Form Configuration for Online Event Registration

Overview

The event registration form record is the container for the online registration page. From this record, schools can configure design settings, set instruction text, add extra pages to the form, and manage form availability. Most importantly, the event registration form contains an Event input grid where all events that the schools would like their community members to sign up for can be associated with the form. Each form can be associated with multiple events and each event can be configured individually to allow targeted information gathering based on the type of event.

Adding New Registration Forms

There is no limit to the number of registration forms a school can create or have active at one time. Schools are encouraged to add as many as they want for all types of events. All registration form records with the Form Status: draft, published-open, and published-closed, are considered active and will appear in the “Published Forms” report located under the Event Registration section on the Calendar homepage. Forms with the status “archived” will appear in the “Archived Forms” report. Archived forms no longer have a publicly accessible URL that a school can use.

The process for adding new forms is relatively simple, but once the forms are added schools have a wide range of configuration possibilities available to help tailor each form according to the event.

To add a new registration form:

1. Click the  dropdown menu at the top right of the Calendars homepage and select ‘Published Forms.’
2. Enter a description for the form. This is the title of the online form page.
3. Enter a “Registration Form URL.” This is the URL slug that will be used to provide access the form.
4. Select the Registration Type that this form applies to.
5. Associate at least one event with the form using the Event input grid. Additional configuration of the associated events will need to be done.
6. Click the ‘Add Registration Form’ button at the top right.

Once the registration form is added a link to the online version of the form will be available in the “View in Browser” field.

Form Configuration

One of the goals for the Online Event Registration module is to add configurability to the process of form creation and allow schools to tailor their users’ experience in event registration. The process for form configuration involves the following steps:

1. Initial Setup
   Configure form name and registration type.
2. Associate Events
   Choose which events registrants will be signing up for using this form.
3. Form Design
   Configure form banner and header settings.
4. Form Text
   Configure form text including instructions, custom text, and event text.
5. Extra Questions
   Add extra questions to the registration process to capture additional information from the registrant about their attendance at the event.
6. Publishing & Access
   Set the form status accordingly as forms are ready to be opened for submission and determine who should be able to view submission data.
   
7. Payment
   Add a payments step the registration process to allow registrants to complete their transaction in one registration process.

Initial Setup

The building blocks of online registration forms are the Registration Form URL and the Registration Type. This defines how registrants will access the form once it is published and determines the pages that make up the form.

Registration Form URL

The Registration Form URL forms the end of the event URL: events.veracross.com/schoolshortname/formurl. This should be a short URL slug that gives some indication of what the form is for. Registration URLs can be used over again as necessary. For example, if a school has the same Christmas gala year after year, the URL slug for the event registration might be annual-christmas-gala. Schools can reuse this each year. However they should not reuse the same form. All past forms should be archived and new forms created. Once a form is archived the URL will be deactivated.

Registration Type

The Registration Types determines step number two of the registration process: who are you, by defining the constituency group that this event registration is for. Based on the type selected, registrants will be presented with a combination of registration fields. Registration types include the following:

• Public and Veracross Users: for both guest and Veracross user registrants. This type allows the registrant to select which “type” of registrant they are – guest or existing Veracross community member. If the registrant choose the “Veracross User” option they will be prompted to log in using their Veracross credentials. If the registrant selects “guest,” they will be directed to the same registrant fields as the Public Only registration type.

• Veracross Parent/Student: allows parents to sign up for events on behalf of their children. Changing the type reorganizes the registration steps by child. Parent/child pairing on a registration form is dependent upon the intersection between a parent/child relationship (i.e. is this registrant a related parent to the child) and the child’s eligibility to attend the event. Only students who have been invited to attend the event will appear for registering parents. If the parent does not have any children who are eligible to attend the event, they will not be able to register.

