Registration

The first product you will find on the dashboard is REGISTRATION. Easily take new registrations for both free-to-attend and paid events. Create custom registration forms, delegate categories, tickets, invoices, credit notes, and automatic emails in one place. You may also set your events as private to manually moderate new registrations or password protect the registration process:

Dashboard

The registration link is found on the dashboard. This is the most important link related to the registration process since this is exactly what your target attendees will need to register to your event.

If you click on Show options, you will have the opportunity to pre-select specific tickets and allow the main ticket buyer to skip the ticket selection process. For example, if you want to pre-select three tickets (Event Ticket) thereby letting the ticket buyer skip the ticket selector page, you should define the quantity of said ticket and tick the option Skip the ticket selection step automatically:

Once you have applied the said conditions above to pre-select tickets, make sure to share the modified registration link.

You may also see basic parameters within this page such as whether the registration process is opened or closed.

Clicking on Open Fast Track will toggle the basic configuration popup window which you would have seen the first time you activated the registration product.

If it's a ticketed event and you want to assign a delegate category to specific registrants, select Show Options next to the registration link. Anyone who registers using the generated link will be automatically assigned the said category.

User Journey

A user journey is also seen within the dashboard. This guide will vary, depending on your configurations, and aims to show you the major steps to undertake in order to launch the registration process properly.

Example of a non-ticketed event:

Example of a paid ticketed event:

Payments

For paid events (with tickets), you will find a Payments section at the bottom of the dashboard. In this section, you are able to review:

List of payments and refunds: this tab includes all the data related to payments and refunds. Each entry is a transaction within the system. You may filter transactions according to the promo code used, the ticket type, the payment status and the payment method.

Ticket sales: this tab focuses on the tickets you are selling within your event. Each entry is a ticket reserved or sold.

Offline payments to be approved: this tab will contain all offline payments that you will have to approve or reject if you have activated offline payments within the Payment Gateway tab. When you Mark payment as received, the ticket buyer will automatically go to the Approved Attendees list. When you Cancel payment, the ticket buyer will go to the Deleted tab.

Open/Close

Within this tab, you can open or close the registration process. You may set additional parameters such as specific dates and times when the registration process will be opened or closed.

Note that you will need to configure the payment gateway before opening the registration process if you are selling paid tickets.

If you Close the registration process, no registrations/further ticket sales will be permitted.

At the bottom of this tab, you can configure the message for incoming registrants when your registration process is already closed.

Public/Private

In a Public event, everyone with access to the registration link will be able to complete their registrations without any interference from the event organiser. To maximise attendance, this is the most typical configuration for the registration process.

On the other hand, there are two types of Private events:

1. Moderate requests manually

This configuration means that you will have to vet all incoming registrations. You can edit the message to explain how you moderate applications and communicate to registrants that they will receive a decision email soon.

2. Access via password

For this type of private event, you will need to create a password that registrants must know in order to access the registration process. You may create more than one password per event; all passwords will be valid.

3. Private event with invitation-only access

This option allows you to upload a whitelist to the system thereby limiting registrations to only those who are in the list (CSV file). Nobody else is allowed to register to the event apart from those on the whitelist.

To activate this type of private event choose Private event with invitation-only access from the dropdown menu:

In order to have this option, please speak to your project manager or reach out to the Help Center. It may not be available on your platform.

The steps you have to follow to set up this type of private event is as follows:

1. Click on Add guests, download the CSV template, fill it out, upload and click on Send CSV. See example below where one invitee is added to the whitelist:

2. Click on Send email to configure the invitation email. Once template is ready with the correct "Register" and "Decline" buttons/links, you may now send it to the invitees. As you can see in the example below, the email notification status changes to "Sent" after you send the email.

Remember to add the correct registration/decline "special links" if you're adding buttons to the email body!

3. You will now see the status of your invitees based on the following filters:

A. Invitation status: Active or Declined (active means the invitee is an activate candidate; declined means the invitee declined your invitation) B. Registration status: Not started, In progress, Completed, Deleted or canceled, and In waiting list (different stages of the registration process) C. Language: depends on which languages are activated for an event D. E-mail notification: Sent or Not sent (based on whether you have done step 2 above or not)

You may filter the list according to said filters above. You may also send invitation/reminder emails to any subset (based on the filters).

