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Last Updated: 02/12/2016

Forms for Event Registration

A video short course...

A Guide to Using Forms for Event Registration

Before reading this article you should read Web Forms Overview, Accessing the Form Editor, Building a Basic Web Form, Connecting Forms to Database Actions, Displaying and Using Web Forms and Building an Advanced Web Form. The following article assumes that the reader has an understanding of web forms that can be gained from these prerequisites.

Connecting a form to an event

Event registration is just another type of action that can be used to connect to the Elexio Database. To make this type of connection:

  1. Choose your trigger question from your form and edit it.
  2. Navigate to the answers tab of the question.
  3. Select the lightning bolt button and then select “add action.
  4. Engage the drop down list and select “Event Registration”.
  5. Select the date of your event in the search window.
  6. Select your event from the resulting list

IMPORTANT: If your events have an associated cost (even if it's a free event with add-on item), you must use a separate registration form for each event.

Begin building a form from the Event Wizard

Since event registrations will perhaps be the most commonly used form type, a feature is available in the Elexio Event Wizard to begin your form directly from the wizard. To do this:

Navigate to the event registration tab and select the option for using a custom registration form. You will need to enter a primary registration URL. That's your web form URL storage location located at Home>Options>Database Options (for details review Web Forms Overview)

IMPORTANT NOTE: After entering your web forms URL, you will need to save your event by selecting the button that is labeled "Finished" and then reopen your event.

After re-opening your event and navigating to the registration tab,  choose “add new form”.

(A window is presented that shows all available forms that could be use for this event. When you begin using this feature the list will be empty). As your library of forms develops you can use an existing form as a template for your new form.)

To continue with a new form (not using a template) select the button labeled “create a new blank form”.

You will be prompted to enter a name for your form, once complete select “Ok”.  

The event wizard creates a new page at your form storage location URL and uses your default web browser to open that page, log you into the Elexio CMS and open the form control editor. (In short the wizard automates steps that you learned to do manually in the prerequisite articles listed above)

Using the skills you learned in previous help resources, begin building your form.

It is important to note that you must still build your form and choose a specific control(s) that will trigger the action to register for the event.

Special considerations for event forms

Registration Fees:

Important: if you're going to take payment through a form, you must enable SSL security (https) for that form page. To enable SSL security, select a page in the Pages area and select the SSL Secured checkbox in the Properties tab. (If you don't see this checkbox, please contact Elexio in a Support Request to enable SSL security for your website).

When using custom registration forms, the price of the event is not indicated in the event wizard. Cost is instead identified by a control(s) in your form. To associate a fee with a control, edit that control and select the answers tab and then select the button that looks like a dollar bill. The price manipulation window opens and the price can be set. If all registrants pay the same price, leave volume cutoff set to 1 or more and enter the price in the starting price column. If volume discounts are applicable to your event, select the button labeled “add volume discount” and match the volume cutoffs to their corresponding prices.


The total price of the registration can also be affected by answers to controls beyond those that indicate who/how many people are attending. For example, if a t-shirt is to be included with the registration, the size of the t-shirt selected can affect the total cost in different ways. If small through large t-shirts add $2, you would set that amount to be associated with answers small, medium and large. And then if $3 is added for extra-large, that amount would be added to the answer extra-large.

Partial Payments:

If you're going to allow partial payments, you need to indicate in the form options area what is the minimum amount that can be paid at the time of form submission. This is not a global setting but is rather a form by form setting.  The allowable partial amount can be described as a percentage or a dollar amount.  

For example if the minimum allowable is set to 50%,  and the event cost is $10, a person must submit $5 to successfully complete the form.

Important notes of caution.  

  1. Entries into the minimum allowable partial payment field must include either a $ sign or % sign.  If only a number is entered the form will not honor any minimum amount rule.
  2. If the field is left blank it is assumed that a full payment must accompany the form submission.
  3. When considering a partial amount threshold remember to factor in all potential controls that would impact price manipulation. (i.e. if you are adding an amount for t-shirt or other event costs)
  4. Subsequent payments cannot be made online by accessing a previously submitted form.  All subsequent payments must be made in person or by phone (see next section)

Database Attending Tab Rules:

The event wizard attending tab can be used to enforce rules for who is eligible to attend an event. This is extremely useful when you're using the check-in software. However, when using a custom registration form, these who can attend rules will be ignored. Anyone who has access to the form can register for the event.  This will require special attention and understanding when check-in is being used for an event that utilizes a custom form. Take note of the following scenarios based on settings invoked in the event wizard attending tab with an event using a custom web form:

