Edit

Waiting List

July 11, 2018 admin Leave a Comment

The waiting list lets people sign up for a sold-out event and wait for a seat. They get an email when they join. You email them later, from the Waiting List page, when you are ready to offer a seat.

While seats are still open, people register as usual. The waiting-list icon shows only after the event is sold out.

Open it from Tools > Waiting List, at the bottom of the Tools menu. This page is for cashiers. People on the list do not see it.

Enabling the Waiting List

Open the event settings for that event. Edit > Events > [Your Event] + Edit Selected Event > Registration/ Enrolment tab
Set the waiting list to One person per entry or Multiple spots. Use the choice in the next section. Leave it off if you do not want a list.
Save the event.

The icon shows only after the event is sold out and the waiting list is turned on. If seats are still open, someone who opens the sign-up form is not added to the list.

Which Setting to use

One person per entry
Each person gets their own row. The sign-up form does not ask how many spots they need—each sign-up is for one spot. For example, a parent with three children would sign up three times. The same email address can be used more than once. However, the same first and last name cannot be added to the same event again while that person is still on the waiting list. When a spot becomes available, each person gets their own offer email, usually for one spot.
Multiple spots
One person can ask for several spots, and all of them stay together on one row. They choose how many spots they need when they join the waiting list. When spots become available, the offer is for that number of spots. For example, if they ask for 3 spots, the offer is for 3 spots.
If Display Editable Event Quantity? (Step 2) is off, they cannot change the number of spots when they register. All 3 spots will be registered under the same name. The person using the offer link can enter any name when registering.
If Display Editable Event Quantity? (Step 2) is on, they can change the number of spots when they register. They can also split the spots between people using Register Another or Repeat, but only when the Step 1 quantity option is a drop-down or text box. People who requested multiple spots receive one offer for all of their requested spots.

Note: One person per entry is simpler for day camps and events where you collect information for each person.

How it works

Setting	Sign-up form	Same person again
Off	Shows Sold Out. There is no waiting-list form.
One person per entry	Shows Email, first name, last name, and phone. No box for the number of spots. Each sign-up is for one spot.	The same first and last name cannot join the same event again while they are still on the list. The same email can be used again.
Multiple spots	Shows the same fields, plus a box for the number of spots they want. They can ask for up to 50 spots, or up to the highest number of spots that event already offers.	The same email cannot join the same event again while they are still on the list.

These two settings only control how someone joins the waiting list. They do not change the number-of-spots box on the registration form, or how Register Another and Repeat work.

The icon people see

When an event is sold out, the Sold Out image is replaced by the waiting-list icon. People click this icon to join the waiting list.
The same icon is used for all events. You do not choose an icon separately for each event.
You can change it under Waiting List Icon on the Step 1 preferences page.

Bell or Hourglass — Choose the icon and set its line colour, such as #000000(black) and #FFFFFF(white). The colour setting applies only to these two icons.
Black, Red, Blue, or White — These are ready-made images with a fixed colour.
Custom Icon — Enter the file name of an image you have already placed in your merchant images folder. The recommended size is about 20 × 30 pixels.

Waiting-list instructions

On the same page, you can change the text people see in two places.

Alternate Waiting List Instructions is the message at the top of the public waiting-list form.
If you leave it blank, the form uses:
This event is currently sold out. Please fill out the form below and you will receive an email if a spot becomes available.

Alternate Waiting List Instructions in email lets you enter separate English and French text for the offer email.

Place %%WAITING_LIST_INSTRUCTION_EMAIL%% where you want this text to appear in the email.

A French offer uses the French text when it is filled in.
If the French box is empty, the English text is used.
If both boxes are empty, no extra instruction is added.

Customize the waiting-list emails

Two emails can be sent:

A confirmation email when someone joins the waiting list.
An offer email when you click Email.

You can use your own HTML files instead of the standard email templates. Place the file in the merchant folder using the correct file name. French emails use the file in the French merchant folder.

Email	English file	French file
Confirmation, when they join	`M####/waitinglist_confirmation.html`	`M####f/waitinglist_confirmation.html`
Offer, when you click Email	`M####/waitinglist_spotAvailable.html`	`M####f/waitinglist_spotAvailable.html`

#### is the merchant number.

If the custom file is not there, the standard email is used.

Email subject

To set your own subject, put this on its own line at the top of the HTML file:

%%message_subject=Your subject here%%

This line is removed from the email body and used as the email subject.

Tags in the confirmation email

You can use these tags in your HTML file:

Tag	What it becomes
`%%ENAME%%`	Event name
`%%ETIME%%`	Event dates
`%%GIVEN%%`	First name
`%%SURNAME%%`	Last name
`%%EMAIL%%`	Email address
`%%PHONE%%`	Phone number
`%%SPOTSREQUESTED%%`	Number of spots they asked for
`%%MNAME1%%`	Merchant name

Tags in the offer email

The offer email can use all of the confirmation tags, plus:

Tag	What it becomes
`%%SPOTSOFFERED%%`	Number of spots this offer allows
`%%URL%%`	Registration link
`%%MEMAIL%%`	Merchant contact email
`%%WAITING_LIST_INSTRUCTION_EMAIL%%`	The text from Alternate Waiting List Instructions in email

Tags are not case sensitive.