• Veracross User Only: for people with Veracross user account. Step number two in the registration process, register (who are you?), is replaced with a login screen. Registrants will sign up for the event and then log in using their Veracross login credentials to complete registration. This means they will not be asked any demographic information such as name and address.
  Note about Veracross Users: this refers to anyone in the system who has a Veracross user account. This is an important distinction because if the “Veracross Users Only” registration type option is selected, but the person registering for the event does not have a user account even though they are technically in the system, they will be not able to register for this particular event without login credentials. Schools will need to use the Public & Veracross Users registration type to allow these members of the school to register.
• Public Only: for guest registrants. These are community members that do not have Veracross user accounts or person records in the system. The registrant will be asked to fill out fields such as their first and last name, address, email, and phone number.
  
  

• Alumni: provides an abbreviated registration page with alumni specific fields to enter such as graduation year.

When the registration form is added a link in the “View in Browser” field will generate automatically. As the form is configured, schools should use this link to test what it will look like for their registrants.

Event Association

Each form can contain multiple events that a registrant can sign up for. All events are associated with the registration form record through the Events input grid. Events linked to forms are standard Veracross group events. All group events must be created before the form is published. As people register for the event they will be added as attendees to the group event.

Once an event is added a registration form event record is created. Click on the magnifying glass in the Event input grid to access the record. Additional configuration is available for each event associated with the form. Event configuration includes setting how the registrant will sign up for the event (action type), determining ticket price, event text, and more.

See the Event Association documentation for more information on associating and configuring events for use on online registration forms.

Form Design

Schools can set the banner color/image and header image for each of their forms. They may also control how events are displayed on the event sign-up page.

Banner

The banner is the colored box that appears above the event sign up steps. By default the banner contains the school’s name in simple text. Schools can change the color of the banner if desired by entering a hexa-decimal color value, including the #, in the “Banner Color” field on the registration form record.

The banner may also be replaced with an image using the “Banner Image URL” field. For example, a school might wish to include their logo on the former rather than a banner with their school name. They can copy the URL link to their school’s banner into the “Banner Image URL” field and it will replace the banner. If a school is using this feature, the recommended image size is approximately 1600×500 pixels. Though the image will automatically be resized to the proper dimensions, straying too far from the recommended dimensions will likely cause the image to distort, so it is highly recommended that the dimensions are kept. Images should also have a file size of no larger than 500kb, though closer to 200kb is strongly recommended.

Header

Forms may also be customized by adding a header image to the top of the form. This image displays behind the banner and can be any image that connects to the event. The URL to the image can be copied into the “Header Image URL” field. A “smart” portion of the image will be displayed when the form is accessed in a web browser.

Event Organization

Schools can choose between display options for how events are listed on the event sign up page. The events listing type chosen is dependent on what event is linked with the form so should be chosen thoughtfully.

Standard
The standard event(s) listing allows registrant to sign up for each event individually. Events will be stacked according to the sort order set in the event input grid on the registration form record. In most cases the standard events listing will be appropriate for form with multiple event sign ups.

Consolidated
The consolidated events listing allows registrants to sign up for events from a list of options. Although each event must still be entered as their own group event and associated with the registration form, the sign up will be displayed to registrants as a consolidated selection, with one event detail section and one selection option. When a school displays events in a consolidated list, other display options will be available. Schools can change the description of the event, provide instructions for sign up using the “Details” field, include a contact email, and change the label for the sign up action. By default it will be “Choose Event…”, but schools should update this to the action that makes sense for the event.

For Example: The most common example of a consolidated event view is signing up for a campus tour. There can be multiple times in which the tour will be offered throughout the day. A group event record must be entered for each of those times and each event must be associated with the registration form record. To the registrant, each of these event times will appear in a dropdown menu from which they can select the time they want to sign up for.

Consolidated events should be used rarely and only for events that warrant a rolled-up action type.

Form Text

A highly configurable area of the form is the text displayed on each page of the registration. There are two types of text areas that schools can configure: instruction and custom text.

