Events

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)

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”

Edit Multiple Events

March 21, 2016 admin Leave a Comment

The Multiple Event Editor allows the user to quickly modify numerous events without the need to go individually into each event to change the information.

Go to Edit > Events …
Hold Ctrl/Shift key for Windows or Command/Shift key for Mac OS to select multiple events. You may use the check box at the bottom of the event list to select all events.
Click “Edit Selected Event(s)”.
*Tips* – Holding CTRL/Command allows you to select specific events, while holding Shift lets you select all events between two points.
The system will detect that multiple events have been selected and will load the Multiple Event Editor. This allows you to select the fields you wish to change from the categories on the left. First choose the category that interests you, then select the field that needs editing. Left clicking the field will add it under the “Your Current Selection(s)” yellow table. To select multiple fields, hold down the Ctrl/Shift key for windows, the Command/Shift key for Mac.
*Notes* You can only select up to a maximum of 8 fields and the “Event’s Matrix Display Name” can only be selected by itself.
The fields will now appear for all selected events in the order they where selected. Edit the fields individually or if the events share information, use the top empty field and click the “Apply to All” to save time.
*Note* – a few items to remember:
- Dates must match the format used by the system.
- “Apply to All” only applies to all events on the current page. You will need to save first and then proceed to the next page of events to change the fields again. Be sure to save before heading to the next page, as it will delete all your work to load the next page.
- Ensure that only one user is editing any event at any time. Multiple users at the same time will cause inconsistencies in event information.
Once you are done, ensure to hit “Save” to confirm all your changes. You may use the blue “Fields Selection” link to select new fields or “Back to Edit Event Main” button to return to the event list and select new events.

Set Conflicts between Events

March 21, 2016 admin Leave a Comment

1. Go to Edit > Events…

1. Click on the “Event Conflicts” tab:

Click on

To make events conflict:

Select the events.
Click on

To make events NOT conflict:

Select the events.
Click on

To make ALL events conflict:

Select this checkbox:
Click on

To make ALL events NOT conflict:

Select this checkbox:
Click on

Combine Events

March 21, 2016 admin Leave a Comment

This technique is used when different types of tickets are issued for the same event. In step 1 the user can select the event, instead of the type of ticket. In step 2 the user can select how many of each type of ticket they wish to purchase. Each ticket shows as a seperate item on the review page and the invoice. Each type of ticket is stored as a seperate “event”, which is why the “events” must be combined to get the desired effect.

Scenario

A movie theatre wants to issue adult tickets and student tickets.

How It Works

Events are combined when their ‘Matrix Column Heading’ and the ‘Event’s Matrix Display Name’ are identical.

Steps to Combine the two ticket types:

Create a Registration Form for each type of ticket:Adult tickets Registration Form:

1. Name the new form “Movie – Adult RegForm” and select any standard questions.

1. Click on the “Custom Questions” tab. (You may need to save the form and then open it again to see the tab)

Create a new custom question:

Information to enter – Only important fields are mentioned.

Question Fieldname

Enter ‘ADULT_COUNT_adt’

(‘ADULT_COUNT’ must be included in the fieldname for questions which carry ticket quantities)

Question Fieldname

Enter ‘How many adult tickets would you like to purchase?’

Question Type

Choose ‘select’ from the drop-down menu and enter ‘1~0~2~3~4~5’ in the text box

Click on the “Pricing Options” tab select the following settings:

Click on

Student tickets Registration Form:

1. Name the new form “Movie – Student RegForm” and select any standard questions.

1. Click on the “Custom Questions” tab. (You may need to save the form and then open it again to see the tab)

Create a new custom question:Information to enter

Question Fieldname

Enter ‘ADULT_COUNT_stu’

(‘ADULT_COUNT’ must be included in the fieldname for questions which carry ticket quantities)

Question Fieldname

Enter ‘How many student tickets would you like to purchase?’

