display on Featured Events: This option allows for this event to be listed as a featured event on the featured events list.
  • Category: Select from all event categories
  • Location: Select from all locations (if applicable)
  • Keyword: Keyword must be a single word. Multiple single words may be specified which returns all events with either word. For example, keywords ski swap will display all events with ski OR swap in the title or description.

Sync Events with Outlook

Outlook 2007 or greater will accept iCalendar feeds. https://micronet.viewscreencasts.com/c4f3324bb3cf4a65b50a6e7aa5b34756

  1. Click Events in the left-hand menu.
  2. Click the Calendar tab.
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  3. Click Synch with your own calendar.
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  4. Click the link that you wish to sync with your calendar. IMPORTANT: We have identified links that should not be shared with the public as the would include events that you have marked as internal to your Chamber/Association.
  5. Follow the Outlook prompts on the screen to complete the setup.

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Did you know...: You can also share the links with your members if they wish to keep their calendars up to date with your events. We have identified links that should not be shared with the public as the would include events that you have marked as internal to your Chamber/Association.

Find an Event

  1. Within the Events module, click the drop-down arrow to the right of the Event name in the header bar.
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  2. In the Events list, click the desired event name.

You can add additional filtering to the events displayed in the list by clicking the filter options link.

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Alternately, click the Find button in the header bar, and select Event to find your event.

Create an Event

Create a New Event "From Scratch"

  1. Click the Add button in the header bar.
  2. Click Event. The Add a New Event dialog box will be displayed.
    Add New Event.JPG
  3. Configure the General Information for the event:
    • Event Title: Enter the name of the event. This is the name that will be displayed on your event page.
    • Time Zone: The time zone that you have configured for your association will be populated by default. You can over-ride this is needed bu selecting an alternate time zone from the drop-down list.
    • Deselect the All Day Event check-box if wish you to specify specific Start/End Date/Time.
    • Reminder: If you wish to send an automatic email reminder to event registrants, click the Send automatic reminder to all check box. You can then enter the date and time that you wish the reminder to be sent. By default, the system will send the reminder 2 days prior to the event. To preview the automatic reminder click the reminder link. The email is sent to all registrants on your Guest List with a status of Registered. NOTE: This option is available to those Plus or greater software version only.
    • Recurrence: An event occurring multiple times on your calendar may be duplicated by setting a recurrence.
    • Approval Status: Approved status will display this event on all calendar marked under “Visibility”. Events in pending status, may be those that were submitted via the MIC or by the public. Status of Pending or Disabled will not display on the public calendar.
    • Visibility: Select where you wish to display this event. You may select as many options as apply.
    Internal Event Calendar: Select this option to include the event on the event calendar within the database.
    Display on Public Events Calendar: Select this option to include the event on the public calendar on your web-site.
    Display on Featured Events: Select this option if you have included an RSS Feed of Featured events on your web-site, and wish to include this event on that list.
    • Event Category: Click the check-boxes for the category(ies) to which you wish to associate this event. If you wish to add and/or edit event categories, click the edit categories link. See Configure Event Categories for further information on setting up event categories.
  4. Click Next.
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  5. Configure the following on the Descriptions/Appearance dialog box:
    • Event Description: Enter a description of your event, this description will be displayed at the top of your event page. Provide a great description to excite your members and the general publc: tell them what will happen at the event and what they might get out of attending. Click the Advanced Edit link to access the Rich Text Editor toolbar to further configure your description.
    • Location Description: Enter details about the location of the event. This might include such things are parking location, etc. Click the Advanced Edit link to access the Rich Text Editor toolbar to further configure your description.
    • Date/Time Description: The dates selected on the general tab will be displayed for your event. This section allows you to provide further details about date/time. For example, you may wish to include your agenda. Click the Advanced Edit link to access the Rich Text Editor toolbar to further configure your description.
    • Fee Description: Once you have setup fees for your event, they will be displayed on the registration form. This section allows you to provide details of the fees on the event page. You may also wish to include information on member vs. non member pricing, and any discounts you will provide.
    • Metadata Description: Enter a 1 - 2 sentence summary of the event. The Meta Description is often visible in search engine results, social media posts and shares. Having the meta description customizable, gives you the opportunity to better target your message and hopefully improve your click-through-rate. If this field is left blank, it will automatically populate with the Event Search Description (if available) and then fall back to the first 160 characters of the Event Description.
    • Search Description: Enter the description you wish to display on the events search list. If Meta Description is not populated, this search description will also be used as the meta data description. This field is populating the event META data which should result in more favorable Search Engine ranking over time. Use descriptive, precise phrases in this field for best results.The Search Description field is available to those with v2 public modules or greater. NOTE: The Search Description field will also be the phrase that appears at the bottom of a Facebook post, when you are pushing your events to Facebook. See Enable Social Network Publishing for further details on auto-posting to Facebook.
    • Contact Information: Enter the name of the person/organization who should be the contact for this event.
    • Contact Email: Enter the email of the person to be contacted about this event.
    • Website URL: Optional - If there is a specific web-site you would like visited in association with this event, enter the web-site url. You can check the URL by clicking the Globe Icon.JPG icon.
    • Website URL Text: Enter the text to be displayed over the website URL.
  6. Click Next.
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  7. On the Fees/Billing Information page, you will assign your event registration fees and configure your Registration & Billing Preferences. Assign your registration fee items:
    • Click Assign Fee Items.
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    • Select the desired fee item from the drop-down list. Only fee items configured as Event Type will be available for selection.
    • Enter a Display Name. This is the name of the registration fee item that will be displayed on the event registration page.
    • Enter a Description. This is the description of the fee item that will be included on the event registration page.
    • Update the Fee Amount if needed. The fee amount will default to the price configured when the fee item was created.
    • Select which registrants may select this fee item from the Allow this fee item for: drop-down list.
    • Click the Display this fee item on the public event registration page. check-box if you wish to include this registration fee on your event registration page. If deselected, the registration fee will only be available to staff when creating a registration from the back office.
    • Click the Advanced Options link, to configure the following as needed:
    Maximum quantity available to sell; 0 = unlimited: This setting allows you to set a limit on the number of this type of registration that may be sold. If set to 0, there is no limitation. If you wish to limit, enter the maximum number that can be sold. See Create a Registration Fee for Groups/Tables for further information.
    Number of attendee names allowed per fee: Enter the number of attendee names that should be associated with this item. Usually this would be one name per item but in cases where the fee item represents a table of 8 or a golf foursome or similar case you may wish to specify a larger quantity.
    Reserve X attendees even if they aren't entered by registrant: This quantity usually matches the quantity entered under "Number of attendee names allowed per fee". This will ensure that all spots will be reserved for the table of 8 or golf foursome even if the registrant does not enter all attendee names at the time of registration. Registrant or staff may go back and enter names later and can be assured that the spots will be available.
    Fee item automatically adds registrant as sponsor: If selected, this item (when selected by the registrant as their registration #::
    Display custom fields when fee is selected: If you have previously created custom fields for this event, select the check-box to display your custom fields, then select the custom fields that should be displayed when this registration type is selected. Select the checkbox(es) in front of the custom fields that you'd like to show when this particular fee is selected.
    • Click Save & Exit.
  8. Repeat the steps above to add additional fee items.
  9. Configure your On-line Registration Options:
    • To allow members to register on-line for this event, click Allow members to register online for this event. Members are classified as those contacts in your database with either active or courtesy status.
    Online Registration Options.JPG
    Select the payment options allowed for your members. You may select as many options as needed to meet your business processes:
    • Allow registrant to make payment with a Credit Card (online only).
    • Allow registrants to request to be Invoiced for fees incurred.
    • Allow registrants to specify that they will pay by Cash or Check at the time of the event.
    • To allow the general public to register on-line for this event, click the Allow non-members to register online for this event check-box. In addition to the general public, non-Member and prospective members, stored in your database, are eligible for "Non-member" pricing.
    Select the payment options allowed for your members. You may select as many options as needed to meet your business processes:
    Online reg option non member.JPG
    • Allow registrant to make payment with a Credit Card (online only).
    • Allow registrants to request to be Invoiced for fees incurred.
    • Allow registrants to specify that they will pay by Cash or Check at the time of the event.
  10. Click Finish. You event has now been created, you can further customize it as needed.