Instructions

Instruction text is the large text areas on each page of the form that provides the registrant some sort of guidance as to what they are supposed to fill out on that page. Instruction text is changed on the “Instruction” tab on the registration form record. Each area of text is broken out into separate text boxes. Schools can enter whatever text they would like into each box.

• Registration Instruction Text: this text appears on the registration information page (i.e. who are you?), under the “Step #” header. Use this to communicate how you would like registrants to enter their demographic information to sign up for the event.
  • Example: in the case where guests and Veracross users can sign up for the event, the registration instruction text might include an explanation of which option the registrant should select and why.
• Event Selection Instruction Text: this text appears on the event selection page of registration, under the “Step #” header. Use this to communicate how registrants should sign up for the event(s).
  • Example: for a quantity action type option, the event selection instruction text might include information about what quantity they are selecting, such as people to attend the event, number of tickets to purchase, etc.
• Question Instruction Text: this text appears on the extra questions page of registration, under the “Step #” header. Use this text to communicate how the questions should be filled out or why the registrant needs to answer extra questions. Question instruction text should only be included if the form has an extra questions page configured.
  • Example: if the extra questions contain HPU form updates and medical profile review, the question instruction text might include an explanation for why this information needs to be updated for the event.
• Confirmation Instruction Text: this text appears on the confirmation page of registration, under the “Step #” header. Use this text to instruct registrants to review their event selections before completing their registration.
  • Example: in the case where event registration concludes with a purchase, the confirmation instruction text might direct registrants to review their purchases and quantity selection before continuing to payment.
• Confirmation Email Text: this text will appear in the confirmation email sent to registrants after they complete online event registration. A summary of their event registration appears at the top of the email and the confirmation text is included below that. Use this text to communicate any other information about the event such as suggested arrival time, contact information, etc.
• Completion Text: this text appears on the last page of event registration. Use this text to confirm with registrants that they have successfully signed up for the event.

Custom Text

When configuring text on registration forms, think about how the text informs the user’s registration experience. This is particularly important for places in which the user must click to advance forward or select an option for their event sign up. Labels for buttons and titles need to be simple and informative so they guide the user through event registration.

For each page in event registration schools can customize the title text and the button text that advances the registrant to the next page. Each text area has a default label, but schools should adjust the text so that it makes sense with the event.

Note: Because event registration is step driven, each page is assigned a step number. Everything after the “Step #:” can be modified.

Registration Pages Custom Text

• Event Selection Step Title: the “Step #:” header text at the top of the of the event selection page. By default this text is “Step 1: Select Events.”
• Event Selection Button Text: the text in the blue button that advances the registrant to the next step. By default this text is “Register.”
• Registration Step Title: the “Step #:” header text at the top of the registrant information page. By default this text is “Step 2: More Info.”
• Registration Button Text: the text in the blue button that advances the registrant to the next step. By default this text is “Summary.” If the event contains the “Extra Questions” step, the button is: “More Info.”
• Question Step Title: the “Step #:” header text at the top of the extra questions page. The page will only be present if the form has been configured to contain extra questions. By default this text is “Step 3: More Info.”
• Question Button Text: the text in the blue button that advances the registrant to the next step. By default this text is “Summary.”
• Confirmation Step Title: the “Step #:” header text at the top of the event confirmation page. By default this text is “Step 4: Summary.”
• Confirmation Button Text: the text in the blue button that advances the registrant to the next step. By default this text is “Confirm Registration.” If the event registration contains a payment step, the button text is: “Pay Now.”

Other Custom Text

• Discount Link Text: the text that appears below the event selection options indicating a discount is available for this event. By default this text is “Discount.” Schools can change the text to anything they would like that indicates there are selection options available at a reduced rate (e.g. reduced rate tickets).
• Closed Status Text: the message to display to registrants if this form is no longer open for registration (i.e. status is set to “Published – Closed).

Event Text

Schools also have the option of editing text for event information and for the action types that registrants use to sign up for the event. The basic event information such as time, date, and description will be inherited from the group event record, but may be overridden on the registration form event record, if desired. See the Event Association documentation to learn more about event text configuration options.