Waiting List page

Open Tools > Waiting List. This page is for cashiers, so people on the waiting list do not see it. They get a confirmation email when they join the list, and an offer email when you click Email.

The list is grouped by event. Each event has a bar showing the event name, start date, and event code. People who are still waiting for a spot are listed first. Registered and Released entries are shown at the end of the event.

Look for Spot Available when there are enough seats for the person’s full request. You may also see Waiting with a note such as “8 open” when some seats are available, but there are not enough for their full request.
Click Email to send the registration offer. This starts a 48-hour hold on the seats.
If they do not register within 48 hours, the status changes to Expired. The seats stay held until you send a new offer with Email or click Release.
Use the filters when you want to see a specific event, status, or person. Click Reset Filter to show the full list again.

When you open the page, offers that are more than 48 hours old are automatically marked Expired. This does not change their place in the queue.

Statuses

Click a colour in the legend to show only that status. Click it again to clear the filter.

Status	Meaning	What you can do
Waiting	They are on the list, but no offer has been sent yet.	Change Order, Delete, or Email if enough seats are available.
Spot Available	Enough seats are available for them, and they are next in line. The status stays Waiting until you send the offer.	Email (starts the 48-hour hold), Change Order, Delete
Sent	The offer has been emailed. The date and time shown under the status is when the 48-hour hold started. Even if they move to the end of the queue, the same seats stay held for them.	Resend (same deadline), Change Order
Expired	They did not register within 48 hours. They move to the end of the queue, but the same seats are still held for them.	Email (starts a new 48-hour hold), Release, Change Order, Delete
Failed	The offer email could not be sent. The seats are still being held.	Email to try again, Release, Change Order, Delete
Released	The seats are no longer being held for them. They stay on the waiting list, but without an order number, at the end of the list for that event.	Delete only.
Registered	They completed registration through the offer link. They stay on the waiting list at the end of the list for that event.	Delete only.

Hide Registered and Hide Released are turned on by default, so these rows are usually hidden. Your choice is remembered. If you filter the legend or Status list to Registered or Released, the corresponding Hide checkbox is turned off so you can see those rows.

Buttons on the page

Control	What it does
Event / Start date	Shows the events that match your selection. They appear above the table.
Column filters	Type in a column heading to narrow the list by status, spots, name, date added, email, or phone.
Hide Registered / Hide Released	Hides those rows from the list. It does not delete them.
Reset Filter	Clears the search and status filters. Your Hide settings stay the same.
Order	Shows the person’s place in the queue. Type a new number and click outside the box to save it.
Renumber	Keeps the current order and changes the queue numbers to 5, 10, 15, and so on.
Delete	Deletes the people you selected. You must confirm before they are deleted. Sent entries cannot be selected.
Check all	Selects everyone you can delete from the list you are currently viewing.
Cleanup	Deletes waiting-list records for disabled events and for enabled events that ended more than one month ago. This cannot be undone.

The number shown next to the buttons tells you how many people match the current filter. If nobody matches, the page says “No people match this filter.”

A new person is added to the end of that event’s queue, after everyone who is still waiting. Registered and Released entries do not have a queue number.

Columns that matter

Column	What it shows
Spot Requested	How many spots they asked for when they joined the list. This number does not change if they register some of the spots.
Spot Offered	How many spots they can register using the current offer.
Registered	How many spots they have registered so far.

Email, Resend, and Release

The link in the offer email opens registration for that event. They have 48 hours to register, and they cannot register more spots than they were offered.

Waiting or Spot Available

Email sends the offer and starts the 48-hour hold.

If enough seats are available for their full request, they are offered all the spots they still need.
If only some of the requested seats are available, you will see a message such as “8 open.” You will be asked to confirm before sending a partial offer.

People further down the list wait until this person’s offer is finished, released, or no longer needed.

Sent

Resend sends the same offer again. The 48-hour deadline does not restart.

If more seats become available while the offer is still active, those seats stay available for this person. You can send a new offer after the current offer expires.

Expired

The offer was not used within 48 hours. The seats are still being held, even though the person has moved to the end of the queue.

Email sends a new offer for the seats currently available and starts a new 48-hour hold.
Release stops holding the seats. The next person in line can then be offered those seats. If nobody is waiting, the seats become available to the public.

Failed

The offer email could not be sent.

Email tries to send it again.
Release stops holding the seats.

When they register

If they register all the spots they originally requested, their status becomes Registered.
If they register the full offer but still need more spots—for example, they requested 13 and register 8—they go back to Waiting for the remaining 5 spots.
If they register only some of the spots in the current offer, they stay Sent. Spot Offered goes down by the number of spots they just registered.