Create an Event by Copying a Previous Event

If you have events that are similar year over year, the easiest way to create an event is by copying a previous event. Once you have copied the event, you will be able to update all of the necessary information.

  1. Click Add in the header bar.
  2. Click Event. The Add a New Event wizard will be displayed.
    Copy past event 2020.jpg
  3. Click the Copy a Past Event button.
  4. Type the name of the event in the Event Name text box and select; or scroll through the list and select the desired event.
  5. Click Continue.

Configure your event as described in Create a New Event From Scratch.

Recurring Events

If your association has an event which occurs on a regular basis, save time by setting it up as a recurring event. Most the details of the original event will be applied to the recurring instances. A notable exception is Fees, which must be set for each instance of the event.

Once an event is listed as a recurring event, each event instance will be displayed on the calendar at the appropriate date/time. Instances of the event will "inherit" the details of the original event. If changes are needed, an event may be edited on an individual basis, and once edited, it will no longer inherit from the first instance.

Setup a Recurring Event

Follow this procedure to set the recurrence of an event:

  1. On the Event's General tab, select the desired recurrence option from the Recurrence drop-down list.
    Recurrance.JPG
  2. Complete the Recurrence schedule. For Example: If you have a meeting that recurs monthly on the third Wednesday of each month, configure as shown below.
    Recurrance settings.JPG
  3. Enter the through date. The date entered here will be the last recurrence of this event. Or, click the No End Date check-box. NOTE: Recurring events are capped at 200 events i.e. "No End Date" is not truly "No end date" but will stop after 200 events as will all other recurring selections.
  4. Click Save (at the top of the General tab page) to save the recurrence schedule.

Recurrence Details that do NOT carry over

Event Details that are not carried over when setting up a recurrence:

  • Reminder to attendees
  • Fees
  • Discounts
  • Attendees
  • Attendees List
  • Locations
  • Custom Fields
  • Event Notes
  • Bulleted list item

Include Recurring Events on Featured Events List

If you have featured events on your web-site, and you wish to feature your recurring event, you will be prompted when choosing Featured Events in the Visibility section to choose to feature the parent event only OR add all recurrences of the event to the list.

Recurrence featured event 2020.jpg

Edit a Specific Recurrence Instance

Each individual event in your series can be modified as needed. Modifications made will only affect this specific instance. You may even delete a specific instance without affecting the others.

  1. In the Events module, select the desired instance of the event.
  2. Make the desired modifications.
  3. Save your changes.

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IMPORTANT Once an event in the series is modified it will no longer inherit from the parent event.

View list of Instances that have been Modified

You can view which events in the series have been modified:

  1. From the events module, click the 'parent instance of the event.
    Edit specific instance.jpg
  2. Click the edit specific instance hyper-link.
    Edit spec instance 2020.jpg

A check-box will be set in the Altered column for those instances that have been modified.

Edit All Recurrence Instances

Changes may be made to all instances of an event, by making those changes on the parent's General tab.

One Row.png

IMPORTANT: If you have previously modified a specific instance, changes made to the "parent" event will NOT be updated on those instances that you have modified.
  1. In the Events module, select the "parent" event.
  2. Make the desired changes on the General tab.
  3. Click Save.

Customize your Event Page

Once an event has been created (See Add a New Event), you can further customize and enhance your event page by adding images, event main photo, videos, maps and so on.

Select the Calendar(s) on Which an Event will Display

An event may be displayed on three different calendars, as well as on a Featured Events RSS Feed:

  • Internal Event Calendar: All calendar events will automatically display for your Chamber staff on the Calendar tab no matter what selection is made for the Visibility check box but if selecting “Internal Chamber Event Calendar”, you will be able to filter by this selection on the Calendar tab.
  • Public Events Calendar: If you have integrated the events public module on your web-site, selecting this option will include this event on the web-site calendar.
  • Members Only calendar: This option included the event on the MIC events calendar.
  • Featured Events: If you have included an RSS Feed or Widget of Featured events on your website, selecting this option will include this event.

To assign your event to the desired visibility:

  1. Select the event's General tab.
  2. Scroll to and expand the Placement Options section.
  3. Click the desired Visibility: check-boxes. If you select Featured Events review Special Notes - Featured Events below.
  4. Click Save.

Special Notes - Featured Events When Featured Events is selected as a visibility option:

  • If your event is setup with a recurrence, a dialog box will be displayed asking if you wish to add just the single event to the Featured Events List or all occurrences of the event.
Featured Events Options.JPG
  • You can click the edit featured events link to view and manage all events currently included on your Featured Events list.
Featured Event Update.JPG

Assign your Event to Category(ies)

Categories may be used on event calendar for filtering purposes. NOTE: Allow users to filter search results by Category must be enabled under Event Options & Settings to allow for filtering by categories.

