Create Event Part III: Registration Types (Required)

Events: Create Event Part III: Registration Types

1. This tutorial continues the process of creating an event and covers the configuration of the event’s registration types (tab 3). For instructions on configuring the first two tabs in event set-up, see the Create Event Part I and Create Event Part II tutorials.
2. Registration types are the tickets available for an event; including single and group registrations, as well as paid and free options. Your event MUST have at least one ticket/registration type configured in order to appear on your website; you CANNOT post an event to your website without a registration configured unless you have checked the "Event Ticketing/registration will be done at Host's website" checkbox on Tab 1: Event Details. If you did check that box, then when users view the event online they will see not see any option for registering.

   

3. NOTE: Fundly charges $1 for every transaction paid via credit card and this charge is not refunded when the registration is canceled, refunded, or credited. This charge is applied monthly. Refer to this FAQ.
4. If you did not check the Hosted Event checkbox on Tab #1 but also failed to configure any ticket types, an error message will display on your public site. You will need to add ticket types to remove the error message.

   

5. To configure registration types, on the Registration Type/Tab #4 screen your first choice will be whether you wish to set an overall capacity for the event in the Event Capacity field. You can EITHER set a total event capacity OR a per ticket capacity. You cannot set both.

   

   

6. The screen will pre-load with any default ticket/registration types that exist on Configurations: Events: Default Registration Types. You can delete any of these ticket/registration types that are not applicable to this event by clicking the drop down to the right of the ticket type and selecting Delete.

   

7. Click the drop down to right of any ticket type and select Setting to edit any of the default tickets.

   

   

8. To create a new ticket/registration type, click on either the Free (to create a ticket that costs $0) or Paid (to create that costs more than $0) buttons on the top right. This will create a blank row in the ticket list. (You can also copy any existing ticket/registration type by clicking the drop down to the right of any existing ticket/registration type and selecting Copy)

   

   

9. If you have not set an overall capacity for the event, you will be able to set a capacity for each registration type, limiting the number registration for that type in the Capacity field.

   

10. For paid tickets, set the price (that the general public will pay) for the ticket in the Price Field. If your members will receive a discounted/different price than non-members, you can indicate that in the Member Price field.

    

11. To configure the advanced options for a registration type, click on the drop down to the right of the ticket/registration type and choose Settings.

    

12. This will expand the Settings section for the registration type.

    

13. To edit the time frame when this registration type will be available for use, you can set the Starts On and Ends On fields. When adding registrants to an event (either from the back end or online) the Registration Date MUST be between the Starts On and Ends On dates. For example, if today is April 11th and the ticket on sale Start Date is April 17th and the on sale End Date is April 20th, when a user goes to your website, the event will show "not available" for the registration/will not allow any registrations (because the tickets are not yet on sale). When registering people from the back end, you can backdate the registration date; when registering via your website, however, there is no ability to back date the registration date, so make sure your on sale start and end dates are configured so as to allow online ticket purchases during the dates you want people to be able to buy tickets. Please Note: If your event is a "Recurring Event" (set on Tab #2) then you will only be able to set the Ends On field. The Starts On field will not be available; tickets go on sale as soon as you publish/complete set up of your event.

    

14. There are two options for configuring the Starts On and Ends On fields: Specific Dates and Relative Date (Time Before Event Starts option). The Relative Date option allows you specific ticket on sale start and end dates/times relative to the event start time. By default, the Starts On and Ends On dates/times are set to "0 days, 0 hours, and 0 minutes" before event start. This means tickets go on sale - and then stop being on sale - at the exact time your event starts. This means NO ONE can register for your event - ever. You must always be sure to configure these fields if you want tickets to be available for sale. The status column will detail each ticket's on sale/availability status.

    

15. Next, specify if this ticket/registration type is available to everyone or only to members (if only to members, the non-member price field becomes hidden). If only to members, specify which which membership level a registrant must have in order to purchase this ticket.

    

    

16. If this registration is a group registration allowing multiple attendees to be registered together for one price, indicate the size of the group (# of tickets in this block/# of people attending for this one price) in the Group Size field. The Group Size field allows you to create blocks of tickets that are available for a single price - for instance if offer couple or family discounts (1 ticket for $50, 2 for $75) or to sell tables (1 table of 10 for $1,000).

    

17. For online events, you can specify a time limit in days before the event, that contacts will be allowed to cancel their registration in the Allow Cancellation field.

    

18. Also for online events, the Registration Details section allows you to give a description of the registration type for reference. This information will appear online, so you can use it to provide instructions to registrants in terms of eligibility to purchase this ticket type.

    

19. If you wish to specify a minimum and maximum number of the tickets of this type that can be recorded in a single transaction, use the Registration Requirements field to specify the Min Allowed and Max Allowed registrations. Use this field to limit the # of tickets each person can buy or to charge registrants per person for groups. For instance, you might want to limit the number of free tickets a single person can purchase by setting a minimum of 1 and a maximum of 3. Or, you might be hosting an event where registrants need to be part of a team, but the team is charged based on the # of people on their team (for instance, a charity golf tournament with teams of golfers that range in size from 2 to 4 people. The team members are charged $10 per head to participate and the team size can vary, so you would set a minimum of 2 and a maximum of 4. Now the registrant cannot purchase single tickets/must have a group of at least 2 and will be charged per head/person the ticket price (2 tickets would be $20, 3 tickets $30, and 4 tickets $40). Contrast this to group size, where the # of tickets in the group/block is fixed and the price is also fixed/doesn't adjust based on the # of people in the party/group. You can combine/use both fields. For instance, a charity fundraiser where groups purchase a table of 10 for $1,000 and you wish to limit registrants to no more than 2 tables each. You would set a group size of 10 and also a maximum of 2.

    

20. In the case that you wish this registration type to be hidden from your public site, mark the “Do not display on public site” check-box. Use this to make certain ticket types only available for back-end/staff registration (such as discounted tickets and tickets for staff, board members, VIP donors, etc.).

    

21. Lastly, when you create a ticket type, you have the ability to indicate who will absorb any credit card and online processing fees with the Fee Type drop down. You are charged two types of fees for online registrations: a Stripe Credit Card processing fee (generally 2.2% or 2.9%) and a $1 per paid ticket processing fee by NonProfitEasy.

    

22. The Absorb option indicates that you as an organization will pay/absorb the cost of all fees, the Pass On option indicates the registrant will take these fees on (the fees will be added onto the ticket price), and the Split option that the costs will be split between you and the registrant (you will absorb the Stripe fee and registrant will absorb/pay the $1 Fundly processing fee). If you hover over the Buyer Cost field below the ticket price, you will see the details of how your Fee Type setting affects the ticket price.

    

    

    

23. When you have finished configuring the setting for a ticket type, you may close/hide the ticket/registration type's advanced settings the section by clicking the x button in the top right of the section for that registration type.

    

24. When you have finished configuring all registration types for the event, click on the Save button in the lower right to save and exit (you will be able to access your event to continue set up from the Drafts tab of the Events Index screen) or Save and Proceed button in the lower right to proceed to the last tab of event set up.

    

25. In the next tutorial we will discuss how finalize settings for the event you are creating.