Common Form Scenarios for Online Event Registration

Overview

Veracross Online Event Registration is intended to make online event forms easy to set up and manage for schools and make the online registration process straightforward for registrants. The better the school understands the options for form configuration, the more user-friendly the forms will be.

The goal of this article is to provide a list of common form configuration scenarios that schools are likely to set up for event registration. Each configuration option will be explained and then followed by the steps necessary to set up the particular form. All scenarios will conclude with a form example so schools have an idea of what type of event might use this configuration.

Note: when configuring forms, don’t forget the extra questions options that may be added to any registration form, regardless of action types. Extra questions are used to capture additional information about the registrant’s attendance at the event. Any event can include an extra questions section.

There are several common form configurations that schools will likely set up for online event registration:

  • Tickets – Simple Sign Up
  • Tickets – Single Rate + Multi-Quantity
  • Tickets – Multi-rates
  • Alumni Events
  • Consolidated Events
  • Field Trips (parent/child sign up)

Ticket – Simple Sign Up

A form configured for a simple sign up ticket action type is the simplest kind of event registration. Registrants view the event(s) they are interested in signing up for from the online event form and check whether or not they would like to attend using a checkbox. Schools can opt to tie payment into simple sign up, but most often this particular form configuration is simply answering the question: is the registrant attending or not?

Form Configuration

  • Choose the registration type. Simple sign up may be used for any registration type: public, Veracross user, parent/student, alumni, etc.
  • Confirm the “Events Listing” option is set to “Standard.”

Event Configuration

  • Associate the event(s) that registrants will be signing up for using the event input grid.
  • On the registration form event record, use the checkbox action type.

Ticket Configuration

A ticket rate is technically not needed for simple sign-up, but a ticket record must be present in order for the checkbox to display on the form. When a form is set up for the first time a default ticket is already in place in the Ticket input grid. If, during configuration, the ticket rate record is deleted in the input grid a placeholder ticket will need to be added. Entering a $0.00 rate in the rate field will create a ticket record that allows the form to stay active.

User Experience

Registrants will sign up for the event by selecting the checkbox to the right of the event information.

Form Example

An example of a simple sign up form might be registration for a new parent welcome dinner. The registration type for the form would be set to Veracross User Only, and all new parents interested in attending a dinner would check the box to indicate they plan to attend this event.

Tickets – Single Rate + Multi Quantity

A single rate + multi quantity form configuration allows registrants to select how many registrations they would like to submit at one time for one rate. Registrants view the event(s) they are interested in signing up for from the online event form and select the quantity amount for that single rate.

Form Configuration

  • Choose the registration type. Tickets – single rate with multi quantity sign up may be used for any registration type: public, Veracross user, parent/student, alumni, etc.
  • Confirm the “Events Listing” option is set to “Standard.”

Event Configuration

  • Associate the event(s) that registrants will be signing up for using the event input grid.
  • On the registration form event record, use the quantity action type.

Ticket Configuration

Only one ticket is configured for this form configuration, because the registrant only has one rate option for sign up. Enter the description of the ticket and the ticket rate in the Ticket input grid. Make sure the ticket type is set to “Normal.” Schools can also opt to set a total quantity for how many tickets are available at this rate and set the maximum number of tickets registrants are allowed to register for during one sign up.

User Experience

Registrants will sign up for the event by selecting their ticket quantity from the quantity dropdown menu to the right of the event information. If a maximum number of tickets has been set, the registrants will see quantity options up to this number. If left blank, the quantity dropdown will only allow selections for zero tickets or one. As quantities are selected at this single rate, the total registration bill will calculate in the footer of the registration page.

Form Example

An example of a single rate + multi quantity form might be registration for a school’s annual fundraising event, such as a gold tournament, in which there is flat entrance fee. Registrants will select the total number of people who will attend the event. In the case of an annual golf tournament fundraiser, they would be entering their total team number, with each member registering at the same rate.