With Multiple spots, one offer can include several spots. The number in the offer is the number of spots they can register.

If Display Editable Event Quantity? (Step 2) is off, they cannot change that number when they register. For example, an offer for 3 spots means all 3 spots are registered under the same name.

If Display Editable Event Quantity? (Step 2) is on, they can change the number of spots. They can also use Register Another or Repeat to split the spots between people when the Step 1 quantity option allows it.

With One person per entry, each person has their own offer link, usually for one spot.

Custom Confirmation Email Variables

July 7, 2017 Yoko Leave a Comment

All the following variables will be replaces with the appropriate data. They must be enclosed between “%% %%” to work (e.g. %%amount_paid%%).

Variables

Variable	Variable Definition in eTickets
EMAIL	Registrant’s Email
EMAIL_PRINTABLE_INVOICE_LINK	A URL link to the printable invoice.
EVENT_NAME	Name of your event as defined in event definition
EVENT_BADGENAME	Badge name of your event as defined in event definition
EVENT_LOCATION	Location as defined in Event Definition
EVENT_INSTRUCTOR	Instructor/Presentor as defined in Event Definition
EVENT_CATEGORIES	Category as defined in Event Definition. (e.g. sailing~camp~boating)
EVENT_START_DATE	First day of event as defined in Event Definition
EVENT_END_DATE	Last day of event as defined in Event Definition
EVENT_LIST_NAMES_AND_DATES	List events that the registrant has chosen, with dates. In default, they will be listed one event per line.
EVENT_LIST_NAMES_AND_DATES[,]	Same as above, except events will be listed as follows: Event1, Event2, Event3, etc.
EVENT_LIST_NAMES_AND_INSTRUCTORS	Display’s Event Names and Instructors
EVENT_LIST_NAMES_DATES_AND_TIMES	Same as EVENT_LIST_NAMES_AND_DATES, but also with times.
EVENT_LIST_NAMES_DATES_AND_TIMES[,]	Same as EVENT_LIST_NAMES_AND_DATES[,], but also with times.
EVENT_START_DATE_NICE_FORMAT	Start date of event in the following format: DayofWeek, Month DD, YYYY
MESSAGE_SUBJECT	Email’s Subject line.
PID	The C-level’s unique identifier for each person found in the C-level database.
REGISTRANT_NAME_FIRST	Registrant’s First Name inputted in the registration form
REGISTRANT_NAME_MIDDLE	Registrant’s Middle Name inputted in the registration form
REGISTRANT_NAME_LAST	Registrant’s Last Name inputted in the registration form
REGISTRANT_NAME_SALUTATION	Salutation inputted in the registration form
REGISTRANT_NAME_JOBTITLE	Job title inputted in the registration form
REGISTRANT_HOME_PHONE	Registrant’s home phone number, as entered in the registration form
REGISTRANT_HOME_FAX	Registrants’s home fax number, as entered in registration form
REGISTRANT_HOME_CELL	Registrants’s home cell number, as entered in registration form
REGISTRANT_HOME_ADDRESS	Registrants’s home address, as entered in registration form
REGISTRANT_HOME_CITY	Registrants’s home city, as entered in registration form
REGISTRANT_HOME_PROVINCE	Registrants’s home province, as entered in registration form
REGISTRANT_HOME_POSTAL	Registrants’s home postal code, as entered in registration form
REGISTRANT_HOME_COUNTRY	Registrants’s home country, as entered in registration form
REGISTRANT_BUSINESS_NAME	Registrants’s business name, as entered in registration form
REGISTRANT_BUSINESS_ADDRESS1	Registrants’s business address, as entered in registration form
REGISTRANT_BUSINESS_ADDRESS2	Registrants’s 2nd line of biz address, as entered in registration form
REGISTRANT_BUSINESS_CITY	Registrants’s business city, as entered in registration form
REGISTRANT_BUSINESS_PROVINCE	Registrants’s business province, as entered in registration form
REGISTRANT_BUSINESS_POSTAL	Registrants’s business postal code, as entered in registration form
REGISTRANT_BUSINESS_COUNTRY	Registrants’s business country, as entered in registration form
REGISTRANT_BUSINESS_PHONE	Registrants’s business phone number, as entered in registration form
PASSWORD	A arbitrary password generated for each registration.
QUESTION_FIELD=xxx	Response to a custom question, where ‘xxx’ represents the custom question’s field name (e.g.: QUESTION_FIELD=AGE)
QUESTION_FIELD_DATE=xxx	Response to a custom question, where ‘xxx’ represents the custom question’s field name (e.g.: QUESTION_FIELD=BIRTHDATE) Use when the response is of date type.
WAIVER_FIELD=xxx	Response to a custom question, where ‘xxx’ represents the custom question’s field name (e.g.: QUESTION_FIELD=PHOTOWAIVER). It the first few letters are “Yes” or “I AGREE”, it will return the contents of /MID/emailwaiver_xxx.txt. (html code can be inserted to this .txt file if the email template is html.)
PAYMENT_METHOD	The payment method used. (e.g. VISA)
REGISTRANT_SUMMARY	Displays a summary of events registered in.
REGISTRANT_SUMMARY1	Displays a summary of events registered in using a different format than REGISTRANT_SUMMARY.
REGISTRATION_FORM_EMAIL	The default registration form email
EMAIL_PRINTABLE_INVOICE_LINK	For e-Ticket users, this will send the web link to the original invoice, shown in Step 4 to the registrant
CONFIRMATION_NUMBER	Registrant’s transaction confirmation number, issued by e-RegisterNow
XXXDOLLARTYPE	Registrants currency used for payment: CAD or USD
XXXAMOUNT	Total amount of registrant’s transaction
subtotal	Subtotal
tax1amount – tax5amount	Total of tax 1 – tax 5
XXXMID	The merchant’s M account ID
XXXPAYMENTTYPE	E.g.: Visa, Mastercard, American Express, Mail, Cheque, etc.
XXXCUSTOMEMAILCC	Custom email cc address.
XXXCUSTOMEMAIL	Custom email address recipient.
XXXCUSTOMSUBJECT	Custom email’s subject.
XXXCUSTOMATTACHMENT	Custom attachment’s filename.
XXXRETURNERRORURL	Return URL.
XXXCARDHOLDERNAME	Name of credit card holder
XXXPASSWORD	A random password string (for Direct Feed clients only)
XXXTESTMODE	Status of your registration pages. 0 = Live, 1 = Accept All, 2 = Decline All.
NUMREGISTRANTS	Number of registrations in succession by the same user (every time ‘Register Another’ is clicked by the same user, this number increases by one)
LANGUAGE	Language of the registration web pages (English or French)
MESSAGE1	Corresponds to the text that is defined in event definition under the ‘Message 1’ prompt.
MESSAGE2	Corresponds to the text that is defined in event definition under the ‘Message 2’ prompt.
MESSAGE3	Corresponds to the text that is defined in event definition under the ‘Message 3’ prompt.
DATETIME	Returns registrantion date and time
DATE	Returns registrantion date
DATE_MDY	Returns registrantion date and time in the form of MDY
DATE_MMMDDYYYY	Returns registrantion date and time in the form of MMMDDYYYY
DATE_YYYYMMDD	Returns registrantion date and time in the form of YYYYMMDD
effective_date[date_format][yyyymmdd]	Return the date in the variable if registration date is prior to that date. if not, return the registration date. date_format: %M %e, %Y – April 5, 2017 %M %D, %Y – April 5th, 2017
EMBEDDED_IMAGE=xxx	Embed an image in email body. The image needs to be uploaded in the images directory. (HTML email only) (e.g. EMBEDDED_IMAGE=logo.gif)

