Online
Event Registration
Define a New Event and Registration Form
To define a new online event, use the “Make a New Form” link which is found in the left nav bar. It will let you define values such as the event name, the date on which a person could first sign up for the event, the last date to sign up, etc. It also lets you define the comments and questions that will comprise the online registration form. The “Make a New Form” page has more help on it. Note the mouse-over pop-up help.
Editing the Registration Form
If you need to go back and edit the information that defines the event or registration form, use the link titled “List of Forms”. It displays a list of the registration forms you have created. Choose the event you wish to edit by clicking the “Select” button next to an event name. Once users have signed up for an event you can edit the basic form and typos, but do not add or delete questions. Call for technical support if you need to do this. If you are in the mode of defining a form and testing, just delete your test signups before adding or deleting questions.
Testing the Registration Form
After you have finished defining the registration form you can test it by using the link titled “Sign Up for an Event”. Follow the instructions until you finished filling out the registration form. The admin can also use this link when registering a person that doesn’t have internet access.
The Public Link That Members Use to Register
Your members will use a public link on your church website to display the registration form. We will send the details of the link to your webmaster upon request. If your church uses the CB Calendar, CB will display the link for you at the bottom of the Members calendar.
Viewing the List of Attendees
You can view the list of people who have registered for an event by using the “Attendee List” link. Select the Attendee list you wish to view by selecting the event name in the drop down list. Past events do not show up in the drop down list until you check the box labeled “Include past events”.
The list displays the following: household name, the count of people attending from that household, the date they signed up, home phone, cell phone, price for that household to attend ($0.00 when the event is free), email address and delete button (on the right). It also includes the answers to questions, but not the answers to “people questions”. If your form has people questions those answers display on the “Attendee Details and Totals” page. The Attendees list has one row per household that registers for an event and the details page has one row per person attending.
At the bottom of the Attendees list there is a count of the number of people attending and the count of people on the waiting list. By default the list is sorted in order of the signup date. You can sort on any column by click on that column header.
Deleting a Signup
You can delete a signup by viewing the Attendee list and scrolling to the right where you will find a delete button on each row.
One instance that you will find the delete button handy is when you test the signup form before allowing members to use it and then you can delete your tests.
If a member asks you to delete them from a list you have two choices. You can use the delete button and then you will have no record of their sign up or deletion. Or you can use the Waiting List page (described below) where you can change their status to “Canceled”. Then they won’t show up in the attendee list, but you will have a record of when they signed up and when they were taken off the list.
Editing an Attendee’s Entries
If you need to edit the entries made by an attendee, display the List of Attendees and select the “edit” button next to that attendee’s name. Members may not edit their signup information nor can they delete it. This can only be done by the admin.
The Waiting List Page
When you make a new signup form and define an event, one of the options is whether the event has a maximum allowed attendance and if you want CB to maintain a waiting list for that event. When an event is full those who try to sign up for it will be told that they will be put on a waiting list and told how many people are on the waiting list ahead of them.
The waiting list page displays three lists: the list of those on the waiting list, those on the cancelled list and also the list of those attending. To view a list, first select an event and then use the drop down titled “Show the list of persons” to select waiting list, attending or canceled.
The admin can use these lists to transfer people from one list to another. For example to move someone from waiting to attending do the following:
1) Select the Event name.
2) Select waiting list from the “show the list of persons” drop down.
3) Scroll if necessary and click the “Transfer” button for that household name.
4) Scroll if necessary if that household has been scrolled out of view and change “waiting” to “attending” for that household.
5) Enter the users name or initials in the “transferred by” field.
6) Click the “update” button displayed at the left of the row.
Note that the household will no longer display in the waiting list. However if you change to the “show list of persons” drop down to “attending”, that household name will be there.
In a similar manner you can move a person in any one of these three lists to one of the other lists. For instance, you can move someone from the “attending” list to the “canceled” list.
Attendee Details & Totals
One of the differences between the “Attendee Details & Totals” page and the “Attendees List” page is the former has one row per person and the latter has one row per household sign up. That is, if a form lets one sign up multiple people and has “people questions” the “Attendee Details & Totals” page will display one row for each person and you can view the answers for each person. If a form has no “people questions” this page will have nothing to display for that event.
There are totals for some of the “people questions” at the bottom of this page. If the question is a check box the total will be the total number of times the box was checked. If the question is a number the total will be the sum. If the question is answered by selecting from a drop down list, totals will be displayed as a drop down list with the choices followed by the number of times each choice was selected. For example, if people had to choose from a drop down and the choices were: chicken, fish, steak. The totals drop down might be chicken/25, fish/35 and steak/28.
Event Receipts
If you have a pay-to-attend event the Event Receipts page lets you keep track of checks as they are received. It produces a total of purchases and total of receipts to date.
Email Reminders
Email reminders allow you to compose a message and send an individual email to each attendee to an event. You may include those on the waiting list if you desire. You may also send the email to people that have signed up for past events. It is a great way to inform prospects about an upcoming event.