Question Type

Choose ‘select’ from the drop-down menu and enter ‘1~0~2~3~4~5’ in the text box

Click on the “Pricing Options” tab select the following settings:

Click on

Create an “event” for each ticket type:
Note: For information on creating events, see Creating an Event. Only applicable fields within event settings will be described here. Other fields, such as the ticket price should also be entered.
Adult Ticket Event:

Event Setting Screen	Field Name	Information to Select/Enter
Event Information	Event Name	Movie – Adult
Event Information	Event’s Matrix Display Name	Movie Ticket
Registration/Enrollment	Registration Form	Movie – Adult RegForm
Display Options (Step 1)	Display Event on Step1 Event Matrix?	Yes
Display Options (Step 1)	Matrix Column Heading	Select Event

Student Ticket Event:

Event Setting Screen	Field Name	Information to Select/Enter
Event Information	Event Name	Movie – Student
Event Information	Event’s Matrix Display Name	Movie Ticket
Registration/Enrollment	Registration Form	Movie – Student RegForm
Display Options (Step 1)	Display Event on Step1 Event Matrix?	Yes
Display Options (Step 1)	Matrix Column Heading	Select Event

Note: The fields that are bolded must be idential for both the adult ticket and student ticket events.

Result

Step 1

Step 2

Review Page

Event Information Settings

March 18, 2016 admin Leave a Comment

Event Name	Enter the name of the event. It should be unique and descriptive since this will be used throughout the back-end of e-RegisterNow when referencing this event.
Event’s Matrix Display Name	If Step 1 Matrix is enabled, Enter what you would like to display on the step 1 page. This requires HTML and CSS code to be properly formatted . Please contact the e-RegisterNow staff if you need assistance in this manner. If left blank, the Event Name will be copied over and the system will load generic HTML and CSS for the step 1 page, resulting in no format.
Event Badge Name	Used for certain reports that generate badges. Can be the exact same as the event name or made short so it will fit on the badge. Can use HTML code.
Event Date and Time	Specify when the event starts and when it ends. This is used throughout the registration process and can appear on the receipt if needed.
Event Enabled?	Activates and deactivates the event. Can be used to remove an event from active registration. Can also be used to clean up event list, if the event is expired or no longer needed. Please note that you cannot delete an event if it has registrants enrolled in it.
Is this a Label?	Some events are simply labels used to inform the registrant or display the registration page properly. Turning this on tells the system that this event will not be registering people and should be treated as such. Labels will be highlighted black in the even list if enabled.
Mobile Event?	Used to denote that this event is mobile only and will draw its template from the mobile.html template file found under preferences > template files. Useful for quick mobile registration and separating those that register through our desktop version.
Event Order Number	Can be used to change the order events appear in the event list and on the Step 1 page. Lower numbers put the events higher on the list with “1” being first. A good idea when creating new events is not to number them one after another but use “10” or “100” gaps, in case you need to create a new event between two existing events.
Event Location	Can be used to fill in the location of the event. Is used on e-tickets and receipts if needed Can use HTML code.
Event Instructor	Can be used to fill in the instructor of the event. Is used on e-tickets and receipts if needed. Can use HTML code.
Event Code	Can be used to fill in a code for the event, i.e. college course code, training code. Is used on e-tickets and receipts if needed. Can use HTML code.
Message 1	First of three messages that can provide additional information to the registrant upon registration. Is used on e-tickets and receipts if needed. Can use HTML code.
Event Category	Can be used to identify the event quickly, e.g.. sports, camp, youth, etc. Is used on e-tickets and receipts if needed. Can use HTML code.
Event Primary Key	Event Identity Number that the system generates for this event. Can be used to narrow down specific events accurately in various reports i.e. custom reports.