Search by categories 2020.jpg

To assign categories to your event:

  1. On your event's General tab, expand the Placement Options section, if needed.
    Placement options categories 2020.jpg
  2. In the Event Category section, select the categories to which you wish to assign this event. If needed, click the edit categories link to add new categories.
  3. Click Save.

When viewing your events, on your public website, only those categories to which events are associated will be available for selection.

Display List of Who Else is Going to the Event

Popular in social media platforms is the ability to see who of your friends are going to an event. When members can see who's going to attend an event, more members will jump on the bandwagon! On a per event basis, you can choose to display a list of registered guests when logged into the Member Information Center (MIC). When members register for the event in the MIC, a list of registered guests, First Name, Last Name and Organization will appear on the Who's Going tab on designated events. Additionally, the default Event Invite template will also include a link to view who else is going.

Whos going 2020.jpg
  1. On your event's General tab, expand the Event Information section, if needed.
  2. Tick the Allow others to see who is attending check-box.
  3. Click the General tab Save button.

Add an Event Search Results Icon

The Search Results Icon will appear for visitors in your public events list making it easier to spot. NOTE: The search results icon is available for Website Module version 3 or greater.

Search results icon event 2020.jpg
  1. On your event's General tab, expand the Photos & Images section, if needed.
    Search results icon add 2020.jpg
  2. Click the + sign in the Search Results Icon section.
  3. Select an existing image from the ChamberMaster server files, or click the Upload button to upload a new file. Images must be .jpg or .gif or .png.
  4. Click Select.
  5. Crop the image as needed.
  6. Click Crop & Save. The image will now be displayed.
  7. Click the General tab Save button.

Add an Event Header Photo

You can include a long header image at the top of your event page. NOTE: The Event Header Photo is available for Website Module Version 4.

Event banner 2020.jpg
  1. On your event's General tab, expand the Photos & Images section, if needed.
  2. Click the + sign in the Event Header Photo' section.
    Event header image 2020.jpg
  3. Select an existing image from the ChamberMaster server files, or click the Upload button to upload a new file. Images must be .jpg or .gif or .png. For best results, upload an image that is a minimum of 1200 x 225. A larger image will be downsized appropriately but will maintain the aspect ratio so not to distort the image. A smaller image will not be increased to avoid distortion.
  4. Click Select.
  5. Crop the image as needed.
  6. Click Crop & Save. The image will now be displayed.
  7. Click the General tab Save button.

Add a Main Event Photo

One main event photo may be included. It is automatically displayed in the event description area, above the Register button.

Main event photo 2020.jpg
  1. On your event's General tab, expand the Photos & Images section, if needed.
    Add main event photo 2020.jpg
  2. Click the Add Image link in the Main Event Photo row.
  3. On the Load Image screen, click the Choose File button to navigate to and select the desired image. Images must be .jpg or .gif or .png. NOTE: For best results your Main Event photo should be 500 x 500. If a larger image is uploaded it will be downsized appropriately while maintaining the aspect ratio so not to distort the image. Smaller images are not recommended.
  4. Click Upload.
  5. Once the image is displayed on the Load Image screen, click Close Window.
  6. Click the General tab Save button.

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IMPORTANT: If you are auto-posting to Facebook, the main event photo must be 500x500 to pull into the auto-post. See Enable Social Network Publishing for further details.

Add a Gallery of Photos to your Event Page

Multiple photos may be included in a Photo Gallery on your event page. These photos will display in thumbnail size at the bottom of the event page but will be enlarged when a consumer clicks the image. You may add 8-12 photos depending on the size.

Photo gallery 2020.jpg
  1. On your event's General tab, expand the Photos & Images section, if needed.
    Gallery photos 2020.jpg
  2. Click the Add Image link in the New Gallery Photo row.
  3. On the Load Image screen, click the Choose File button to navigate to and select the desired image. Images must be .jpg or .gif or .png. NOTE: For best results your Gallery photos should be 400 x 400. If a larger image is uploaded it will be downsized appropriately while maintaining the aspect ratio so not to distort the image. Smaller images are not recommended.
  4. Click Upload.
  5. Once the image is displayed on the Load Image screen, click Close Window.
  6. Click the General tab Save button.

Repeat the steps above to add additional images.

Add a YouTube Video to your Event Page

Further enhancements to your event page may including sharing a YouTube video. Perhaps you have a video from a past event. To use this option you will need to load the video to your channel in YouTube, once this is done you will have a share link that you can paste in the Video URL box.

You tube video.jpg
  1. On your event's General tab, expand the Photos & Images section, if needed.
    Add video 2020.jpg
  2. Click the Add Video link in the YouTube Video row.
  3. Enter the URL to your video in the text box.
  4. Click Save.
  5. Click the General tab Save button.

Add Map to your Event Page

You may include an image of the location of your event, or you may enter address information and display the location of the event in Google Maps. When using Google Maps, additional functionality, for example getting directions, is available.

Add Google Maps to your Event Page

  1. On your event's General tab, expand the Photos & Images section, if needed.
  2. In the Map Image area select Google Maps.
    Google maps 2020.jpg
  3. The screen will refresh so that you can enter the Street Addr and the City/State/Zip of the event location. Click on the View Map button if you wish to confirm that the location is displayed appropriately.
  4. Click the General tab Save button.

Upload a Map to your Event Page

If you have a document that displays map information about your event, you can easily upload this to the event.

  1. On your event's General tab, expand the Photos & Images section, if needed.
  2. In the Map Image area select Uploaded Image.
    Uploaded image 2020.jpg
  3. Click the Add Image link to navigate to and select the desired image.
  4. Click the General tab Save button.

Customize Your Event Registration Page

Schedule an Automatic Event Reminder

To ensure that registered guests are reminded of the event, you can schedule an email reminder to be sent out automatically.

  1. On your event's General tab, expand the Event Information section, if needed.
    Auto reminder 2020.jpg
  2. Click the Send automatic reminder to all registrants check-box. NOTE: If you wish to view the content of the email, click the reminder link. The reminder includes all of the details of the event. This may NOT customized.
  3. Enter the date and time you wish the reminder to be sent out.
  4. Click the General tab Save button.