Take note that adding an invitee to the whitelist will NOT create a user account for that person. Their user account will only be created if they accept the invitation and complete the registration process.

They will end up in the Approved attendees list, as per usual, if they become a confirmed attendee to your event.

If you would like to redirect your invitee to a specific URL if they are going to decline your invitation, add the target URL in this field:

Design

Under this tab, you can configure the design of confirmation tickets (attached to automatic emails).

If you choose the first ticket design, upload an image of 500 x 500 pixels to replace the default ticket picture.

Under the Design tab, you may also tweak the design of your registration page. You may edit the header, body and the ticket widget.

Within the header, you can add a header image with the following characteristics:

Max. file size: 19.5MB
Height: 100-350 pixels (depending on your chosen fixed height)
Allowed file types: image/png, image/jpeg, image/gif

You may choose to bypass a fixed height by choosing Banner within Image presentation.

Within the body style, you can choose between adding an image or a background colour. If you prefer to add an image, take note of the following characteristics:

Max. file size: 19.5MB
Allowed file types: image/png, image/jpeg, image/gif

If you upload an image, make sure that it does not have elements that can be potentially covered by the ticket widget.

Lastly, you can edit the ticket widget by choosing the main colour, secondary colour, buttons colour and buttons text colour:

Terms & Conditions

You can add here specific Terms & Conditions which registrants should agree to upon registering to your event. Click on Add new Terms & Conditions.

You can configure the display message, the purpose and the requirement of each entry. The actual Terms & Conditions should be written within the rich text editor.

Registration Form

Profile Form: these fields would be used to collect data for the user profile. The user profile is not necessarily equivalent to the attendee profile. If you are using EventsCase's registration process, every user is asked to supply an email address upon registration to verify if he or she has an existing account on the platform or not. Every new user is required to fill out the first name and last name fields. The fields "company" and "role" could be added in a specific event's registration process by clicking on Add question.

These additional profile fields could also be made mandatory or not.

Registration Form: gather all the event-specific data you would need from each attendee. Find out if they have dietary restrictions, if they're coming by train or plane, or if they have specific preferences related to your event.

In this section, you can build the event registration form. Fields you add to the registration form may act as filters within the attendee list.

To add a field, click on Add question/text where you will see different field types/elements for you to gather any type of data from your attendees. These elements can be set as mandatory and you can add display conditions.

Short text area: for open-ended questions (responses limited to 250 words).
Long text area: for open-ended questions (responses with no limit to word count).
Checkbox: a tick box.
Drop-down list: Limits registrant to choose one answer only for the question; options should be provided
Multi-checkbox: Allows registrants to choose multiple options for the same question; options should be provided
Radio button: Limits registrants to choose one answer only from several radio buttons; options should be provided
Question title: plain text. Can be used to separate the registration form into different sections.
File: allows attendees to upload any file format to the registration form.
Score 1 - 10: used to score a variable on a scale of 1 to 10.
Score 1 - 5: used to score a variable on a scale of 1 to 5.
Score 0 - 10: used to score a variable on a scale of 0 to 10.
Date: used for date responses.
Number: used for number responses.
Phone number: used for phone number responses.
Time: used for time responses.
Explanation text: plain text. Can be used to insert text in any part of the registration form.

You can set display conditions for new fields so that they would only appear depending on a registrant's response to previous fields.

Confirmation Page

This section allows you to display custom text on the confirmation page after registrants complete their registrations. You may write a generic congratulatory message here or write complex event instructions within the rich text editor.

You may also configure the Redirections when:

The Back button is pressed.
The registration process is completed.
The Cancel button is pressed.

Furthermore, you can deactivate both the attachment of confirmation tickets on automatic emails and the download links to said confirmation tickets within the platform.

Guests Options

To allow the primary registrant/ticket buyer to register guests (for both free and paid events), you should activate the main configuration which is Allow attendees to register guests. Here are some other options within this section:

Ask buyers for guest details: this first option would require the primary registrant to provide guest details. It has two sub-options: 1. Allow anonymous guests: this allows the primary registrant to proceed to the last step of the registration process (payment stage for paid events) without having to provide guest details.

If you would like to remind the primary registrant that they are skipping the process of adding guest details, tick the additional option to Ask for confirmation for skipped details. This is how it would look like for the primary registrant if both the sub-option and the additional option are ticked and he/she is registering three guests:

2. Allow the buyer to send invitations to their guests, so they can complete their own information: this allows the primary registrant to send invitations to their guests inviting them to fill out their own registration details.

