Manage Event Part IIIc: Add Event Registration Online

Manage Event Part IIIc: Add Event Registration Online (Pages and Plugins)

1. This tutorial covers how users register for one of your events (free events as well as paid events) via your website (rather than your staff adding an event registration directly inside CRM) for both Organizations and Individuals.
2. To allow online event registration, you must first configure your events within Fundly CRM. Then you must integrate your website with Fundly CRM using either Pages or our WordPress Plugin. After these steps are completed, your online users will be able to register for events online.
3. Users can register for events either as a logged in user or as a guest (non-logged in check out). If the user wishes to complete check out as a logged in user, they can log-in to their public profile first and then go to the event index page (1st two screenshot below, taken from Plug-Ins - the exact location of the log-in button on your site will vary according to your settings/configurations) or they can log-in when prompted to after selecting the event registration (3rd and 4th screen shots below).

   PLUG-INS

   (logging in before starting transaction)

   

   

   OR

   (prompted to log-in during checkout)

   

   

4. Creating a public profile and logging in to sign up for the event offers the advantages of:
   • having mailing address and credit card information pre-populate based on the information saved on file,
   • the user can cancel event registrations online (rather than contacting you/your staff),
5. There is the option in both Pages and Plug-Ins to turn off the option to log-in to a public profile and only allow guest checkout. However, if you are using Pages or Word Press Plug-Ins and you offer member discount pricing on event tickets, then users MUST log in before or during checkout to receive the member price on event tickets and MUST log-in to purchase member only tickets. For Word Press Plug-Ins, this means that  the public profiles/log-in option MUST be turned on in your system. For PAGES, you can turn off the public profile log-in option and still offer member only tickets and member discounted pricing. During guest check out, the system will check the payer details (name and email address) against contacts already in your system to see if there is a matching record and, if so, if that contact has an active membership. If so, the purchaser will be allowed to continue with purchase of a member only ticket/will be offered the discounted event ticket price.

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   PAGES

   

   

6. To register either themselves or someone else for an event, the user should navigate to the events index page on your website or to the event details page (if they have been given a link directly to the event via email or via a button or link on your website). In this tutorial, we have presented images of our two demo sites, one using our WordPress Plug-In (the top image) and one using Pages (the second image); your site may differ slightly in appearance due to your configurations/settings. However, the check out flow/process will be the same in all cases.
7. If your user is starting their event registration from the Events Index page, they will arrive at a page that looks similar to the ones below.

   PLUG-INS

   

   PAGES

   

8. The default view of the events index page is to display upcoming events in the current month. If there are no upcoming events in the current month, the system will display a message "No upcoming events." Users of our Word Press Plug-Ins can set the default view (see this tutorial on configuring your Events plug-in). Please Note: if you've given users a direct link to the event details page, they will skip this step and go directly to step #12 below.
9. The user can look for events happening other months/years, by using the date filter options.

   PLUG-INS

   

   PAGES

   

   

10. The user can also search for events by keyword (search tags). See this tutorial on adding keywords to your event to make it easier for website users to filter/search your events.

    PLUG-INS

    

    PAGES

    

11. The user can click an event title (Plug-Ins and Pages) or click the "View Details and Register" button (Pages) to open the events detail screen.

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    PAGES

    

12. This will take the user to the event details page. The exact layout of the page will depend on if you are using Pages (our template/layout) or your website's template (if using WordPress Plug-Ins) and which "addendum" items you've added to your events page (sponsor names, image gallery, documents, etc.). In general, the name of the event and the event start and end date and time will show at the top of the pages, the Registration/Ticket Types and Other Items (if any are configured/offered) will show in the middle of the page, and the event details (description, sponsors, photo gallery, and/or attachments/documents) will show at the bottom of the screen below the Next/Checkout/Add to Cart button(s) (Please Note: in Plug-Ins, the description and photo gallery show at the top of the page).