Limit Attendance & Allow Waiting List

Attendees will never be turned away again - allow them to join the waiting list! If you have a limited number of registrations available for an event, you can set a limit. When the attendee limit is reached your guest will be asked if they'd like to be added to the waiting list. When seats become available for your event, staff will manage the waiting attendees from the Guest List where they can easily be contacted if desired and turned into a registration.

  1. On your event's General tab, expand the Event Information section, if needed.
    Allow waiting list 2020.jpg
  2. Enter your attendee limit in the Limit Attendee Count To text box.
  3. Tick the Allow waiting list check-box.
  4. Click the General tab Save button.

A limit of a certain number of attendees per registration is also an option with a goal of helping guests not to grab more than their fair share of tickets to a limited availability event. Set this maximum on the Events->General tab.

Add Custom Questions to Your Event Registration Form

If there are additional questions that you wish to ask on your event registration form (for example: Meal Choices, Dietary Restrictions, Golf Handicaps, etc.), you may add those from the event's Advanced tab.

  1. On the event's Advanced, expand the Custom Registration Fields if needed.
  2. Click Add a Field.
  3. Enter a Field Name. This is the name that will be displayed in the back-office.
  4. Enter Public Display Text: This is optional, and will be the field displayed on the event registration page.
  5. Select the Data Type:
    • Text: Displays a field where text can be entered. When this option is selected, enter the Text Size (maximum size: 8000 characters).
    • Boolean (True/False): Displays a check box that can be selected or cleared, to mark a yes or no response.
    • Date/Time: Displays a field where a date can be entered in many formats i.e. 9-7-06, 9-7-06, Sep 7 2006, Sep 7 06, 9/7/06 but once saved, will always display in the following format: 09/07/2006
    • Number - Integer: Displays a field where whole numbers may be entered. Maximum size: 10 whole numbers
    • Number - Decimal: Displays a field where numbers with up to 2 decimal values may be entered. Maximum size: 14 whole numbers, 2 decimal values
    • Drop Down List: Displays a list of choices the registrant may choose from. You will then populate the list of choices.
  6. Designate whether or not custom field will be a publicly displayed field
  7. Designate whether or not custom field is required
  8. If data type is Drop Down List - Enter drop down selection items
  9. Click Continue.

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NOTE: If you have created your registration fees, you will need to go to the Fees tab and associate the custom fields to the registrations fees as necessary.

Add "Staff Only" Fields to Your Event

If you wish to track specifics such as table number or ticket number for event registrants, these can be created on the event's Advanced tab. Create the field as described in Add Custom Questions to Your Event Registration Form and ensure that Visible to Public is NOT select. This field can then be populated only by your staff from the back-office.

Staff only 2020.jpg

Create Event Registration Fees

Create an Individual Registration Fee

  1. Select the event's Fees tab.
    Assign single fee item 2020 member.jpg
  2. Click the Assign Fee Items button in the Event Registration Fees section.
    Assign fee item.jpg
  3. Select a previously configured Fee Item Type from the drop-down list.
  4. Enter a Display Name. This is the name that will be displayed on your event registration page.
  5. (Optional) Enter a description of the registration type. This will be displayed on your event registration page.
  6. The Fee Amount will be populated with the price associated to the fee item when it was created. You may override this if you wish.
  7. From the Allow this fee item For list, select whether members, non-members or both may select this fee item.
  8. Select the Display this fee item on the public event registration page check box if you wish to display this fee item on the event registration page. If this option is not enabled, the registration fee will only be available to your staff from the back-office.
  9. Click the Advanced Options link, and configure the following:
    • Maximum quantity available to sell; 0 = unlimited (ex: max 20 Tables): If you wish to limit the number of this type of registration enter the maximum quantity available. If set to zero, there is no limit.
    • Number of attendee names allowed per fee (ex: Table of 8 = 8): For an individual registration fee, set this to 1.
    • Reserve X attendees even if they aren't entered by registrant: For an individual registration fee, set this to 1.
    • If this registration fee also qualifies for sponsorship, enable the Fee item automatically adds registrant as sponsor check-box.
    • If custom fields must be filled in when this registration type is selected, click the Display custom fields when fee is selected check-box and select the desired custom fields.
  10. Click Save & Exit.

Create a Registration Fee for Groups/Tables

You can associate multiple attendees to a single fee item. This works well when you are selling tables, or golf foursomes. This is similar to setting up an individual fee item, but you will indicate the number of attendees to be registered when this registration type is selected in the Number of attendee names allowed per fee text box.

  1. Select the Event's Fees tab.
    Assign single fee item 2020 member.jpg
  2. Click the Assign Fee Items button in the Event Registration Fees section.
    Assign fee foursome 2020.jpg
  3. Select a previously configured Fee Item Type from the drop-down list.
  4. Enter a Display Name. This is the name that will be displayed on your event registration page.
  5. (Optional) Enter a description of the registration type. This will be displayed on your event registration page.
  6. The Fee Amount will be populated with the price associated to the fee item when it was created. You may override this if you wish.
  7. From the Allow this fee item For list, select whether members, non-members or both may select this fee item.
  8. Select the Display this fee item on the public event registration page check box if you wish to display this fee item on the event registration page.
  9. Click the Advanced Options link, and configure the following:
    • Maximum quantity available to sell; 0 = unlimited (ex: max 20 Tables): If you wish to limit the number of this type of registration enter the maximum quantity available. If set to zero, there is no limit.
    • Number of attendee names allowed per fee (ex: Table of 8 = 8): Enter the number of attendees that will be registered when this registration type is selected. For Example: If you are selling tables of 8, enter 8 or if you are selling golf foursomes, enter 4.
    • Reserve X attendees even if they aren't entered by registrant: Select this check-box if you wish to register the total number of attendees, even if the names of the registrants are not entered. If selected, Additional Attendee will be listed as the name of the attendee.
    • If this registration fee also qualifies for sponsorship, enable the Fee item automatically adds registrant as sponsor check-box.
    • If custom fields must be filled in when this registration type is selected, click the Display custom fields when fee is selected check-box and select the desired custom fields.
  10. Click Save & Exit.

Create a Sponsor Registration Fee

Setting up a registration fee for sponsorship is similar to setting up a standard registration fee, but you will select the Fee item automatically adds registrant as sponsor.