URL Resources

June 15, 2016 Sebastian Leave a Comment

URL_Resources

URL Resources allow the user to link an outside URL that contains important information, downloadable resources such as PDF files or Excel Sheets, reward pages or online courses. These pages would only be available to the registrant after they have signed up for a specific event. The event can be free or charge money to ensure only registrants have access to the URL.

Lock Out a User

March 22, 2016 admin Leave a Comment

If a user is locked out, they will not be able to log into e-RegisterNow.

Go to Edit > Users
Click on the login name of the user
Check off the ‘Lock’ checkbox
Click on

Set Access Priviledges

March 22, 2016 admin Leave a Comment

Go to Edit > Users
Under the user you wish to edit, click on ‘Show Access Privileges’
The menu will expand and you can see their current access privileges
Click on ‘Edit Access Privileges’
The following screen will appear:Select any features to which this user should have access.
Click on

Create a New User

March 22, 2016 admin Leave a Comment

Go to Edit > Users
Click on the ‘New Users’ tab
Enter the email address of the new user and click on ‘Create New User’
Fill in a password under the user settings and click on
Click on the new user’s email address in the list
Click on the ‘User Info’ tab
Fill out the appropriate information:
Click on
Set any Access Priviledges

eTicket Custom Template Variables

March 22, 2016 admin Leave a Comment

All the following variables will be replaces with the appropriate data. They must be enclosed between “%% %%” to work (e.g. %%amount_paid%%).