Tickets Multi-Rate

A form configured for multi-rate options allows registrants to select from a list of different rate options to purchase their tickets. For one event all possible rate options will be available for sign up. Registrants will decide which ticket rate they would like to sign up and select from the quantity dropdown their total number of tickets they would like to register for. Multi-rate ticket configuration is used most often for events in which a reduced rate (discount ticket) is available, such as a student rate.

Form Configuration

  • Choose the registration type. Tickets multi-rate may be configured for any registration type: public, Veracross user, parent/student, alumni, etc.
  • Confirm the “Events Listing” option is set to “Standard.”

Event Configuration

  • Associate the event(s) that registrants will be signing up for using the event input grid.
  • On the registration form event record, use the multi-ticket action type.

Ticket Configuration

All tickets that schools would like to make available for registration are entered on a separate line in the ticket input grid. The description and rate becomes particularly important when configuring multi-ticket forms because it is what distinguishes one selection option from the next. Enter each ticket option that registrants are able to sign up for as the “Normal” ticket type. For any tickets which offer a registrant a reduced rate, use the “Discount Code” ticket type and enter a discount code which registrants will enter to sign up for this particular ticket rate option. The discount code can be any text the school would like.

User Experience

Registrants will sign up for the event by selecting their ticket quantity from the ticket rate options. One registrant can register for tickets at the different rate (e.g. a parent registering for tickets for themselves and the child at the student rate). If the form has been configured to allow discount code tickets, registrants will click on the “Discount Code?” link and enter the code in the window that appears. The reduced rate ticket will then be added to the list of ticket options, which registrants can then sign up for per usual. The total registration bill will calculate in the footer of the registration page and the form summary page will break down each ticket selection.

Form Example

An example of a multi-rate ticket form might be registration for a school’s play. Tickets may be offered at a general admission price, a student price, and a reduced rate if you are a senior. The general and student rate tickets may be entered as normal ticket types. Registrants are able to register for both rate options. The senior ticket may be entered as a discount code ticket. Only registrants who know the code for the reduced ticket rate will be able to sign up for that rate. The confirmation email that registrants receive upon submission is their ticket for the event.

Alumni Event

A form configured for alumni events presents registrants with a condensed registrant information page (or “Who Are You?”) page. Alumni registrants only need to fill out their name, email, graduation year, and postal code. When this registration is submitted, the alumni information will be verified with existing alumni in the system and update alumni records accordingly.

Form Configuration

  • Use the registration type “Alumni” to tailor the registration page.
  • Confirm the “Events Listing” option is set to “Standard.”

Event Configuration

  • Associate the event(s) that registrants will be signing up for using the event input grid.
  • Events with the registration type “Alumni” can use any action type to allow event sign up.

Ticket Configuration

Depending on the action type chosen, alumni events can include whatever ticket options necessary for event sign up. One ticket option that is often seen on alumni specific event sign up is donations. Schools can opt to ask for a donation from alumni at the end of the registration process. Schools can ask for a flat donation amount such as $10.00 or include a list of donation amount options. Each donation amount option must be entered as a separate ticket line item. If schools are going to include a donation section on their form, the action type must be set to “Multi Ticket.” This will allow a ticket option to be set for event sign up and for each donation amount options to display on the event confirmation page.

User Experience

Alumni event registration is no different than other registration with the exception of the abbreviated registrant information page. The process for event sign up is determined by what action type is selected for registration configuration.

Form Example

An example of an alumni event might be registration for an alumni dinner. The form is configured for alumni registration only. Alumni will sign up for the event, answer any extra questions on the form, possibly make a donation, and register for the event.

Consolidated Events

A form configured for consolidated events allows the registrant to select from a list of possible date/times for one event. The act of registering is not a quantity selection or checkbox, but the actual selection of an event to attend. Consolidated form configuration is used when a form contains multiple events, but the only thing that varies about the event is the time and date. Instead of listing each time and date option as a separate event on the form, schools can choose to consolidate the events into one dropdown selection option. Registrants will still be signing up for the one event, but choosing which date and time is most convenient for them.