There are two additional options here: Allow the buyer to register as guests users who already have an account on the platform (so that existing user accounts can be invited to a new event) and Reminders for guests to complete their data (you just need to fill out the number of days field). The last option would trigger the customisable reminder email which is an automatic email (Reminders for guests to complete their data) that is sent to guests who have not completed the registration process yet. They will keep receiving this reminder email until they have finished the registration process and are on the Approved attendees list of the event. This is how it would look like for the primary registrant if the sub-option is ticked and he/she is registering three other guests:

Below is an example of an invitation email sent to a guest:

Tickets/Capacity

If you are creating a non-ticketed event:

State you don't need tickets for the event (No, I don't need tickets).
Add the maximum number of attendees for your event. If the maximum is reached, all incoming registrants will join the waiting list.
Set the time limit to finish the registration process. When users start registering to your event, they should complete the process before the time limit expires. Within this specific time window, their ticket/spot is reserved for your event.

For manually moderated events, this time limit would only pertain to the registration process before an application is sent. The time it would take for the event organiser to vet registrations is not counted.

Choose to show or hide the countdown timer on the registration process.

If you are creating a ticketed event:

Set the time limit to finish the registration process.
Choose the currency you will use.

You are only allowed to set one currency per event. Once tickets are sold, you are no longer allowed to change the currency. International ticket buyers will be charged according to the said currency (with automatic exchange happening within the payment gateway of choice).

Create a ticket. The following screen will appear to configure the characteristics of each ticket. If you want to create paid tickets, you would need to activate a payment gateway first.

Maximum tickets allowed per user: This field defines the number of tickets of each type a registrant can buy regardless of the number of transactions (Example: John Smith can only purchase up to 10 'VIP' tickets for the entire event).

Enable Group Booking: This field defines the number of guests associated to the ticket apart from the ticket buyer's primary slot. You can set a minimum and maximum number of guests and assign a price point per guest. In the example below, anyone who buys a "New Ticket" can invite up to three guests; each guest invited will incur an addition 50€ charge.

This is how it would look like for end users when they purchase a ticket with allowed guests. There will be an additional page where they are asked whether they are inviting guests or not:

Setting up of private ticket

By ticking the Private ticket checkbox, this ticket type will be hidden from the main registration page and it will only be accessible through a private ticket link which is automatically generated once you activate this option.

Combining different private tickets

If you wish to combine different private tickets within one ticket selector, you would only need to combine their ticket codes (found at the end of each private ticket link). You just need to use a hyphen to combine two ticket codes within the same registration link.

For example, if I were to combine the following private tickets:

https://eventscase.com/attendance/event/index/37056/?private_ticket_codes=g8b9fC
https://eventscase.com/attendance/event/index/37056/?private_ticket_codes=BgHjBP

The result will be:

https://eventscase.com/attendance/event/index/37056/?private_ticket_codes=g8b9fC-BgHjBP

You can combine as many private tickets as you want using hyphens.

If you choose to have tickets, you won't be able to go back to a non-ticketed event once tickets are already sold.

When a ticket is created, it will be shown in the table below. In the far-right section of each row, you can find icons (tools) that will allow you to duplicate, edit, delete and hide that particular ticket.

Sessions booking

Apart from registering to your event, attendees may register for specific sessions within the agenda as well. This would help you capture the amount of interest your attendees have for specific sessions. At the same time, this would allow you to set a maximum number of attendees allowed per session.

In this section you are able to:

Allow attendees to book sessions on the checkout process.
Prevent active attendees to modify their booked sessions.
Limit the number of sessions each attendee can book (global limit).
Set different sessions booking limit depending on which ticket was purchased (overriding the global limit).

Sessions registrations for your registrants would look like this during the registration process:

Payment Gateway

Only the event owner can activate the payment gateway for a specific event. To date, we have integrated EventsCase with the following payment gateways:

Stripe
Paypal
Payfort

Offline Payments: by activating this option, users will be able to choose between paying online with their debit/credit card or receiving an invoice to pay by bank transfer or other offline payment methods. If you tick this box, make sure you activate auto-invoicing. Otherwise, you will need to send the invoices yourself.

