Create New Event

Creating a new event is the first step in using your EasyREG online registration program.  Let's take every step one at a time to see how this all works together.  Everything starts from the main administrator home page.  From here click on "Create New Event" to setup a new event to receive registrations.  It should be noted from the start that every choice you make is editable once the event has been setup by clicking on the "Edit Settings" link off of the main page.

• Step 1: Setup Name
  • Choose the year that this event will take place in.  If the event spans two years, choose the current year.
  • Name your event.  Examples of an event name could be "Middle School Basketball - Spring 2004".  If you change your mind on the event name, this value is easily editable afterwards.

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• Step 2: Setup Event Type

  There are four types of events to choose from when setting up your event.

  • Registration Event.  This event type is the default choice and is appropriate for most events.  It will accept registrations, allow users to register multiple times and combine invoicing and allow for wait listing.  Special Upward event types also fall into this category of events but act like a registration event.
  • Non Registration Event.  This differs from a registration event in that the wording of the emails and all the screen displays are more generic (void of the word registration).  The emails are more general in nature and can be customized to fit almost any type of event or gathering of information that you desire.  Also this type of event will not allow a registrant to perform multiple registrations .. it is considered a "standalone event".
  • Express Registration Event.  This event type is a "fast track" registration process.  It will not accept fees during the registration process, will not look at any wait list settings and will deposit all registrations into the Pending state (as opposed to Approval state for all other types of events).  Creating invoices with event fees, moving registrations to new states and sending of additional emails are all performed manually by the event administrator.
  • Upward Events.  If your event is an Upward program choose the appropriate one here.  by doing this you will get a complete registration form once you create your event.  Other than the custom tailored registration form these event types will act like a normal registration event.

Registration vs. Non Registration Events
At this time it is appropriate to note a slight difference in how EasyREG handles an event type marked as a "registration event" versus one that is marked a "non registration event".  EasyREG considers non registration events as "stand alone" events that someone would not normally wish to register for multiple times.  For this reason, when an individual registers for a "non registration event", they will not be presented with a button allowing them to register again for this event.  An Express Registration Event is a type of Non Registration Event in that it too does not allow for any "register again" attempts.

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• Step 3: Setup Event Administrators
  • There are two names and email addresses that can be entered in this step.  The Primary Event Administrator is the most important.  This email address automatically receives email every time a new registrant registers for the event (you can turn this notification off if desired).  The primary administrators name and email is also displayed all on email correspondence to the registrant.  Any questions that the registrant might have concerning this event will be directed towards the primary event administrator.  This field is a required field.
  • The Alternate Event Administrator gets a copy of all email correspondences sent to the registrant.  This field is an optional field.
  • Adding an Event Administrator is required any time a new address needs to be placed into either the Primary Email or Alternate Email fields.  To add an email address to the drop down list simply click on the "Account Settings" link located on the main page.  From the Account Settings page click on the Administrators Address Book edit link.  Fill in the First and Last name under the Full Name field along with their correct email address and then press the "Update Email List" button.  If you wish to delete an address, just click on the delete checkbox and press the button again.
  • Include registration details in admin emails is an admin email option.  By default admin emails alert you to a new registration but no details are included.  Applying this option will tell EasyREG to include registration details in the admin email.  Note that email is a non secure communication protocol and sending potentially sensitive information via email (birth dates, social security numbers, phone numbers ) is not encouraged.

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• Step 4: Setup Wait List Settings
  • For a complete overview of the wait list settings please visit our wait list tutorial page.

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• Step 5: Setup Email Notifications
  • When a user registers for an event, EasyREG gives you the option of sending them an email message confirming what has just happened.  There are three potential emails that can be sent and that you have to decide whether to turn on or off.