Extra Questions

Certain events may require additional information from registrants beyond their registration details. Schools can opt to add an “Extra Questions” step to the registration process to capture event specific information. An extra question is anything that needs to be captured from the registrant about their attendance at the event that is not included on the register page. Registrants’ answers to extra questions are tracked as a CSV file which is available in the “Question Summary” field on the Registration Form Event record.

The Extra Questions step is added to the registration process using the Question tab on the registration form record. The school can add as many questions as needed to the grid, specify a field type to allow registrants to respond, and define selection options. Adding a question using the input grid will add a new step (step three) to the registration process which registrants must complete in order to be considered “enrolled” in the event.

Each extra question added to an online form receives a registration form question record where additional settings for the question are configured. Add the extra question using the input grid on the Question tab on the registration form record and update the record. Click on the magnifying glass to open the registration form question record to continuing configuring the question(s).

Field Type & Question Configuration

There are a number of types of questions a school can ask to gather further information from their registrants. The type of question is determined by the “Field Type” selected. Schools will then label this question using the “Label” and “Placeholder” fields. If the field type is a multiple choice question, selection options are specified using the “Multi Choice Options” text box.
Field types include:

• Instruction: includes text about the list of questions that provides further explanation of the questions. This text can be whatever the school wants.
• Single Line Text: registrants submit their answer through a single line of text.
• Multi-line Text: registrants submit their answers on multiple lines of text.
• Single Choice (Radio): registrants select an answer from a list of radio button options. One option is selected from the choices to answer the question.
• Single Choice (dropdown): registrants select their answer from a dropdown menu. One option is selected from the dropdown to answer the question.
• Multi Choice (checkbox): registrants select their answers from a list of checkboxes. More than one option is selected from the choices to answer the question.
• Student Medical Profile: includes a link to the student’s medical profile document which the registrant can click on and view.

School Policies/Household Profile Information
School policies and household profile information field types includes an integrated link to a school policy or the HPU. If, as part of the registration, schools would like parents to update their contact information for each for their kids they can link to policies or the HPU. It is recommended that schools create a new HPU form specifically for event registration. The form might include generic boxes for updating address, contact information, and other details a school would want to capture from parents when they are registering their children for a field trip.

If either the school policies or household profile information is included as a question on the registration form, it must be associated with an existing school policy or HPU form. Use the “Household Profile Form” or the “School Policy Form” dropdown items under the Options section on the registration form question record to link the field with the correct form. All school policies or HPU forms that the school has set up will be visible in the dropdown menu.

Policies and HPU forms integration will only work if the Veracross Parent/Student option is selected as a registration type. All HPU and policy forms are specific to the registrant for the event, so in most cases it will be the parent. The medical profile update is student specific. Student medical profile document are rendered based on the parent/child relationship.

The viewing of a School Policy in an online registration form can not be required (even if marked with a required asterisk). The current suggested workflow is to follow up the School Policy with a required question asking the user if they have viewed and accept the school policies detailed above.

Question Text
Once a school has decided what type of question they are asking, they can label it using the “label” field. The label is the actual question registrants will see above the selection options. Labels can be an actual question such as “What are your child’s allergies?” or a word or phrase such as “Shirt Size.” Schools may also use the “Placeholder” field to provide registrants with an example of what they need to enter to answer the question or use as a holder for a dropdown menu option (e.g. Choose One…). Questions may be required for the registrant to answer by selecting the “Required” checkbox. A red * will appear next to the label, indicating to registrants they must answer the question before moving on to the next step.

Instructions may be included per question using the “Instruction” text box. This text appears between the label and selection options for the question. Use instruction text to provide further explanation of the question.

Note: If the field type is “Instruction,” then the label is just for internal notes and is not displayed. The actual instructions should be entered in the “Instructions” text field.