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    PAGES

    

    

    

    

    

    • Please Note: in Pages you have the option to turn off the shopping cart and in the WordPress Plug-In, you have the option to set each event page to "direct check out" which will bypass the cart. In either case, turning off the cart/turning on direct check out will take the registrant directly to a special "all in one" check out page after they select their tickets and other items, which will have the payment information on the same page as the event registration form(s). The user will have a "Proceed"/"Checkout" button instead of "Add to Cart" at the bottom of the event registration screen (so that if they want to register for an event and also purchase a membership, they will have to complete two separate transactions. Nothing else can be purchased at the same time when cart is disabled).

      PLUG-INS (direct check out page)

      

      

      

      

      

      

      PAGES (shopping cart turned off)

      

      

      

13. Once user has navigated to the event details page, to begin the registration process, if this is a repeating event, the user should start by picking the date they are attending.

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    PAGES

    

    

14. Note- If the event has reached its registration capacity limit for a scheduled date, it will show "Sold Out" next to that date when selecting date of attending from the dropdown (This is available in pages for now but not in plugins). If the user selects that date which says sold out, user will not be able to select the tickets and it show tickets "Sold Out". See step #16.
    Pages
    
15. Next, the user should indicate the quantity of each registration type and any Other Items (merchandise) (if applicable/if configured). Please Note: if you are using Pages and you have public profiles turned OFF, the user must enter their Payer details (if they are checking out as an individual or an organization and their name and email address) before they can select their tickets and merchandise.

    PLUG-INS

    

    PAGES WITH PUBLIC PROFILES OFF (enter payer/registrant details first then select tickets)
    

    

    

    

    PAGES WITH PUBLIC PROFILES ON (select tickets first then enter payer/registrant details)
    

    

16. Note- When the event registrations has reached the registration capacity limit (all tickets sold out), it will show the tickets are sold out and won't let the user to select the ticket type. In plug-ins, it will give an error message saying the tickets are not available and in pages, it will show "Sold out" next to ticket type.
    PLUG-INS
    
    PAGES
    
17. Please Note: If you are offering member discount pricing and/or member only tickets, the user MUST be recognized by the system as a member (the system uses your duplicate prevention settings to match to an existing contact record) to be offered member pricing.
    • In Pages, if public profiles (login menu) are turned OFF, the system collects registrant/payer name and email address on the first step to verify if someone is a member or not.

      

    • If public profiles (login menu) is turned ON (Pages and Plug-Ins) and the user is not logged in when they attempt to purchase Member Only tickets, the system will prompt them to log in and the guest check out option will be removed.

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      PAGES

      

      

18. Please Note: If you have enabled the waitlist feature and tickets are sold out, then an "Add to Wait List" button will display. Otherwise, if tickets are sold out and waitlist is not enabled, then "Sold Out" will show. See our tutorial on using the waitlist for more information on what front end registration looks like in this case.

    PLUG-INS (Waitlist not triggered/configured)

    

    PLUG-INS (Waitlist triggered/enabled)

    

    

    PAGES (Waitlist not triggered/configured)

    

    PAGES (Waitlist triggered/configured)

    

    

19. Once the user has made their selection of tickets and other items, they will click the button at the bottom of the screen (Plug-Ins)/at the right (Pages) to advance to the next page. The text on the button and even the layout of the user's screen will depend upon a number of factors: pages vs plug-in, cart on or off, public profiles turned on or off, direct check out page vs non-direct checkout page, and registration form configured or not. In general, the next step after selecting tickets will be to fill out the registration form if one is configured. If not, the user will proceed to the payment/check out page. If your event does not have a registration form configured, then skip to step #20.

    PLUG-INS
    

    	Non-Direct Check-Out Page	Direct Check-Out Page
    With Registration Form
    Without Registration Form

    PAGES

    	Profiles On & Cart On	Profiles On & Cart Off	Profiles Off & Cart On	Profiles Off & Cart Off
    With Registration Form
    Without Registration Form

20. The user should then fill out the registration form, if one is configured. If the user has purchased more than one ticket type, then the ticket type will be listed at the top of each registration form area so the user knows which registration form goes with which ticket/ticket type.
    

