Event Registration

 

Purpose:  To enter a registration for an event.

 

Launch Point: This routine can be launched from the following location(s):

 

•      Names → File Maintenance → Routines Drop-Down Menu →

 

•      Names → File Maintenance → Event Tab → Context Menu on Event Registrations Grid →

 

•      Names → File Maintenance → Event Tab → Add button (lower left corner of window)

 

•      Utilities → Routines → Cash Receipts → Cash Receipts Batch Entry → Event Payments →

 

Example:  When the routine is launched a window will open

 

On the event search window select the event into which you want to register this person. Other events that are specifically related (i.e. shown on the Related Events tab in events file maintenance) to the selected event can be seen by clicking the Related Events button. If the person wants to register for one of the related events instead of the event on the search window, just highlight the event in the related event grid and click OK.  After the event is selected the registration window will open.

 

The top Summary group of the window will show the fees selected, session(s) selected (if applicable), recap of fees and money applied, and the transaction date.  The lower portion of the window has the Fees/Sessions and Miscellaneous groups. The Fees tab shows all available fees and the Sessions tab (if applicable for the event) shows all available sessions for the event. The Miscellaneous group is where you can enter information like the registration source, marketing source, special needs, and confirm by method.

 

Note:  the window and fields can vary depending on the type of event and available options for that registration.

 

 

On the Fees tab, the top grid displays all the registration fees from the event, and the bottom grid shows all of the special fees. You can only check the Selected box on one of the registration fees at a time. In the special fees grid, you can multiply the number of times a fee is applied for the registrant, by changing the quantity (Qty). A registration can have as many special fees applied as are required. 

 

As you select a fee to apply to this registration it will be shown in the Selected Fees grid in the Summary group at the top of the window.

 

When the event for which you are registering a person has sessions, a Sessions tab will be displayed. To select the sessions to register this person into, check the Selected box. 

 

If there will be a guest attending any of the sessions, you can enter the guest by clicking the Add Guest button. Enter the guests name, Last Name is required, and click OK.

 

Note: If you want the Email Address to be required on a guest go to File – System Preferences. Navigate to Events – General. Check the box for Require email for session guests.

 

Now the guest name will be displayed in the Registrant or Guest Name field above the sessions grid.  Check the Selected box for all the sessions that this guest will be attending.  Repeat this process for any additional guests to be listed for this registrant. 

 

Note: The Edit Guest button allows you to re-open the guest information screen for the guest currently displayed in the Registrant or Guest Name field.

As you select session(s) to apply to this registration, they will be shown in the Selected Sessions grid in the Summary group at the top of the window.

 

Once the registration window has been completed, click OK. At this point the event registration is posted.

 

The next window that is seen will depend on your original launch point.  If you launched the routine from the event payment window in a cash batch, then you will be taken back to the event payment window.

 

If you launched the routine from any of the other three launch points, the credit card payment window will open. This is done as a convenience for the user. If the registrant will not be giving you a credit card number at this time just cancel the credit card payment window. Remember that the event registration is already posted, so cancelling this window will not affect the registration.

 

Note:  If you have your system set to work with session fees (see Post fees on session registrations in the Events General area of System Preferences) there will be an additional Fee column in the grid on the Sessions tab.