  1. Select the Event's Fees tab.
    Assign single fee item 2020 member.jpg
  2. Click the Assign Fee Items button in the Event Registration Fees section.
    Sponsor fee item 2020.jpg
  3. Enter a Display Name. This is the name that will be displayed on your event registration page.
  4. (Optional) Enter a description of the registration type. This will be displayed on your event registration page.
  5. The Fee Amount will be populated with the price associated to the fee item when it was created. You may override this if you wish.
  6. From the Allow this fee item For list, select whether members, non-members or both may select this fee item.
  7. Select the Display this fee item on the public event registration page check box if you wish to display this fee item on the event registration page. If this option is not enabled, the registration fee will only be available to your staff from the back-office.
  8. Click the Advanced Options link, and configure the following:
    • Maximum quantity available to sell; 0 = unlimited (ex: max 20 Tables): If you wish to limit the number of this type of registration enter the maximum quantity available. If set to zero, there is no limit.
    • Number of attendee names allowed per fee (ex: Table of 8 = 8): Your sponsorship registration fee must include at least one person. Enter the number of guests included with the sponsorship.
    • Reserve X attendees even if they aren't entered by registrant: Select this check-box to allow the registrant to purchase this registration fee without requiring they enter the names of additional attendees.
    • IMPORTANT. Click Fee item automatically adds registrant as sponsor check-box.
    • If custom fields must be filled in when this registration type is selected, click the Display custom fields when fee is selected check-box and select the desired custom fields.
  9. Click Save & Exit.

Add-on Items on Your Event Registration Form

In addition to your registration fees, you may include additional items for sale on your registration page. For example, if you wish to sell such add on items as Mulligans, Skins, Raffle Tickets for your golf tournament, you can include these on your registration page.

One Row.png

NOTE: Registrants MUST first select a registration fee, then they will be able to purchase an add-on item. Add-on items may NOT be purchased individually from the registration page.

Create an Add-on Item

  1. On the event's Fees tab, expand the Additional Fee Items section, if needed.
    Add on items 2020.jpg
  2. Click Assign Fee Items.
    Assign fee addon 2020.jpg
  3. Select a previously configured fee item from the Fee Item Type drop-down list.
  4. Enter a Display Name of the fee item. The display name is displayed on the registration form. This will default to the fee item name.
  5. Enter a Description of the fee item. This is optional, but is included on the registration form if populated.
  6. Enter a Price for the fee item. The price will default to the price configured when the fee item was setup, but may be changed if needed.
  7. To limit who will be able to purchase this item, select an option from the Allow this fee item for drop-down list. The item may be limited to members only, non members only or be available to both.
  8. Tick the check-box for Display this fee item on the public event registration page if you wish to include this item on your event registration form. If this option is de-selected, the fee item is only available when staff add a registration from the back-office.
  9. If needed, click the Advanced Options link, and configure the following:
    • Fee item automatically adds registrant as sponsor. If selected, this item (when selected by the registrant as their registration fee) will automatically add them to the Sponsors list on the Sponsors tab.
    • Only allow specific membership types to register with this fee: If you wish to limit the purchase of this item to members who have a specific membership type, selected the desired membership types.
  10. Click Save & Exit.

Repeat the steps above to add additional items.

Create a Sponsorship Add-on Item

There may be times where you wish to include a sponsorship with the purchase of an add-on item. For example, for a golf tournament, you may allow registrants to purchase a hole sponsorship.

  1. On the event's Fees tab, expand the Additional Fee Items section, if needed.
    Add on items 2020.jpg
  2. Click Assign Fee Items.
    Add on as sponsor 2020.jpg
  3. Complete the setup of the item as described in Create an Add-on Item and ensure that Fee item automatically adds registrant as sponsor is selected in the Advanced Options.
  4. Click Save & Exit.

Limit Purchase of Add-on Item to Membership Type

If only members with a certain membership type are eligible to purchase an add-on item, you can define this when creating your add-on items.

  1. On the event's Fees tab, expand the Additional Fee Items section, if needed.
    Add on items 2020.jpg
  2. Click Assign Fee Items.
    Limit add on to membership type 2020.jpg
  3. Complete the setup of the item as described in Create an Add-on Item
  4. Under the Advanced Options, enable Only allow specific membership types to register with this fee and select the membership types eligible to purchase this item.
  5. Click Save & Exit.

Create Discounts for Your Event

Any event may have special discounts available and applied to all or selected fees. Discounts based on age, date, or volume may be created for each event and applied when appropriate information is provided during registration or the discount criteria is met.

Create an Age-Based Discount

  1. On the event's Fees tab, expand the Discount Options section if needed.
    Age based discounts 2020.jpg
  2. Click Add Discount in the Age-Based Discounts section.
    Add discount age 2020.jpg
  3. Enter a Discount Name.
  4. From the Apply To drop-down, select the registration fee to which you wish to apply the discount. Select All if the discount is to be used for all registration fee items.
  5. Select the discount methodology from the Value/Amount options:
    • Use a Flat Fee Amount of $: Select this option if wish to set the price to a specific value. NOTE: This option is only available when you have selected a specific fee item in the Apply To list. Enter the new price of the registration fee.
    • Reduce fee amount by $: Select this option if you wish to reduce the price. Enter the amount by which the price is to be reduced.
    • Reduce fee amount by: Select this option if you wish to reduce the price by a percentage, and enter the percentage in the text box.
  6. Enter the Age Range to be used to qualify for the discount.
  7. Enter a Description of the discount (optional).
  8. Click Save.

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NOTE: Creating an age-based discount will automatically include an age field on your registration form. You do not have to add this as a custom field.

Create an Early Registration Discount

  1. On the event's Fees tab, expand the Discount Options section if needed.
    Early reg discount 2020.jpg
  2. Click Add Discount in the Early Registration Discounts section.
    Add early reg discount 2020.jpg
  3. Enter a Discount Name.
  4. From the Apply To drop-down, select the registration fee to which you wish to apply the discount. Select All if the discount is to be used for all registration fee items.
  5. Select the discount methodology from the Value/Amount options:
    • Use a Flat Fee Amount of $: Select this option if wish to set the price to a specific value. This option is only available when you have selected a specific fee item in the Apply To list. Enter the new price of the registration fee.
    • Reduce fee amount by $: Select this option if you wish to reduce the price. Enter the amount by which the price is to be reduced.
    • Reduce fee amount by: Select this option if you wish to reduce the price by a percentage, and enter the percentage in the text box.
  6. Enter the number of days prior to the event that registrations must be received to qualify for the discount.
  7. Enter a Description of the discount (optional).
  8. Click Save.