Registration and Enrollment

March 18, 2016 admin Leave a Comment

Registration Period	Set the date that controls when an event opens to the public and allows registration to begin and when it closes. Note that the dates are inclusive so the date set will open/close as soon as it hits midnight of that day.
Registration Form	Link the registration form that this event will use. Multiple events can share the same form, or use a unique form that asks specific questions. Note that if two or more events with different forms are selected on step 1 by the registrant, the system will merge the registration forms together and ask all the questions on all the registration forms.
Event Enrollment	Clicking here allows the ability to link two or more specific names to combine their enrollment. Create a unique “Linked Event Group Name” and enter it in all events that needed to be linked. Once linked, enter a “Group Max Enrollment” amount that controls the maximum amount of registrants that can enroll across all events. Now as people register for every linked events the “Group Total” will increase until the “Group Max” is reached. This will label all events as “sold out” and prevent registration, even if the event’s individual maximum enrollment has not been reached yet.
Enrollment Units	Enrollment units tell the system how to measure all the registrants and how to display the enrollment report: Registrations – (Default + Recommended) The system will link all registrants as one registration. Used for almost all registration processes. Registrants – Separates out each registrant on the same Registration. Reference Number – Only counts the reference number, no matter how many events or registrants have registered. e-tickets (depreciated) – Used for e-tickets that are selected from step 2 custom question (e.g. adult_quantity). Used by older merchants and should only be used if coupons are needed for volume discounts.
Starting Enrollment	Reserve a few spots within an event by starting the enrollment at any number below the maximum
Confirmed Current Enrollment	Shows the amount of registrants there are in this event that have confirmed payment or placed a deposit. “View Report” leads to a more detailed enrollment report of this event.
Enrollments in Progress	Shows the current number of registrants in the process of signing up for this event. Each registrant has 10 minutes to move onto the next page of the registration process to restart the timer. After 10 minutes of inactivity, the user will be timed out and the spot will be open to the public again.
Total / Maximum Enrollment	Set the total amount of registrants are allowed to be registered for this event. The number can be changed at any time to re-open a full event or close an event. Once the maximum has been reached a sold out icon will appear on Step 1.
Maximum Enrollment per Transaction	Set the number of times the user is allowed to register for this event per transaction. Can be used to prevent one registrant from purchasing too many spots on one transaction.
Waiting List	Waiting List allows your registrants to sign up and be placed onto a waiting list for a sold out event or program, in order to be notified when an event’s availability changes. For more information use the links: Using Waiting List and Waiting List Feature.
Event Termination Condition	Set a condition that removes an event from a registration mid-step when the condition is met. A custom question must be created within this event’s registration form and the condition must be provided in the field. For example, donate_amount <= 0.00. This checks to see if the amount donated is less or equal to 0. If it is , then this event will be removed and not show up on the review or receipt since there is no need to keep track of empty donations.
Event Password(s)	If this field is blank, there will be NO event password or set of passcodes defined for entry into Step 2. All password(s)/passcode(s) entries are case-insensitive. Passwords are used to allow only qualifying registrants with a passcode the opportunity to register for a particular event. A morph file can be defined for the password entry page. Enter the name of the morph file into Edit > Preferences > Template Filenames >Event Password Page. It is recommended that passwords either contain only small or capital letters or only numbers to distinguish between “i” and “l” or “0” and “O”. There are 4 modes under which the event password system operates: Mode 1 – provide a secret event password without spaces. (e.g. kryptonite) Mode 2 – provide a list of allowed event passwords separated by tildes. (e.g. kryptonite~superman~krypton) Mode 3 – ANYTHING is a special keyword which causes the password text box to appear, but allows entry regardless of what the registrant types in for a password. Mode 4 – *EPASSCODES* is a special keyword which causes the password text box to appear, and allows entry for those pass-codes which have predefined in an SQL table called, EPASSCODES. Interware staff member will have to pre-populate these codes. The passwords are used the second the registrant gets past the password page. Meaning that once the registrant is through, they cannot hit back and have to complete the transaction. If their card is declined, they will need to be issued a new epasscode if theirs only had one use. You can use Edit > View Event Passcodes > to see what codes are available, what codes have been used and a reference number that links to either a completed or failed transaction. Suggested method is to, create an Excel spreadsheet with 3 columns, EPASSCODE, MAXUSES, NUMUSES where EPASSCODE – is the code e.g. SUPERMAN MAXUSES – is the number of times this code may be used to enter Step 2 NUMUSES – is the number of times the code has already been used.Example Excel Sheet, passcodes.txt SUPERMAN 5 0 BATMAN 1 0 To load the excel sheet into the M-account: use M# load data infile ‘c:\\passcodes.txt’ into table EPASSCODES fields terminated by ‘\t’
Enabled Reserve Seating	Turns Reserve Seating on or off.
Package Deal Identifier	Used to bound events with a specific seating plan. Two or more events can sell seats for the same show, and this ensures that the same seat is not sold twice.
Seat Section	Can restrict this event to sell seats only in the section provided.
Resource Package Definition	Used by e-RegisterNow staff to link outside URL(s) or media to a specific event.