Variables

Variable	Variable Definition in eTickets
total_amount_paid	The total amount charged to credit card or other payment type.
amount_paid	The event amount charged to credit card or other payment type.
barcode_image	barcode as a *.jpg file (e.g. ABC123.jpg) Note: The barcode number will appear below the image.
barcode_number	The code the barcode represents. (e.g. ABC123)
blurb_file	Name of the file whose contents are dumped into the eticket.
confirmation_number	e-RegisterNow’s reference number (e.g. 1234567)
dateconfirmed	The date the transaction occurred. (e.g. 2004-12-25 00:23:00)
datetime	A timestamp of the date and time now. (e.g. 2004-12-25 00:23:00)
datetime_yearlater	A timestamp of the date and time one year later. ( 2005-12-25 00:23:00)
date	A timestamp of the date and time now. (e.g. 2004-12-25)
date_yearlater	A timestamp of the date and time one year later. (e.g. 2005-12-25)
date_MDY	A timestamp of the date and time one year later. (e.g. December 24, 2005)
date_MDY_yearlater	A timestamp of the date and time now. (e.g. December 24, 2004)
date_MMMDDYYYY	A timestamp of the date and time now. (e.g. Dec 25, 2004)
date_MMMDDYYYY_yearlater	A timestamp of the date and time one year later. (e.g. Dec 25, 2005)
date_YYYYMMMDD	A timestamp of the date and time now. (e.g. 2004Dec25)
date_YYYYMMMDD_yearlater	A timestamp of the date and time one year later. (e.g. 2005Dec25)
description	A long description of the transaction.
effective_date[date_format][yyyymmdd]	return the date yyyymmdd (date in the second blacket) if registration date is prior to that date. if not, return the registration date. e.g.) effective_date[date_format][20160812] reg date Aug 10, 2016 and the date in the variable Aug 12, 2016 -> return Aug 12, 2016 See Date Format Section below for [date_format]
email	Ticketholder’s email.
event_badgename	Event’s course badgename.
event_categories	Event’s course categories, (e.g. camps~sports~day)
event_code	Event’s course code.
event_enddate	Event’s end date. (e.g. Jun. 30, 2006)
event_endtime	Event’s end date and time.
event_instructor	Event’s instructor’s name.
event_location	Event’s location.
event_name	Event’s name.
event_startdate	Event’s start date. (e.g. Jun. 30, 2006)
event_startdate_yearlater[date_format]	One year from Event’s start date. See Date Format Section below for [date_format]
event_starttime	Event’s start date and time.
event_qty[eid]	Quantity of the event.
fullname	Ticketholder’s full name
message1	Event Message 1
message2	Event Message 2
message3	Event Message 3
paymethod	Ticketholder’s payment method (e.g. visa)
question_field=xxx	Response to a custom question, where “xxx” represents the custom question’s field name (e.g. question_field=age)
question_field_date=xxx	Response to a custom question, where “xxx” represents the custom question’s field name (e.g. question_field=birthdate). Use this when the response is of datetype. (e.g. %M %d, %Y)
question_field_date_yearlater=xxx	Response to a custom question, where “xxx” represents the custom question’s field name (e.g. question_field=birthdate). Use this when the response is of datetype. (e.g. %M %d, %Y)
registrant_business_name	Company name where registrant works.
registrant_business_address_1	Company’s address line 1.
registrant_business_address_2	Company’s address line 2.
registrant_business_city	Company’s city address.
registrant_business_country	Company’s country
registrant_business_province	Company’s province
registrant_business_postal	Company’s postal code.
registrant_business_phone	Company’s phone number
registrant_business_jobtitle	Registrant’s job title at the company.
registrant_home_address	Registrant’s home address
registrant_home_city	Registrant’s home city
registrant_home_province	Registrant’s home province/state.
registrant_home_postal	Registrant’s home postal code/zip code.
registrant_home_country	Registrant’s home country.
registrant_home_phone	Registrant’s home phone number.
registration_date	Date this ticket was purchased.
row	Seat row. (e.g. A)
seat	Seat number. (e.g. 5)
section	Seat section. (e.g. North)
serialnumber	Ticket’s serial number
series_no	The number of the ticket in the series of tickets purchased.
series_total	The total number of tickets purchased.
seriesprice	The total price of the ticket series.
subtotal	Equals amount paid minus the taxes
tax1amount	The dollar amount attributed to tax 1.
tax2amount	The dollar amount attributed to tax 2.
tax3amount	The dollar amount attributed to tax 3.
tax4amount	The dollar amount attributed to tax 4.
tax5amount	The dollar amount attributed to tax 5.
tendertype	The type of tender used for the payment (e.g. VISA, CASH)
testmode	Testmode status, OFF, ACK, or NAK
ticketname	The name of the eTicket series. e.g. Semi-final Basketball Playoff Game 1
ticketprice	The ticket price.
ticketlist	Displays, ‘Please print each of your tickets. Use the browser’s BACK button to return to print more tickets.’