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    • A few tips on filling out the registration form:
      • Home Address:
        • If the form is filled out for a contact that already has a record in your Fundly CRM and that contact has a mailing address on their record but that mailing address is uncategorized (not set to either home or work address), and they fill out the Home Address field on the registration form AND check that the home address is also a mailing address, then the uncategorized mailing address that was already on the ready gets moved to Other Address block on the contact's record and the new mailing address from the registration form gets saved to the contact's Mailing Address block on the contact record (and set to type = home).
        • If, in the above scenario, the contact does not check the "mailing address" check box, then the home address on the registration form will be saved to the contact's Other Address block (and set as type = "home).
        • Additionally, in this scenario, if the mailing address check box is not checked on the registration form.
      • Work Information/Work Address (when user selects an organization that already has a contact record in your CRM/system):
        • When no address exists on the contact record for the organization, the system will create a new address for the organization and will associate that address with the individual as their work address.
        • When an address exists (in your system) for the organization:
          • On selecting the organization on the attendee form, system will fetch the organization’s address and will pre-fill in the work information section of the attendee form.
          • System will share that address with the individual contact as their work address.
          • If users provides a different value for address other than the existing address (edits the existing organizational address), then system will create a new address for the organization and will associate that new address with the contact as their work address.
          • If there are multiple addresses for the organization on their CRM contact record, then we have given the ability for the user to select one of those address on the attendee form. The system will fetch first address and will pre-fill in the form. The user can click the "change" button that will appear and select a different address instead.
          • There is NO ability to edit the organization's address via the event attendee form. Editing an existing address will create a new address for the organization.
21. After filling out the registration form (if any), the user should then proceed to the payment page.
    • If this is a direct check out page, payment information will be on the same page as the registration form (if any)
    • If this is not a direct check out page and the cart is turned on, the user has the option to Add to Cart and Continue Shopping to continue shopping/add other transactions to their cart (they will be taken back to the Event Index/Calendar page) OR to Checkout in order to advance to the checkout/payment information page
    • Otherwise, if this is a non-direct check out page and the cart is turned off, user will only have the option to proceed/checkout.

      PLUG-INS (non-direct check out)

      

      PLUG-INS (direct check out)

      

      PAGES (cart enabled [profiles off or on])

      

      PAGES ( cart off and profiles on)

      

      PAGES (cart and profiles off [Direct Check out])

      

22. Upon choosing to advance to the checkout from the event registration form page (if any)/from the select tickets page (when no event registration is configured), the user will be taken to the payment page. The user may first have to pass through a prompt to log in or select to guest check out if a) they have not already logged in, and b) if public profiles are turned on. Please Note: organizations cannot create public profiles/log-ins so if the user logs-in first, the system assumes the user is an individual and the "checking out as an individual or as an organization" pop up box does not appear).
    

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    PAGES

    

    • If this is a direct check out page, the payment fields will be on the same screen as the registration form (if any). User will not be prompted to log-in (if they have not yet logged in)/select guest check out.
    • If public profiles are turned off (but the cart is on/this is a non-direct check out page), then the user will not be prompted to log in/guest check out. Instead, the system will simply present the guest check out flow/will skip the "log in/guest check out" pop up and present the payment/check out page.
23. For non-diretct check out, the user should then either log in (if an individual who has previously created a public profile log in), register/create a public profile log in, OR proceed with guest checkout. See this tutorial on creating a public profile, using social media log-in, and logging in to a public profile.

    

    

    OR

    

    

24. The last step will be for the user to complete checkout by verifying their selection(s), entering payment information (if required/if ticket(s) is not free), and enter an optional donation (if turned on in your system).
    

    PLUG-INS (direct and non-direct checkout page)
    

    

    

    

    

    PAGES

    Direct Check Out Page (cart and public profiles turned off)	non-direct check out page / with cart on and user selects to Checkout (pop up box for check out window)	Cart Check Out Page

25. On Direct Checkout pages and on the Cart check out page, the user will have the option to delete (trash can icon) or edit (pencil icon) their cart items (event registration tickets and/or other items).