Create a Volume Discount

  1. On the event's Fees tab, expand the Discount Options section if needed.
    Volume discount 2020.jpg
  2. Click Add Discount in the Volume Discounts section.
    Add volume discount 2020.jpg
  3. Enter a Discount Name.
  4. From the Apply To drop-down, select the registration fee to which you wish to apply the discount. Select All if the discount is to be used for all registration fee items.
  5. Select the discount methodology from the Value/Amount options:
    • Use a Flat Fee Amount of $: Select this option if wish to set the price to a specific value. This option is only available when you have selected a specific fee item in the Apply To list. Enter the new price of the registration fee.
    • Reduce fee amount by $: Select this option if you wish to reduce the price. Enter the amount by which the price is to be reduced.
    • Reduce fee amount by: Select this option if you wish to reduce the price by a percentage, and enter the percentage in the text box.
  6. Enter the Volume Range: this indicates the number of registrations that must be purchased to qualify for the discount.
  7. Enter a Description of the discount (optional).
  8. Click Save.

Create a Membership Type Discount

Membership Type discounts provide great flexibility to grant discounted, free, or included benefits to specific membership types. Total discounts used per event may be specified and a separate limit per registration is also available. When using membership type discounts, make sure you have assigned appropriate Membership Types to your members under Members->General tab->Additional Information. Your self-defined Membership Types are created under Setup->Define Membership Types.

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The Membership Type Discount is available in Plus Edition or greater version of the software.
  1. On the event's Fees tab, expand the Discount Options section if needed.
    Add discounts more 2020.jpg
  2. Click Add Discount in the Membership Type Discounts section.
    Add mem type discount 2020.jpg
  3. Enter a Discount Name.
  4. From the Apply To drop-down, select the registration fee to which you wish to apply the discount. Select All if the discount is to be used for all registration fee items.
  5. Select the discount methodology from the Value/Amount options:
    • Use a Flat Fee Amount of $: Select this option if wish to set the price to a specific value. This option is only available when you have selected a specific fee item in the Apply To list. Enter the new price of the registration fee.
    • Reduce fee amount by $: Select this option if you wish to reduce the price. Enter the amount by which the price is to be reduced.
    • Reduce fee amount by: Select this option if you wish to reduce the price by a percentage, and enter the percentage in the text box.
  6. Select the Member Types that qualify for the discount.
  7. If you wish to limit the total number of this type of discount available for the event, enter the number available in the Limit number of discounts per event field. 0 = unlimited.
  8. If you wish to limit the total number of this type of discount available per registration, enter the number available in the Limit number of discounts per registration field. 0 = unlimited.
  9. If you wish to limit the total number of this type of discount available per member, enter the number available in the Limit number of discounts per member field. 0 = unlimited.
  10. Enter a Description of the discount (optional).
  11. Click Save.

Create a Promo Code Discount

Provide discounted event pricing to individuals that enter your custom promo code. Create a Promo Code on your Event Fees tab and then post your promo code on specific advertising so you can track the effectiveness of the ad or provide this promo code to a select group of attendees.

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The Promo Code Discount is available in Plus Edition or greater version of the software.
  1. On the event's Fees tab, expand the Discount Options section if needed.
    Promo code discount 2020.jpg
  2. Click Add Promo Code in the Promo Codes section.
    Add promo code discount 2020.jpg
  3. Enter a Discount Name.
  4. From the Apply To drop-down, select the registration fee to which you wish to apply the discount. Select All if the discount is to be used for all registration fee items.
  5. Select the discount methodology from the Value/Amount options:
    • Use a Flat Fee Amount of $: Select this option if wish to set the price to a specific value. This option is only available when you have selected a specific fee item in the Apply To list. Enter the new price of the registration fee.
    • Reduce fee amount by $: Select this option if you wish to reduce the price. Enter the amount by which the price is to be reduced.
    • Reduce fee amount by: Select this option if you wish to reduce the price by a percentage, and enter the percentage in the text box.
  6. Enter the Promo Code to be used to qualify for the discount. Promo Codes are not case sensitive. IMPORTANT: All Promo Codes must be unique. You can not use the same promo code for additional discount options.
  7. If you wish to limit the total number of this type of discount available for the event, enter the number available in the Limit number of discounts per event field. 0 = unlimited.
  8. If you wish to limit the total number of this type of discount available per registration, enter the number available in the Limit number of discounts per registration field. 0 = unlimited.
  9. If you wish to limit the total number of this type of discount available per member, enter the number available in the Limit number of discounts per member field. 0 = unlimited.
  10. Enter a Description of the discount (optional).
  11. Click Save.

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IMPORTANT: All Promo Codes must be unique. While the system will allow you to create multiple promo code discounts using the same promo code, these will not be honored on your registration page.

Create a Benefit Item Discount

If you have implemented Benefit Tracking, and benefit items include free or discounted event registrations, you can automate the tracking process by creating a Benefit Item Discount for your event.

Check-mark-3-32.jpg

The Benefit Item Discount functionality is available in the Pro edition of the software or as an add-on module to Premier or Plus.
  1. For the desired event, click the Fees tab.
  2. Expand the Discount Options section if needed.
    Benefit Item Discount.jpg
  3. In the Benefit Item Discount section, click Add Benefit Item.
    Benefit item discount 2020.jpg
  4. Select the Benefit Item that is to be used for this discount. All active benefit items of type Event will be available in the list.
  5. Select the registration fee to which this discount is to be applied from the 'Apply To list. All registration fees that you have setup for the event will be available in the list. This must be a fee that you have setup as member eligible.
  6. Configure the Value/Amount of the discount. For example, if the benefit item provides for free registration, you can set the Use a Flat Fee Amount of to $0.00.
  7. (Optional) Enter a Description for the discount. This description will be displayed to the registrant to give information about the discount they are selecting.
  8. Click Save.

Customize the Registration Form Instructions Message

Your customized message can be added to the top of the event registration form.

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  1. On your event's Advanced tab, expand the Messages section, if needed.
    Messages 2020.jpg
  2. Enter your message in the Registration Instructions text-box. Click the Advanced Editing link if you wish to use additional Rich Text Editor functions.
  3. Click Save Text.

Customize the Registration Form Confirmation Message

You may add a customize the message displayed in the browser once the registration form is completed. NOTE: This message will also be included in the registration confirmation email.

Confirmation message 2020.jpg
  1. On your event's Advanced tab, expand the Messages section, if needed.
    Messages 2020.jpg
  2. Enter your message in the Registration Confirmation text-box. Click the Advanced Editing link if you wish to use additional Rich Text Editor functions.
  3. Click Save Text.