Form Configuration

  • Choose the registration type. Consolidated events may be configured for any registration type: public, Veracross user, parent/student, alumni, etc.
  • Set the “Events Listing” option to “Consolidated.”
  • Enter additional details for the event using the fields under the “Consolidated Events ONLY” field.

Event Configuration

  • Associate all events that will be available in the date/time selection dropdown with the registration form.
  • All associated events must have the action type multi date (consolidated only). Once a form is set up as a consolidated event no other action type may be used for event sign up.

Ticket Configuration

A ticket rate is technically not needed for consolidated events unless the event costs money to attend. Enter the ticket rate in the ticket input grid for each event associated with the form. Ticket rates will only appear to registrants after they have selected the data and time they would like to attend the event.

User Experience

All possible date and time options available for the registrant to select are presented as a dropdown menu option. Registrants will choose a date/time from the dropdown to sign up for the event.

Form Example

The most common example of consolidated form is an admissions related event such as a campus tour or an experience day. The event itself is one event, the campus tour, but there may be multiple times across multiple days that a person my sign up for the event. Rather than listing each time and date the campus tour is available, time and date options are rolled up into one dropdown option for registrants.

Field Trips

Field trip event sign up will probably be the most common form schools will configure. Although field trips technically could be open to the public, alumni, and other Veracross users, typically they are only available to students within a particular grade level, class, etc. Field trip event configuration is unique in that it can be setup to be child specific. Parents will log in to the registration form and be presented with sign up options for their child(ren) eligible to attend the event. In order for a form to “know” which child applies to this parent and form, the child (student) must be invited to the event through the Attendance tab on the Group Event record AND the parent must have legal custody and portal access for this child in order to register them for them event. The intersection between these two is what creates the “intelligent” form.

Form Configuration

  • Use the registration type “Parent/Student” to establish the connection between invited students and parent registrants. Selecting this registration type requires the parent to log in with their Veracross credentials.
  • Confirm the “Events Listing” option is set to “Standard.”
  • The field trip registration is the most common time when a school might ask extra questions such as lunch preference, t-shirt sizes, HPU updates, etc. Set up extra questions from the “Questions” tab on the registration form record. Questions can be related to the entire form (i.e. all registrants must answer it), event specific (i.e. only registrants who select the event will see this question), or child specific (i.e. registrants will only need to answer the question if it pertains to their child).

Event Configuration

  • From the field trip group event record, invite the students who are eligible to attend the field trip using the Groups tab. From the Attendance tab, set the “Attendance Taken” field to “Yes – default to invited.” This generates attendance records for all eligible students and allows them to show up on the event registration form when the parent logs in. After student registration has been submitted by the parent, their attendance status will update to confirmed.
  • Associate the field trip event(s) that registrants will be signing up for using the event input grid.
  • Events with the registration type “Parent/Student” can use any action type to allow event sign up. Event sign up is conducted per student so the action type will be available for each student eligible to attend the event.

Ticket Configuration

Depending on the action type chosen, field trip events can include whatever ticket options necessary for event sign up. Some field trips may require students to pay a trip fee. This can be configured using the action type quantity and adding one ticket rate option. Other field trips may have several options for sign up at different rates, which would use the multi-rate action type. It is entirely up to the school whether ticket rates are included as part of field trip sign up.

User Experience

When the parent logs in to the registration form, they can see all their children who have been invited to the event and register for each child. Parents will only see the event in which their child(ren) are eligible for on the registration form. For example, if all lower school homeroom classes are going on a field trip, and the school would like students to sign up per homeroom, the school can create an event for each homeroom class, invite all the kids in that homeroom to the event, and associate each homeroom event with the one online form. However, when a parent logs in to register their kid, they will only see the event for which their kid is eligible to attend, meaning only one event will show up on their form.

Form Example

A school can set up a registration form for just about any field trip at the school. The key is to use the “Parent/Student” registration type and making sure all students eligible to attend the event have been invited to the event.