Event Pricing (Basic)

March 18, 2016 admin Leave a Comment

Event Cost (including taxes)	Enter the final price of the event here (taxes included). Can only charge either CAD or USD, not both. Currency depends on the setting under Preferences > Account Settings. If tax is enabled, the system will show a breakdown of the event cost showing how much tax is charged per registration.
Payment Frequency	One Time – The registrant will be charged the event cost one timer per enrollment. Monthly – The registrant will be charged the event cost once per month on the 1st with the exception of the first month. That cost is is based on how many days are left in the current month when the registrant registers. Example: event cost = 120.00 CAD \| Date of Registration = February 14 Registrant is charged: 64.29 CAD \| Initial Payment: 64.29 CAD on February 14 Registrant is charged: 120.00 CAD \| Deferred Payment(s): 120.00 CAD on March 1st 30D Free Then Monthly – The registrant is given a 30 day free trial period. Then in the next month, a catch up fee is calculated to the beginning of the next month. After that, the event cost is charged each month on the first. Example: event cost = 120.00 CAD \| Date of Registration = February 14 Registrant is charged: 0.00 CAD \| Initial Payment: 0.00 CAD on February 14 Registrant is charged: 61.94 CAD \| Deferred Payment(s): 61.94 CAD on March 16th Registrant is charged: 120.00 CAD \| Deferred Payment(s): 120.00 CAD on April 1st Note when using this option please ensure that Edit > Preferences > Review Page > “Process Credit Card even if $0.00” = “Yes” to ensure that the correct card will be charged monthly. Prorate – Not in service at this time. Prorate Daily – Not in service at this time. Prorate Monthly – Not in service at this time Prorate Quarterly – Not in service at this time N Payment Plan Monthly – The HTML registration form needs to set two form variables for this payment option to work properly. The first is called, STARTDATE and the second variable is called N, where STARTDATE is the starting date of the subscribed service and N is the number of monthly payments to be included within the payment plan. Example #1 DOLLAR AMT = 120.00 TODAY IS = FEB 14 STARTDATE = 2015-03-01 N = 4 TODAY’s Payment #1: 120.00 processed on FEB 14 (covers from Mar1-Mar31) Deferred Payment #2: 120.00 to be processed on APR 1 (covers from Apr1-Apr30) Deferred Payment #3 120.00 to be processed on MAY 1 (covers from May1-May31) Deferred Payment #4 120.00 to be processed on JUN 1 (covers from Jun1-Jun30) Example #2 DOLLAR AMT = 120.00 TODAY IS = FEB 14 STARTDATE = 2015-03-15 N = 4 TODAY’s Payment #1: 120.00 processed on FEB 14 (covers from Mar15-Apr15) Deferred Payment #2: 60.00 to be processed on APR 15 (covers from Apr15-Apr30) Deferred Payment #3 120.00 to be processed on MAY 1 (covers from May1-May31) Deferred Payment #4 120.00 to be processed on JUN 1 (covers from Jun1-Jun30)
GL (General Ledger) Account Number	Filling in this field will allow the tracking of all income from this event in the GL Report. Each event can have a unique name or number or share it among other events (e.g. Tickets, Camps, etc.). This field is retro active and can be filled in after the event has already begun to register people and the GL Report be updated.
Message 3	The third of three messages that can provide additional information to the registrant upon registration. Is used on e-tickets and receipts if needed. Can use HTML code.
Revenue Analysis Report Variables	Used in the Revenue Analysis Report found in the C-Level. Can help tag and narrow down events in the report to see a more detailed breakdown of the revenue. Can share fields with other events or be unique. Term or Period – (e.g. Fall 2016) Classification – (e.g. Fitness class) Sub-Classification – (e.g. Weight lifting)
Applicable Taxes	If taxes are enabled found in Edit > Pricing > Taxes, then applicable taxes appear. If nothing is loading here, ensure that any tax you created is “Enabled”. Select the tax you wish to apply to the event. Taxes will always appear as separate lines on the review page, receipt page and the GL Report.
Deposit Payments	Choose this options if your event requires a deposit to be paid upon registration. Enter the amount required for a deposit and the date the rest of the balance is due. Upon successful registration, the remaining balance will appear under Deferred Payments and can be processed there.