Setup On-line Registration

Enable On-line Registration

Once your registration fees, and other event registration options have been setup, if applicable, enable your online registration. In doing so, you will be able to define how members and non-members may choose to pay for registrations.

  1. For the desired event, click the Fees tab.
    Online registration options 2020.jpg
  2. Expand the Registration and Billing Preferences section if needed.
  3. In the Online Registration Options choose your registration options.
    • Allow members to register online for this event: Select this option to allow your members (Active and Courtesy) to register on-line. Select the billing options you will allow for members.
    • Allow non-members to register online for this event: Select this option to allow non-members to register on-line. Contacts in your database marked as non-member or prospective are included in this option, as well as the general public. Select the billing options allowed for non-members.

When enabling online registration, you will also configure:

Close On-line Event Registration

  1. On the event's Fees tab, expand the Registration and Billing Preferences section, if needed.
    Disallow online reg 2020.jpg
  2. In the Online Registration Options section, tick the Disallow online registrations after check-box.
  3. Enter the Date/Time you wish to close registration.
  4. Click Save Preferences.

Automate Sending of Registration Confirmation Email

  1. On the event's Fees tab, expand the Registration and Billing Preferences section, if needed.
    Automated confirmation 2020.jpg
  2. In the Online Registration Options section, tick the Send an automatic Registration Confirmation email to consumers registering online. check-box.
  3. (Optional) Tick the Include QR Code in Confirmation email for easy check-in check-box, see Include a QR Code in Event Registration Confirmation Email
  4. Click Save Preferences.

Include a QR Code in Event Registration Confirmation Email

Quickly and easily get your event attendees checked by including a QR Code in the event confirmation (which includes a Print at Home Ticket). Then at your event, using the Staff App, you can scan the users QR code right from their smart phone or a printed version of their email. Once scanned, the attendee will immediately be marked as attended in the system. This check-in functionality is available through the free version of the Staff App. The Premium version is not required.

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  1. On the event's Fees tab, expand the Registration and Billing Preferences section, if needed.
  2. In the Online Registration Options section, tick the Send an automatic Registration Confirmation email to consumers registering online. check-box.
  3. Tick the Include QR Code in Confirmation email for easy check-in check-box.
  4. Click Save Preferences.

Automate Sending of Registration Notification to Staff

  1. On the event's Fees tab, expand the Registration and Billing Preferences section, if needed.
    Send event reg to staff 2020.jpg
  2. In the Online Registration Options section, tick the Send an automatic Registration Notification email to our association at check-box.
  3. Enter the email of the staff member who should receive the registration notification.
  4. Click Save Preferences.

Promote your Event

Send Event Invitations

Invitations may be created and sent via email from the event's Guest List tab. The database has been populated with a default event invite email template that makes it easy for you to send details about the event. Within the template, recipients will also find links to view more details of the event, register for the event, decline the event, add the event to their own calendar, and see who else is going (if this potion has been enabled on for the event.). To send an invitation:

  1. On the event's Guest List tab, click Create Invitations in the Guest List Summary section.
    Add invites cp.jpg
  2. Click the desired invitees from the options available. Your selection will display in the Invitations section.
  3. Note any invitees that do not have emails and emails that occur multiple times in the list. You may click the remove from list link as needed.
  4. Click Continue. The Send an Email dialog box will be displayed.
  5. Make any desired changes to the email.
  6. Click Send Email.

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NOTE: You can use the Create Invitation option as many times as needed, this is especially useful if you wish to send a different message to different groups of your members.

Resend Event Invitations

During the course of time, if invitees have still not responded to your invitations, you may decide to resend your invitation. The database will keep track of who has received an invitation but has not yet registered so that you may easily target those that might need a second or third reminder.

Manage the Event Invitee List

View the Event Invitee List

  1. Click the event's Guest List tab.
  2. Click manage list in the Invitation section.

Register an Event Invitee

  1. Click the event's Guest List tab.
  2. Click manage list in the Invitation section.
  3. Click the Register link for the invitee you wish to register.
  4. Complete the registration form as needed.

Add a Comment to an Event Invitee

  1. Click the event's Guest List tab.
  2. Click manage list in the Invitation section.
  3. Click the Comment link for the invitee to which you wish to add a comment.
  4. Enter Invitee Comments.
  5. Click Save.

Decline For an Event Invitee

  1. Click the event's Guest List tab.
  2. Click manage list in the Invitation section.
  3. Click the Decline link for the invitee to mark as declined.
  4. You may click Print or Close.

Manage your Event Guest List

Understanding the Various Icons on your Guest List

Various icons are available on the Guest List. Descriptions of each are displayed in the table below.

Icon Description
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 Attendee Icon: This option allows you to edit Attendee contact information, custom fields, and record association. The gray color indicates that the attendee is associated to an existing record in your database.
Yellow attendee icon.jpg
 Attendee Icon: This option allows you to edit Attendee contact information, custom fields, and record association. The yellow color indicates that the attendee is associated to a member record in your database, but does not have a representative record.
Orange attendee icon.JPG
 Attendee Icon: This option allows you to edit Attendee contact information, custom fields, and record association. The orange color indicates that the attendee is not associated to a member record in your database. You can click the
Make payment icon.JPG
 Make a Payment: This option will allows you to make a payment towards the registration. The gray color indicates that the registration is paid in full.
Red payment icon.JPG
 Make a Payment: This option allows you to enter a payment towards the registration. The red color indicates that the registration is not paid.
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 Email attendees: This option will allow you to send an email to those on your guest list using a variety of filtering options.
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 Run Reports: Options available when selecting this icon include creating a check-in roster, nametags for your event, and so on.
Email attendees.JPG
 Email attendees: This option will allow you to send an email to those on your guest list using a variety of filtering options.
Download attendees.JPG
 Download: This option allows you to download the guest list to .CSV format (usable in Excel). The download provides many more details about the registrants.
Delete attendee.JPG
 Delete Selected Attendees: This option will allow you to delete attendees you have selected in the guest list. NOTE: Deleting attendees from the Guest List, which will alter billing amounts and affect historical reports, is not permitted from the Guest List when:
  • A receipt has been created
  • An invoice has been created
  • A credit card has been marked as paid
  • The registration has a fee with "reserved" attendees (i.e. table of 8 that requires 8 attendees).

A better approach would be to cancel the registration.

Add Event Registrations from the Back Office

Your staff may add registrations from the event's Guest List tab.