Date Format

Number	Date Format Sample	mySQL format mask
0	August 1st, 2016	%M %D, %Y
1	August 1, 2016	%M %e, %Y
2	Aug. 1, 2016	%b. %e, %Y
3	Aug 1, 2016	%b %e, %Y
4	Aug/01/2016	%b/%d/%Y
5	Aug/01/16	%b/%d/%y
6	08/01/2016	%m/%d/%Y
7	08/01/16	%m/%d/%y
8	2016-08-01	%Y-%m-%d
9	16-08-01	%y-%m-%d
10	2016	%Y
none of above	use this as format mask

Duplicate a Registration Form

March 22, 2016 admin Leave a Comment

Go to Edit > Registration Forms
Select the form(s)
Click on
The following prompt will appear. If you would like the custom question fieldnames to remain the same, select ‘Use Existing Fieldnames’. If you would like them all to be renamed automatically, select ‘Assign New Fieldnames’. Most fieldnames should remain the same so that the data collected is presented under the same field in all reports.

Rename the New Form

Select the new form and click on
Enter the new name
Click on

Delete a Registration Form

March 22, 2016 admin Leave a Comment

Go to Edit > Registration Forms
Select the form(s)
Click on
The following prompt will appear, click on ‘Delete’.

Note: Registration forms that are used for events with enrolled registrants cannot be deleted.

Introduction

March 21, 2016 admin Leave a Comment

The taxes must first be defined in the Taxes section of the Main Menu and then assigned on a per event basis to those events where taxes are applicable.

Taxes are retroactive. If you assign taxes to an event, after people have already registered for the event, the GL Account Report will show the tax breakdown.
GL (General Ledger) Account Report

The GL (General Ledger) Account Report tracks the various taxes and makes it easy for financial officers to report and submit government taxes.

Again, be sure to enter the total base cost, including all taxes, in Event Definition.

Cashiers Note: Cashiers have the ability to override an event price. If they do so, the system will assign the appropriate tax calculation based on the new price. Enter the over ride price without the taxes and the system will add the appropriate taxes.
How to Define a Tax

Go to Edit > Pricing > Taxes
If no taxes have yet been defined, the following screen will appear:

Click on

and the default tax screen will appear:

Description

On/Off	Off = This tax is off On = This tax is On	You can set taxes up in advance. Set the Flag to “OFF”, assign them in Event Definition and then turn them ON at a later time when ready to set the taxes live.
Tax Name	i.e. GST, HST, PST, QST
Tax Rate	As a percentage – enter numeric value
Tax Type	Normal or Compounded Formula (For states/provinces with a compounding tax system: i.e. Quebec)	Compounded is for taxes like Quebec’s QST, where the QST is calculated on the subtotal of the base costplus the GST. $100.00 x 7% GST = $7.00 $107.00 x 7.5% QST = $8.025 $100.00 + $7.00 + $8.00 = $115.02Normal setting calculates the tax on the base cost only $100.00 x 7% GST = $7.00 $100.00 x 8% PST = $8.00 $100.00 + $7.00 + $8.00 = $115.00
Currency	CAD = Canadian Dollars USD = American Dollars
GL#	General Ledger Number	Enter GST, PST, etc. and the GL Account Report will distribute the taxes accordingly
Government Tax #	Enter the GST number in this field
Invoice Description	Enter the GST, PST, etc. and this description will appear on the Invoice/Receipt

Click on
After saving your tax, you see the screen below:Taxes can be edited by clicking on “Edit Defined Taxes”, delete a tax with the “Delete Tax”switch, or click the “Create New Tax” button to add another tax.
Now the taxes must be applied to each event
1. Go to Edit > Events
2. Select the event and click on
3. Under the “Event Settings” tab, select “Event Pricing (basic)” from the left-hand navigation menu
4. Under the “Applicable Taxes” heading, select the tax from the drop-down menu
5. Click on
6. Repeat for all applicable events

Apply a Coupon to an Event

March 21, 2016 admin Leave a Comment

Go to Edit > Events
Select the event and click on
There are two places that coupons can be applied:Event Pricing (Advanced): Here you can set discounts for early registration and discounts for registrants who register together.Event Groups/Collections: Here you can set discounts for multiple event registrations.

Event Pricing (Advanced)

Description

Early Registration Discount	If a discount is to be provided for early registration, check this box. Two fields will appear where you may select the name of the coupon to apply and the last date of early registration. Note that the discount will automatically discontinue at 12:01 am on the date entered.
Group/Family Discounts	Discounts may be applied if a certain number of registrants register in the same transaction. Select ‘registrants’ and the coupon to apply from the drop-down menus.
‘Nth Registrant’ Group Discount	Select any coupons to apply for the Nth registrant in a group.

Event Groups / Collections

What is a Group?A group is defined implicitly. This means that when a name of a Group is typed into the text box, it becomes defined. Events that are associated with the same name become the “Group”. For a coupon to be activated, not all members of group must be selected. If two or more members of a group are selected, the coupons for each event are activated. Each event may have a different coupon applied even if they are all in the same group. Multiple coupons per event may be applied for the same event in one group.
Example #1

Event 1

Event 2

Above are the group tables for two different events. They are both a member of the group “Camps”. If the registrant registers for both events, then the group become “active”. This means that the coupons are activated. Event #1 will receive a 15% discount as well as a student discount. Event #2 will receive a 15% discount.
Example #2

Event 1	Event 2
Event 3

Above are the group tables for three different events. They are all members of the group “Camps”. If the registrant registers for a combination of two or three of the events, the group becomes “active”. Any coupons associated with the group will be “activated”. Note that Event #3 has no coupons associated with it. If a registerant registers for Events #2 and #3, Event #2 would receive a 15% discount. The price of Event #3 would remain unchanged. Since the registrant did not register for Event #1, it remains untouched.