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26. Additionally, the user will be given the option to add an optional donation on top of their purchase IF THERE IS NOT ALREADY A DONATION IN THEIR CART/in the transaction (and you have enabled optional donation on check out in your system).

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    PAGES (direct check out and cart check out only; non-direct check out (pop up box) does not offer optional donation option).
    

    

27. In all check out flows/iterations, the user can enter a discount/coupon code

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    PAGES

    (direct check out pages (cart and profiles off) and cart check out page)

    

    (cart and/or profiles on)

    

28. Next the user will add their payment information:
    • If you have enabled Pay Later within your system, the Pay Later check box will be present and user can select this to pay via check or cash at a later date. Please Note: there will be no option to pay later if the user is purchasing a recurring donation, pledge, or auto-renewing membership as part of their check-out.

      PLUG-INS

      

      PAGES (direct check out pages and cart check out page)

      

      PAGES (non-direct check out)

      

    • Otherwise, credit cart/payment information will be required to complete the transaction.
      • The payer name will pre-fill in the credit card fields based on the payer details provided earlier in the check out flow (when the user selects if they are checking out as an individual/organization and provided their name and email).
      • If the user has logged in and their payment information is on file, the credit card information will also pre-fill (pages) (in plug-ins, the credit card details fields are hidden and user can select from saved cards or add new card)
        

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        PAGES (direct check out and cart check out page)

        

        PAGES (non-direct check out page)

        

        

      • If user is using a browser that has the digital wallet feature (Chrome, Edge, or Safari) and has enabled Digital Wallet, the Digital Wallet (Apple Pay, Google Wallet, Microsoft Wallet/Pay) will show as a payment option as well as direct credit card entry.
        Please Note: To present Apple Pay as a payment option, first you have to enable it. To know how to enable Apply Pay as payment option, please read the tutorial How to enable Apple Pay as Payment option.
        

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        PAGES

        

        

    • If the user has logged in, they can check the Add This Card on file and Set as Default checkbox to save their credit card information on file to be used for future payments/transactions (so they don't have to enter it again in future). Please Note: no credit card information is saved inside our CRM. We save only a randomly assigned unique identifier; all credit card numbers are stored in Stripe, which is encrypted, so your users should feel confident saving their credit card number on file.

      PLUG-INS

      

      PAGES (direct check out and cart check out pages)

      

      PAGES (non-direct check out pages)

      

29. When the user has finished filling in all of the required information, they should click the Checkout button to complete the transaction.

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    PAGES (direct check out and cart check out pages)

    

    PAGES (non-direct check out pages)
    

    

30. If the user entered mode of payment as Credit Card and the card issuer requires "Strong Customer Authentication" (referred to as SCA or PSD2 authentication), a box will pop up asking the user to initiate the authentication process. SCA is a new requirement for credit cards issued by European banks or for credit card transactions taking place on European websites for the card holder to authenticate an online purchase by indicating they are the ones who has initiated/authorized the transaction (see this explanation of SCA from Stripe for more information).

    

    • The user will need to click the Complete Authenticate button and then completes the validation process. Once they do (and authentication is completed successfully), the transaction will finish saving automatically.
    • If the card holder fails to authenticate the transaction within the specified time frame or denies the transaction, a authentication failed message will appear on the screen. User will need to try to process payment again or make the donation using some other form of payment.

      

31. After the transaction has finished being processed, the user will see a confirmation page. In the Plug-Ins, you can customize this thank you screen; in Pages you cannot.

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    PAGES

    

32. If this event is synced to Zoom, then the ATTENDEE will be sent an email from Zoom with their tokenized/personalized "join meeting" link within 5-20 minutes. When the credentials are sent, the Zoom Registration ID field will be populated. If the credentials could not be sent to the recipient, and error message will show instead.

    

    OR