  1. On the event's Guest List tab, click the Add New Registration in the Registrations section.
    New Reg1.jpg
  2. On the Enter Information screen, enter all required registrant information.
  3. Select the desired registration type.
  4. Click Save changes.
  5. If applicable, add additional attendees and/or additional items.
  6. Click Next.
  7. Review the registration, and click Check-out.
  8. Select the desired payment option. If you have selected credit card, enter the credit card information.
  9. Click Checkout.

Add a Pre-paid Event Registrations from the Back Office

If you have pre-sold registrations to your event, or included registrations to events in your membership packages, you can register these to account for the attendees on the event guest list tab. Since the registration has already been paid for, at check-out you will select No Charge.

  1. For the desired event, click the Guest List tab.
    New Reg1.jpg
  2. Click Add New Registration.
  3. Select the desired registration fee(s) and proceed to check-out.
  4. Select No Charge as the payment method.
    No charge.jpg
  5. Click Checkout.
  6. On the Checkout Successful screen, click Continue.
    Comments.jpg
  7. Best Practice: Enter the previously created invoice number or a reason for the no charge in the Reason/Comments text box.
  8. Click Save & Close.

No Charge registration fees will display on the event's Account tab.

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Resend an Event Registration Confirmation Email

You can easily resend an event registration confirmation to a registrant from the Guest List tab.

  1. For the desired event, click the Guest List tab.
    Resend Confirmation.JPG
  2. In the Status column, click the Registered link of the registrant to whom you wish to resend the confirmation.
    Resend Registration Confirmation.JPG
  3. Select the recipients to whom you wish to resend the confirmation.
  4. Select a Confirmation Sender: address.
  5. Click Save & Close.

Manage the Waiting List

If you have enabled the waiting list for an event (see Limiting Attendees & Enabling Waiting List) and have reached the maximum number attendees, people wishing to register for the event will be notified that the event is full and asked if they would like to be placed on a waiting list. If the user clicks Yes please, they will be able to enter their name, and the number of guests they wish to bring.

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The registrant is now add to the waiting list, visible from the event's Guest List tab.

Register an Attendee from the Waiting List

  1. Select the event's Guest List tab.
    Wait list 2020.jpg
  2. Click Manage List adjacent to Waiting List. A list of all individuals on the list will be displayed.
    Manage waiting list 2020.jpg
  3. Click the Register link for the person you wish to register.
  4. Complete the registration form.

Remove an Attendee from the Waiting List

  1. Select the event's Guest List tab.
    Wait list 2020.jpg
  2. Click Manage List adjacent to Waiting List. A list of all individuals on the list will be displayed.
    Manage waiting list 2020.jpg
  3. Click the Remove link for the person you wish to remove.

Manage Incomplete Registrations

A registrations is marked as Incomplete if someone registering for you event got as far as the payment page, then closed out. You can choose to ignore the incomplete registrations, however, if the registrant was a member, you may wish to reach out to them to see if they need assistance.

View Incomplete Registrations

To view a list of incomplete applications:

  1. For the desired event, click the Guest List tab.
    Filter to incomplete 2020.jpg
  2. Select Incomplete from the Status list.
    Guest list filtered incomplete 2020.jpg

Update Event Attendee Information

Change Attendee Name

In cases where an attendee is unable to attend an event, but someone will come in his/her place, you can change the name of the attendee.

  1. For the desired event, click the Guest List tab.
    Edit attendee icon 2020.jpg
  2. In the Guest List click the Edit attendee icon.jpg icon.
    Edit an attendee 2020.jpg
  3. Enter the new attendee name, and update any other contact and/or custom fields as needed.
  4. Click Save & Close.

Update "Additional Attendee" Name

  1. For the desired event, click the Guest List tab.
    Edit attendee icon 2020.jpg
  2. In the Guest List click the Edit attendee icon.jpg icon.
    Edit additional attendee 2020.jpg
  3. Enter the name of the additional attendee, and update any other contact and/or custom fields as needed.
  4. Click Save & Close.

Associate an Event Attendee to a Member in Your Database

There are times when a member registers new employees for an event OR a representative registers but is not recognized as associated to a member (perhaps they used a different email address).

In this case, the system will recognize the member, but not the employee. From the guest list, you can easily associate this attendee to a member.

  1. For the desired event, click the Guest List tab.
    Associate attendee to member 2020.jpg
  2. Click the Yellow attendee icon.jpg icon for the attendee you wish to associate to an existing member.
    Edit association 2020.jpg
  3. Click Create Record.
  4. Select Representative from the list. The screen will refresh, and the attendee is now associated to the member.
  5. Click Save & Exit.

Create Prospect Records from Event Attendees

Events are a great opportunity to make contact with prospective members. You can easily add these contacts to your database from the event Guest List. The 30px indicates that the attendee is not associated to a member record in your database.

  1. For the desired event, click the Guest List tab.
    Create member 2020.jpg
  2. Click the Orange attendee icon.JPG icon.
    Create record 2020.jpg
  3. From the Create Record list, select Member.
  4. Add General Information as needed.
  5. Click Next.
  6. On the Business Information page complete the necessary information. By default, when adding a contact from the event guest list, the Status is set to Prospective. Names of the event attendees will be included in the Representatives section.
  7. Click Finish.

The organization and the attendee(s) are now added to your database as prospect.

Cancel an Event Registration

  1. On the Event's Guest List tab, click the Edit Registration icon, for the registration you wish to cancel.
  2. On the Edit Registration screen, select Cancelled from the Status drop-down list.
  3. Click Save & Close.

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NOTE: Cancelling a registration will cancel All attendees registered.

Best Practices for Managing Billing when Registrations are Cancelled

There are three scenarios when it comes to handling billing of event registration cancellations:

Registration Cancelled and an Invoice has NOT been Created

When a registration is cancelled, and an invoice has not been created, you do not need to do anything as no billing transactions have been generated by the system. Simply cancel the registration as described in Cancel an Event Registration.

Registration Cancelled and an Invoice Has been Created, but NOT Paid

When a registration is cancelled, and an invoice has been created but not paid, best practice is to write-off the invoice. See Create a Write-off for instructions.

Registration Cancelled and an Invoice Has been Created AND Paid

When a registration is cancelled, and an invoice has been created and paid, follow your business processes. Usual scenarios include:

  • If you have a no refund/no credit policy, you need do nothing.
  • If you have a no refund policy, but will issue a credit towards a future event, see Create a Credit for instruction.
  • If you have a refund policy, see Process Refunds for instructions.
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