     

    • Admin Email Notifications: This email is sent to the administrator that is setup as the primary and alternate email address for each event.  By default this is set to YES (send emails).  If you are getting flooded by emails telling you that you have new people who have registered, and you check the events status daily as the administrator, then you can turn this email notification system off.
    • Pending Email Notification:  This email signifies the first step in the registration process.  The pending state means that the registration has been received and is awaiting acceptance by the administrator.  This email is generally used if their is a space limitation for an event and you do not want to automatically accept everyone in until you know that there is space available.  The pending email includes in it a link to allow the registrant to check their registration status at any time.
    • Approval Email Notification:  This email is sent when the registration has moved into the approved state.  Usually this email is accompanied by payment information (if applicable).  Most times administrators decide to leave this email notification on since it confirms to the registrant that they have been accepted into the event.
    • Paid Email Notification:  This email is sent when the registration is moved from the approved to the paid state.  The email is a notification that money has been received for the event.

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• Step 6: Setup Registration View
  • Setting up a registration view number is simply a way to keep all of your registrations off of one large page.  There are 4 status fields in EasyREG for each registration (Pending, Approved, Paid, Held).  By default, until the number of registrations gets to a total of 30, all the registrations are viewable from one page.  After 30 has been received EasyREG divides up the registrations by statuses, showing only those for that status on an individual page.  This makes it easier to view.  You can change the default value of 30 entries here if you like.
     
  • Registration Display Settings:
    • Page split setting.  By default EasyREG will display all registrations for an event on one page up to a default of 30.  After 30 registrations is met the registrations will be split into separate pages by status (Pending, Wait List, Approved, Paid, Held).  To change the default value up or down toggle this value here.
    • Status split setting.  By default EasyREG will display registrations for a particular status on one page up to 100 items.  Afterwards EasyREG will divide subsequent registrations up into pages of 100 each.  To change the number of registrations viewed on each page change this value.

   

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• Step 7: Setup ShareData Password and Form Fill Feature
  • Share Data Link

    The ShareData password is an optional field to fill in.  EasyREG has a way for you, as the administrator, to share the registration information with another individual without allowing them to edit/change the information in any way.  By default this feature (ShareData link) shows the non administrator the following information

    • Name
    • Email Address
    • Phone Number

    If you so desire, you can fill in a password here which gives the non administrator a viewable link when using the ShareData feature, to download all the information from the inputted registrations.  The user needs this password in order to obtain the download data.  This can be very useful if the person who is in charge of an event is not the administrator but needs to be able to gather up the registration data at any given time.  If you decide to leave this field blank then the user will never see the download link and will only be able to view the above basic registration information.
     

  • Registration Form Fill

    The Form Fill feature gives the ability to automatically fill in certain fields in a registration form when a registrant tries to register multiple people for the same or different events.  By enabling the feature (via the checkbox) this feature can be enabled on a event basis.
    
    Here's how it works ...
     

    1. User registers for an event.  After completing the form they are asked if they wish to register again for this or another event.  If the user says "yes" they are given the opportunity to select another event to sign up for.
    2. If the Form Fill feature is enabled, on all subsequent forms some of the users data from the first registration is already present in the second form.  Fields like address, zip codes, phone numbers, email addresses and other pertinent information is used again.
    3. Only text boxes are pre filled.  Text boxes are those that require typing in of information (as opposed to drop down choice boxes or radio select boxes).
    4. Textboxes not filled in are first name, last name, Date of Birth (if present) and any Liability Waiver Signature box that can be identified by the system.

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• Step 8: Setup Payment Method
  • Online payment capability is integrated in and provided through Paypal.  To setup up your Paypal account go to the Paypal site.  A user does not have to be a Paypal member to use this service (only you do).  Once your Paypal account is setup to receive money fill out the following information:
    • Payment Method.  You may, on an per event basis, activate the Paypal payment system to accept credit card payments from your users.  Choose whether you have event fees, and whether you will be using Paypal as a payment choice.  If you are collecting fees with another method remember to check the appropriate box here as it changes screen messages your registrant will see when proceeding through the registration process.
    • Paypal Email.  Enter the Paypal email address that you used when signing up for the Paypal service.
    • Event Fees.  Add in any fees that are associated with your event here.  Fees will be listed for your registrant in a "Shopping Cart" style where they can add one or more fees to their cart and then checkout to pay for those fees.  This method also allows registrants to register multiple registrations and pay for them with one single checkout through Paypal.
    • Click here for new event fee setup instructions

     

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