What is a Collection?A collection is like a group, but to become “active”, a registrant must register for ALL members of the collection.
Example #1

Event 1

Event 2

Above are the collection tables for two different events. They are both a member of the collection “Camps”. If the registrant registers for both events, then the collection become “active”. This means that the coupons are activated. Event #1 will receive a 15% discount. Event #2 will receive a 25% discount.
Example #2

Event 1	Event 2
Event 3

Above are the collection tables for three different events. They are all members of the collection “Camps”. If the registrant registers for all three events, then the collection become “active”. This means that the coupons are activated. Event #1 will receive a 15% discount. Event #2 will receive a 25% discount. Because no coupon is associated with Event #3, it will receive no discount. Notice that the registrant must register for all three events for the discounts to occur. Had they registered for only Events 1 and 2, no discount would occur.
Volume Discount Rules
Rules can be defined to apply a coupon to a collection even when all members of the collection have NOT been selected. For example, if two of the three events are chosen, a 50% discount could be put on the second event. If a group is defined within “Volume Discount Rules”, a coupon can also be added specifically to apply to an individual event ONLY IF all members in the collection have been selected. This is done within the individual event settings and was explained above. See Volume Discount Rules for more information.

If coupons have been set up in the “Event Settings”, they must now be turned on for that event:
1. Click on the “Applicable Coupons” tab.
2. Select any coupons that apply to this event. Remember to check off any coupons you used for the event groups or collections.
Click on

Create a New Coupon

March 21, 2016 admin Leave a Comment

1. Go to Edit > Pricing > Coupons…

2. Click on Add

3 . Set the following Coupon Options:

Description

Coupon Name	Enter the name of the Coupon
Unique Coupon Code	Enter a code that will be used to identify the coupon. If the registrant is given this code it can be used to activate a discount.
Coupon Value	There are three choices: Absolute Dollar Discount – Reduces the price by a specific amount (can be in Canadian and/or US dollars) Percentage Discount – Reduces the price by a certain percentage Absolute Price Override – Sets the price to a new value (can be in Canadian and/or US dollars)
General Comments / Explanation (optional)	Enter a description of the purpose of the coupon.

4. Set the Applicable Events

Note: This can also be done in the settings for each event.

Click on the “Applicable Events” tab
Select the events to which the new coupon applies.

5. Set the Advanced Options

Click on the “Advanced Options” tab

Customize the following settings:


Description
Coupon Description	Enter a description of the purpose of the coupon. This can be displayed to the registrant on the invoice.
Display Coupon Description?	Select ‘Yes’ if the description should be visible on the invoice. If it should no appear, select ‘No’.
Maximum Number of Coupons Redeemable Per Registrant	Self-explanatory
Maximum Number of Coupons Available	Can be set to ‘unlimited’ or ‘fixed’. If ‘fixed’, enter a number in the text box.
Number Redeemed	This is not an entry field. This can be used to track how many coupons have been redeemed.

6. Click on

Holders Reports

March 21, 2016 admin Leave a Comment

View e-Ticket Holders Report – All Series

Under the ‘e-Ticketing Options’ tab, click on
The following screen will appear:

View e-Ticket Holders Report – One Event

Under the ‘e-Ticket Series’ tab, click on the name of the ticket series.
Click on
The following screens will appear:

e-Ticketing Options

March 21, 2016 admin Leave a Comment

To access this screen, click on “e-Ticketing Options”

The following screen will appear:

e-Ticketing Mode	If ‘Standard’ is selected, a registrant will be issued as many tickets as they wish to purchase for an event. If ‘1 ticket/event mode’ is selected, a registrant will only be able to print one ticket/event. In this mode, the registrant should not be asked how many tickets they wish to purchase.
Display e-Ticket Box on Step 4 Page?	For registrants to be able to download and print their tickets, ‘Yes’ should be selected.
e-Ticket Box Instructions – Line 1	The default text is “You MUST print each ticket below one at a time.” If you would like to change this, enter the new text here.
e-Ticket Box Instructions – Line 2	The default text is “Click each of the individual ticket(s) and print each one.” If you would like to change this, enter the new text here.
‘e-Ticket’ Synonym	The default is ‘Ticket’. If you would like to change this, enter it here (e.g. ‘e-Ticket’, ‘pass’).

