Set the registration status
The most important settings of a registration can be made under 'Event Dashboard -> Registration'. A registration has its own title, which is also visible to participants. This title can be the same as for the event, or have its own name.
The status of a registration determines whether participant can register:
Design: the event website is not visible and participants can not login or register. Use this status when designing the event website.
Open: Participants may register
Info: Participants can see the event website for information, but do not register. All login buttons are not displayed.
Check in: Participants can see the event website for information, but do not register. All login buttons are not displayed. The check in can be carried out (see chek in)
Closed: the event web page is not visible, but a text is displayed instead, which can be customized under 'Event Dashboard -> Websites -> Closed page'
You can set a registration deadline for the registration with 'Event Dashboard -> Registration -> Registration deadline'. The registration is then allowed for this date until 23:59.
If you have the checkbox set to 'Modify the answer later', a participant can change his answer to the questionnaire after answering it. Uncheck if you do not want to allow any changes after the first response. This is e.g. If you want a binding commitment from the participant and do not want to allow cancellations.
Type the registry
Next, you can specify whether the registration is only accessible to a closed subscriber group, or whether you want a public registration where new subscribers register with their name, etc.:
None: only participants can register, which you have created in Contacts (see creating and importing contacts). You usually send an invitation email with which you can register.
Input data, then verify email: the contact data (first and last name, email, ...) are recorded on the public website. The participant then receives an email whose text can be specified under 'Event Dashboard -> Emails -> Confirmation Registration'. In the emaail you can put a registration button, which takes you to the event website. This process corresponds to an opt-in procedure, since the participant can only log on if he has entered a valid email address and clicks on the button. The disadvantage of this procedure is that they lose part of the participants who do not understand that they have to click on a registration button again after the registration.
Input data, then display web page: the contact data (first and last name, email, ...) are recorded on the public website. Afterwards the participant reaches the event website, where he can inform himself about the event and can register via the registration button. Caution: With this process they run the risk that participants specify incorrect e-mail addresses and are thus exposed to a data security and legal risk. E.g. If someone specifies a real email from another person, that person receives all yve emails without having agreed to, which is legally not allowed.
Show questionnaire, then display the event website: the contact data (first and last name, email, ...) are recorded on the public website. In addition, the questionnaire is displayed, in which you can request participation and further questions. This process has the least effort for the participants. Caution: With this process they run the risk that participants specify incorrect e-mail addresses and are thus exposed to a data security and legal risk. E.g. If someone specifies a real email from another person, that person receives all yve emails without having agreed to what is legally not allowed. In addition, the participant has to decide before he can get information on the event website.
Display registration closed text, do not allow registration: The text for 'registration closed' is displayed and no further public registrations are allowed. The existing participants can continue to answer the questionnaire.
Public registrations are visible to search engines. You can make a public registration with 'Public website can only be seen with secure token.', visible only for a closed group of persons. You can only access the registration page if you know a password for the registration. This password applies to the whole registration and can also be added to the URL.
Public and closed registration at the same time
You can also start a public and closed registration in an event at the same time.
Caution: a participant that you have already created as a contact can no longer register via the public registration, since yve prevents duplicates. Instead, he will be redirected to the login page, where he must log in with his login name and password. If he does not know this, he can send his login link to his email address via the button 'Send login link'.
If the existing contact is not yet assigned to the event, it will automatically be assigned as a participant for the event. This assignment triggers the registration email, if it is activated. If the contact is already assigned to the event as a participant, he will not receive a registration email. For registration type 'record questions, then show event website' no registration email will be sent.
In the case of an existing contact, the data (contact data and questionnaire) are not automatically taken over by the registration, but the questionnaire must be filled out again after the login.
The maximum number of participants determines how many participants are accepted. You will receive a warning email as soon as this number is reached. After this, participants can no longer sign in, but receive a message that the event is fully booked. You will receive a warning e-mail with the contact data for each participant, who wants to register after the limit has been reached, so that you can take action.
The maximum number of accompanying persons determines how many accompanying persons they want to allow at most. You can determine whether the names of the accompanying persons are also queried and whether the name is a mandatory field. You can decide whether accompanying persons are counted when the check is carried out against the maximum number of participants.
Each event can have its own event community (see create communities) in which participants can exchange information. You can determine whether participants will automatically enter the community or have to agree to it (Opt in).
Tips for the perfect registration
- If you have more than one subscriber group that needs to see different content, set up a separate event for each subscriber group. You can copy events completely with all web page content.
- Do not forget to adjust the maximum number of participants. Remember that you will also have participants who do not come, even though they have accepted the invitation