  • Anyone Can Attend - Registration Required box not checked:
    This rule will allow anyone to check into the event even if they haven't registered regardless of whether they were "invited"
  • Anyone Can Attend - Registration Required box checked:
    This rule will allow anyone to check in that has a status of "reqistered" regardless of whether they were "invited"
  • Attending Criteria Selected - Registration Required not checked
    This rule will only those matching the criteria to check into the event regardless of whether they were "invited"
  • Attending Criteria Selected -  Registration Required checked
    This rule will only allow those matching the criteria AND have a status of Registered to check into the event regardless of whether they were "invited"
  • Invited Only Selected - Registration Required not checked
    This rule will only allow those that were "invited" via email to check in
  • Invited Only Selected - Registration Required checked
    This rule will only allow those that were "invited" via email AND have a status of Registered to check in

Other considerations when using the Registration Required Option:

  1. If the event REQUIRES registration and a user attempts to check in,they will only be presented the event for check in if they also match the rule from the event wizard attending tab REGARDLESS of what type of form was used.
  2. If the event REQUIRES registration and a user who has not registered attempts to check in, then the event will not be presented for check in REGARDLESS of what type of form was used.
  3. If the event DOES NOT REQUIRE registration then a user who attempts to check in will only be presented the event for check in if they match the rule from the event wizard attending tab, REGARDLESS of what type of form was used.


Multiple Registrants/Person Containers:

Events often need to collect information on multiple people at the same time. For example a head of household could complete a single form to register an entire family for an event. Or a single form could register one person but require entry of an emergency contact. When building forms of this nature multiple containers will need to be used. (To learn more about multiple containers read Building an Advanced Web Form and watch its corresponding video short course).

Manual Adjustments to the Amount Paid:

The event wizard and the people screen attendance tab, both allow for direct edits to the column labeled "amount paid". However it is recommended that you navigate to and select the $ symbol in the grid and choose to record the payment as a manual payment.

Forms with Recurring Events:

When creating a registration form for an event that recurrs (i.e. a class that meets over several months or a VBS over several days) it is highly recommended that you create the form first without launching the forms editor from the event wizard.  If you are unfamiliar with creating forms in this way please review the articles and short course training videos Accessing the Form Editor and then Connecting Forms to Database Actions

If you choose to create the form from the event wizard, you must create the recurring event first then select the button labeled "finish".  Then open the first occurrence of the event and proceed to create your form from that occurrence. 

Forms and Portal

In the portal, if a custom form is being used for registration, a slightly different visual presentation will be used to link to the registration form. The highlighted link in the picture below would redirect the portal user to the URL where the form is stored.

Forms and Mobile

If your database event is using a custom registration form the mobile app display details of that event will differ slightly from events that require simple registration. 

When a mobile app user selects "sign up" for an event using a custom form the user will be redirected to URL of the custom registration form via their mobile phone's default web browser.

Displaying Registered Attendees in the Event Wizard

Registered attendees (i.e. people who have completed a registration form) will show on the attending tab of the event wizard.  To ensure that you are seeing all event registrants it is recommended that you exit the event wizard by clicking on the button labeled "Finish" , refresh the Elexio Database window and then re-open the event wizard. The window will show payment information details when you select the $ sign icon in the grid.  For more details, review Managing Form Payments & Results.

Price Limits & Maximum Registrants per form

Price Limits - If you would like to set a maximum price that would be charged upon a single form submission (i.e. a family of 5 is registering for an event in a single form with the add person option engaged and the cost is $5 per person but is capped at $20 per family) you can set this price limit in the price manipulation window associated a form's primary person container (Primary person container in the example above woudl be where a parent would enter their own info before proceeding use the "add person" option register additional family members).

Maximum Number of Registrants per form Submission: Coinciding with price limits you may want to limit the number of people that can be added to a single form submission (i.e. Expanding on our example above you may want to set a limit so that people cannot take advantage of price limits by adding additional registrants beyond their own family and a reasonable number of guests).  If you want to set a limit enter the number in the price manipulation area of your primary person container (see Price Limits for details on primary person container).  PLEASE NOTE: This limit only affects registrants per a single form submission.  It will not limit the total number of form submissions.  This limit by default is set to infinity as denoted by the infinity symbol.

 

 Timed Discounts:

If you would like to provide a discount (or increase) to the total registration cost based  on a date criteria complete the following steps:

  1. Navigate to the price manipulation option for the control you would like to use and select the button labeled "Add Timed Discount" which will create a column in your price grid.
  2. In the field highlighted above, enter the date that corresponds to your discount(or increase).  

    Note: date is formatted as (month)/(day)/(year)

  3. In the grid below enter discount/increase amount that corresponds to each of your volume cutoffs (if you have no volume cutoffs you will just enter one discount/increase in the time column).
  4. If you need to provide multiple date oriented adjustments select the button labeled "Add Timed Discount" again and an additional column will be created. (There is no reasonable limit to the number of date oriented adjustments that can be made).

End

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