Selection Options

Schools can define the selection options for questions in which registrants must make a choice from a list of options either as radio buttons or a dropdown. Use the “Multi Choice Options” text box to specify all choice options. Choices must be entered in the following format: 1=>Option #1 [line break] 2=>Option #2. For example, if the question is for preferred sandwich, the selection options might include:

• 1=>Ham
• 2=>Turkey
• 3=>Chicken Salad

Question scope

When adding additional questions to the registration form, schools need to think about to whom does this question apply? Is it for all registrants who may sign up for the event, specific to a particular event on the registration form (if more than one event is associated with the form), or is it specific to each child for whom the parent is registering for? This will inform what “Question Scope” is selected for each question. Question scope options include:

• Entire Registration: question applies to every event associated with the registration form and to all registrants signing up for the event. All questions with the “Entire Registration” question scope will be grouped under the “General” section on the extra question page of the registration form.
• Event Specific: question applies to a specific event associated with the registration form. This is for forms in which multiple events are available for sign-up. Schools might use this to provide meal selection options for a three day conference. Each conference date will be entered as a separate event and associated with the form. All questions with the “Event Specific” question scope will be grouped under the event section on the extra question page of the registration form.This question scope should be used in combination with the “Event (OPTIONAL)” field. All events that are associated with registration forms will be available for selection from the “Event (OPTIONAL)” dropdown menu. To associate this question with a specific event schools must select an event from this dropdown.
• Child Specific: question applies to a registrant’s child. This question scope option should only be used for events with the registration type “Veracross Parent/Student.” All questions with the “Child Specific” question scope will be grouped under the child’s name on the extra question page of the registration form.

Questions can be organized within each scope section on the form. Use the “Sort Key” field to determine the order the questions will appear.

Publishing & Access

Status

As forms are configured they should have the form status “Draft.” This will allow schools to work on setting up the form, view it in a web browser, and test registration without generating submissions. When the form is ready to be opened for registration the form status should be set to “Published – Open.” Registrants will be able to sign up for the event(s) as long as the form status is set to open. As soon as the school would like to close registration, set the form status to “Published – Closed.” Registrant will still be able to access the form, but will not be able to register. Schools should use the “Closed Status Text” field on the Custom Text tab to leave a message for registrants attempting to register after the form has been closed to submission. After the event has passed schools should change the form status to “Archived.” This will disable the URL to the form, but still keep the registration form record.

Security

Most forms created will use the security category “Standard” to allow the appropriate users creation, access, and view permissions for the form. Using the security category “Standard,” the following security roles have permission to create new forms and view submission data for those forms:

• Admissions 1
• Development 1
• SysAdmin 1
• Calendar_ADMIN

Additionally, once an Event Registration Form has been created, the following security roles have permission to access it:

• Admissions 1 & 2
• Athletic_Program
• Board
• Business 1
• Calendar_ADMIN
• Coach
• Development 1 & 2
• Division Head 1, 2, & 3
• Faculty 1, 2, & 3
• Staff 1, 2, 3, & 4
• SysAdmin 1 & 2

Security Category
In some cases, however, schools may wish to limit access to submission data, especially in the case of Development specific events when donations are accepted. Schools can set the security category field to either “Admissions” or “Development” to help control access to event registration forms and the submission data attached to those forms. If the “Admissions” security category is selected all users with either the Admissions 1, SysAdmin 1, or Calendar_ADMIN will be able to access the form and view submission data. Likewise, if the “Development” security category is selected all users with either the Development 1, SysAdmin 1, or Calendar_ADMIN will be able to access the form and view submission data.

Payment

Many event registrations will require a purchase of some kind to conclude the registration. This can be anything from purchasing tickets for a school play, field trip fees, alumni dinner fee, etc. Payment can be added as the final step to registration by configuring the payment section on the registration form. Select the preferred payment type from the dropdown options and set any override settings accordingly.

When payment is setup the final step in registration will redirect registrants to Veracross Checkout. Registrants can then complete their transaction to finalize registration.

Note: schools must be setup with Veracross Checkout in order to include a payment section at the end of their registration forms.