E-mailing e-Tickets

March 21, 2016 admin Leave a Comment

Click on the ‘Email e-Ticket(s)’ tab

Enter the following settings:

From Email Address	Enter the email address that the email will appear to be sent from.
Recipient’s Email Address	If you would like to re-send all tickets, enter ‘ALL’. If you would like to re-send a specific ticket, enter the email address that was used to purchase that ticket.
Test Email Address	To send a test email, enter an email address to which the email should be sent. The tickets tied to the email address entered in the ‘Recipient’s Email Address’ will be sent to this test address.
Message Body	Enter the body of the email. Links to the tickets will appear at the bottom of the message.

Click on to send the email, or to send only the test email.

Create eTickets

March 21, 2016 admin Leave a Comment

eTickets are a strength area for e-RegisterNow. There are numerous consumer shows which use Interware’s technology for creating and redemption of eTickets. Any event defined in e-RegisterNow can contain a series of tickets which can be sold with each registration. If each type of admission is stored as a seperate event, different tickets may be issued for each (e.g. child, adult, senior).
How to Create an e-Ticket Series

Go to Edit > e-Tickets
Click on “Create New Series”
Select the event from the drop-down menu, and click on “Create New e-Ticket Series”

Enter the following settings:

Series Name	Enter a name for the ticket series
Associated Event	If you did not select the event in the last step, you may select it here.
Next Serial Number	Select the first ticket number in the series. For example, if 10 tickets have already been issued, you could enter the number ’11’ here.
e-Ticket Template Filename	Enter the name of the template for the ticket. The file must be uploaded using the file upload feature.

Click on

Create a New Event

March 21, 2016 admin Leave a Comment

Go to Edit > Events…
Click on the “Create New Event” tab.
This will create a brand new event with the default settings. This event will be blank and require heavy editing before the public can register.
You can always duplicate an event to save time. This will quickly create an exact copy of the select event and the below table can be quickly edited with the new events information.

Every new event require these specific fields to be supplied before the launch:
Required Fields

Event Name	The name of the event you give for yourself to find it quickly within the event lists. Try to be specific with accurate names and dates.
Event’s Matrix Display Name	The matrix contains the necessary HTML code to generate the event information that the client will see when choosing which event to register for. Please contact the e-Registernow staff if you have any questions about this field.
Event Date and Time	Set the date & time that the event will start and end at.
Event Enabled?	Ensure that the event is enabled.
Event Order Number	Give the event an order number that will specify where it will appear on the registration list with “1” being at the top of the list .
Registration Period	Set the date that registration will open to the public and what day it will close. These dates are inclusive, so once midnight of the set date is reached the event will open/close respectively.
Registration Form	Set the registration form that this specific event will use. You will need to create a registration form.
Total / Maximum Enrolment	Set the maximum amount of people that are allowed to sign up for this event.
Event Cost (including taxes)	Set the price of the event in either CAD or USD – cannot be both. If free, set price to 0.00. This is the final price that the registrant will pay, including taxes.
Applicable Taxes	If the event does have a tax, please see creating a tax and select the tax you created from the drop down menu.
Send registrant standard confirmation e-mail upon registration?	Once a registrant signs up, it is always a good idea to send a confirmation email that contains the receipt and any e-tickets if applicable. Select “Yes” to this question for a default confirmation email layout to be sent out.
Event Visible on Step 1 For:	Ensure this switch is set to “everyone” so all registrants can see this event. Selecting cashier hides the event from all but those who have access to the back-end of e-Registernow.
Step 1 Selector	Choose what type of selector this event should use. This controls whether a specific quantity of the event can be purchased, can choose more than one event per registration, or demand a single choice.
Display Event on Step 1 Event Matrix?	One of the most important steps. Select “Yes” to ensure that the system puts the event on the Step 1 page. Also ensure that the “Step 1 Event Matrix Enabled?” is set to “Yes”, found under Preferences (Step 1) .

Duplicating an Event

April 14, 2016 Sebastian Leave a Comment

Go to Edit > Events…
Select the event you wish to duplicate and press “duplicate selected event(s)”.
*Hint* It is always a good idea to choose an event that is as close as possible to the new event you wish to create to save time in the editing process.
Once the event has been duplicated, the new event will appear in the event list in yellow with the duplicated event in pink.
Select the new event (in yellow) and press “edit selected event”
Edit the event with new information: event name, date, price, etc. Ensure that the “event’s matrix display name” is different from the original event’s matrix. This is why both events are yellow and pink. The system is detecting that both event’s matrices are the same and needs you to change it to ensure that the event is unique and it will show up correctly on Step 1.

Delete Events

March 21, 2016 admin Leave a Comment

Go to Edit > Events…

2. Select the event you wish to delete.

3. Click on “Delete Selected Event(s)”

4. The following message box will appear:

*Note* You can only delete an event if there is no on registered in it. If there are registrants within the event, you with either have to remove registrants from an event or simply disable the event to remove it from the active events list.

5. Click “OK”