Mail / E-Mail

April 25, 2016 Sebastian Leave a Comment

Registration Confirmation E-Mails Send registrant standard confirmation e-mail upon registration?	If selected to “yes”, the system will send one standard email per registration to the email captured in the field “emailbox”. If a registrant can sign up for multiple events, ensure that either all the events are using standard confirmation emails or customs ones, not both. If both are turned on, the registrant will receive two emails which may confuse them thinking they were charged twice (they were not).
Send registration custom confirmation e-mail upon registration?	If selected “yes”, the system will check if a file was uploaded for the custom email. If no file is detected and the event is live, then no confirmation emails will be sent out. Custom emails are a great way to present the registration with additional information after registration, such as parking info, location directions, VIP messages, etc.
Custom E-mail text Message Filename	Enter the name of the file uploaded for the custom email. The file can be a .txt file or .html file. A .txt format is plain text that will rely on the formatting of the receiving email client to present the information to the registrant. A .html format allows full customization with use of banners, images and signatures. All emails files should be uploaded into the root directory. If two or more events can be registered for, ensure that the custom email is the same for each event or the registrant will receive an additional email for each different custom email file. It is recommended that all file names use no spaces to ensure that it is referenced properly by the system. Use “_” if a space is needed. Use the Custom E-Mail Variables to fully customize the email.
Custom E-Mail File Attachment Filename	Allows the ability to add one attachment to the confirmation email. A great way to send a guide book, health form to sign, workbook, etc. Upload the file to the root directory and ensure no spaces in file name again. Almost all format (.pdf, .xlsx, .docx) are excepted, just be wary that most email clients will flag email as “unsafe” or “malicious” if certain files are attached to an email.
Carbon Copy E-Mail File List	Enter any number of email addresses separated by “,” with no spaces. Upon every successful registration, the system will send the same confirmation email sent to the registrant to the email(s) provided. Great way to follow progress of registrations without logging into e-RegisterNow. This is event dependant and will send one email per event the registrant signed up for.
Mailing Labels Default Snail Mail Preference in C-Level?	Organizes the system that the mailing address supplied by the registrant is their home, work, “where to mail” fieldname is used on a custom registration form, or “off” is the default mailing address. Useful when creating custom reports, mailing labels, or badges.
The [Emailbox] Standard Question Ask the [Emailbox] question twice?	Any registration form that asks for an email address using the field name [emailbox] can be set to ask for the email again. As the receipt and e-tickets (if applicable) are emailed to the client, this is a great check to ensure the registrant typed their email address in correctly.
Guarantee that people have unique emails for this event?	Used when “register another” or “repeat” buttons are clicked on Step 2. Ensures that each new registrant signs up with a new unique email address. The confirmation email will still only be sent to the first registrant.

Mail Email

March 18, 2016 admin Leave a Comment

Example of a Custom email

Plain Text Emails

Plain text emails have no HTML formatting at all. All of the links in the email are visible and you can t bold or underline and text. However, for the most part, they are going to look the same no matter what program your registrants use to read them.

Sample:

Thank you for registering for the ABC Conference. Please take a moment to check the information below; if there are any changes please email them to the following address:info@ABC.com

%%event_name%%
%%registrant_name_first%% %%registrant_name_last%%
%%registrant_business_name%%
%%registrant_business_address1%% %%registrant_business_address2%%
%%registrant_business_city%% %%registrant_business_province%% %%registrant_business_postal%%
%%registrant_email%%

Upon arrival, please check in at the registration desk to pick up your conference badge.

Thank you and enjoy the conference!
The ABCTeam

Confirmation #: %%CONFIRMATION_NUMBER%%
Total Amount Paid: %%XXXAMOUNT%%
Payment Type: %%XXXPAYMENTTYPE%%
Cardholder’s Name: %%XXXCARDHOLDERNAME%%
%%message_subject=Thank you for your registration!%%

HTML Emails

You can do more with HTML emails. You can use color, images, sizes and tie what people see in your emails to what they see on your website. Please note that they might look different on different mailing programs. Also, images are often blocked.
Sample:

Display Options (Step 1)

March 18, 2016 admin Leave a Comment

Description

Event Visible on Step 1	Select ‘Everyone’ if any registrant may register for this event. Select ‘Cashier Only’ if only a staff member at your organization may register people for this event.
URL	To use e-RegisterNow, your organization’s web site should link to this address.
Display Event on Step 1 Event Matrix?	Select ‘Yes’ for event to appear on step 1 matrix. Select ‘No’ for it to not appear.
Matrix Column Heading	In the matrix, the first column will list the events. The next columns will have checkboxes to select the events. The default heading is the date of the event and any event within that date range will have a checkbox in that column. To change the matrix column heading, enter a name in the text box. If two events have the same matrix column heading, the columns will merge.
Matrix Column Colour	Enter the background colour of the column.
Matrix Column Order	If there are muliple columns, they can be given a set order. Enter the placement number here.
Event’s Matrix Display Name	This field is for your information only. To make any changes, go to the “Event Information” screen.
URL for Matrix Display Name Link	Enter the URL that the user should be directed to if they click on the event in step 1. For example, clicking on a course may link to a course description.
Display Event’s Accelerator Number?	If the event has a maximum number of registrants, then the number of spots left may be displayed next to the checkbox in the matrix. This may be enabled or disabled.

Display Options (Steps 2-4)

March 18, 2016 admin Leave a Comment

Description

Direct Step 2 Access	All these fields are optional. It is possible to make the registrant go directly to the registration form, skipping over step 1. Note that cashier mode will never skip step 1.
Direct Step 2 URL	On the registration form there is a “Back” button. The default action of this button is to go to step 1. If step 2 is accessed directly from the organization’s web site, the address that should be returned to should be entered in the text boxes. If the site has seperate French and English access pages, each should be entered.
Display ‘Thanks’ Page	For events where no money is processed (e.g. a survey), a thanks page could be displayed instead of a payment processing page.
URL	If the organization’s web site is accessing the registration form directly, this URL should be linked to from the web site.
Display Coupon Code Box	A registrant can be given a code to enter in the registration form. This activates a pre-set coupon that gives them a discount. See Coupons for more information.
Display Regular Pricing Details	Set to ‘Yes’ in most cases for the regular pricing to appear on the Review page.
Event Name – Prefix	To display additional text before the event name for Step 2, Review and Payment Option Page and Invoice/Receipt page
Event Name – Suffix	To display additional text after the event name for Step 2, Review and Payment Option Page and Invoice/Receipt page
Additional Cost Description	Additional price clarifications or other text can be inserted.
Display Date with Event Name	Set to ‘Yes’ or ‘No’.
Display the ‘Register Another’ button?	The registrant may register another person. Both will be billed to the same credit card and appear on the same invoice.