Here is an example of how offline payments are managed within the Payments section of the Registration Dashboard:

Taxes Configuration

You may automatically charge taxes on top of the event ticket prices by choosing 'YES' as your answer for the question: Are you a registered business with a VAT Registration ID?. The tax tool is based on the European model and contains all EU countries including the United Kingdom. You have the following options:

Name the tax you are applying to the tickets.
Define the specific tax rate that you are charging.
Determine who should be charged the tax.
Apply the tax rate to all or specific tickets only

Create promo codes that can be used by registrants for specific discounts. When clicking on Add Code, configure the different parameters of your code.

The Name of promotional code field is for referencing purposes only. The actual code should be added within the Add your code/codes here... field.

You may choose to configure a percentage discount or a specific amount discount.

Within this section, you may also configure the period validity of your code by setting the start date and end date (with specific hours if needed).

You may also limit the number of uses for this specific code within a single registration and across all registrations.

For example, if you put '3' within the Limit no. of uses within a single registration field, this would mean that this code can only be used up to three times within the same transaction (for one registrant). On the other hand, adding '50' within the Limit no. of uses across all registrations would mean that this promo code can only be used 50 times across all registrations — regardless of who the registrant is.

Leaving both fields blank would allow unlimited usage of this promo code.

Lastly, you may configure some restrictions related to the use of a specific promo code. You may set a minimum number of cart items (number of unique tickets/add-ons bought) in order for the code to be honored or you may restrict the usage of the promo code per se to specific tickets and add-ons only.

If you are creating multiple promo codes that may overlap in terms of the conditions you have set, you must arrange them in order within the list of promo codes by drag and dropping. Promo codes on top of the list will be implemented first by the system.

For example, if a promo code applies 50€ discount if you purchase a minimum of three tickets and another promo code applies 100€ if you purchase a minimum of five tickets, you must place the latter above the former in the list of promo codes if you want registrants to get a discount of 100€ for purchasing five tickets (and not 50€).

Invoicing

Ticket buyers will receive an invoice automatically after their registration if you activate this option. You can select to auto-generate invoicing and fill all the information to configure your invoices:

Add an invoice prefix: to avoid invoice number duplication across different events, add a new prefix within each event. The invoices that will be generated within one particular event will be released in series according to the prefix you have configured.

Example: If the event is call 'Virtual Events 2021', the prefix could be VE2021 so the invoice numbers will be VE2020/1, VE2020/2, VE2020/3, etc.

Add your company details.
Instructions to pay for offline payments (including your full bank account details here).
Edit the confirmation text for when a client pays via credit card or has been added manually as a confirmed attendee.
Invoice Footer: You can include any further text/instructions within the footer.

From this section, you can also choose to auto-generate credit notes. Credit notes will be generated if a payment is refunded within EventsCase or the invoice details have changed. To edit the parameters of each credit note, the process is very similar to invoices.

Credit Note Prefix: this prefix should be different from your invoices prefix.
Credit Note Footer.

Automatic E-mails

You can configure the different automatic emails that can be sent to attendees within this section. Based on the configurations of the registration process, different automatic emails will appear. You can activate/deactivate them and use the pencil icon to edit them. Go to Attendees Settings to see how the Automatic E-mails can be edited.

See below the different types of automatic emails:

When organiser registers a delegate manually who does not have an account yet
When organiser registers a delegate manually who already has an account

These two automatic emails share the same trigger: when you register someone manually into the Approved attendees list (when you choose 'Yes' to sending the user directly to the approved attendees list via the Add attendee button or when you put a '1' in the Active column via CSV upload). The only difference is that the former is received by a completely new user within the system and the latter is received by an already-existing user. New users are issued their log-in details by default using the user account and password merge tags.

When an attendee is added manually but not sent to the approved list (if the user already has an account)
When an attendee is added manually but not sent to the approved list (when the user doesn't have an account)

These two automatic emails share the same trigger: when you register someone manually into the In process list (when you choose 'No' to sending the user directly to the approved attendees list via the Add attendee button or when you put a '0' in the Active column via CSV upload). The only difference is that the former is received by a completely new user within the system and the latter is received by an already-existing user. New users are issued their log-in details by default using the user account and password merge tags.

Successful registration with ticket attached

This is the main automatic email within the system as this is the email received by attendees after successfully registering to your event. This email may contain a PDF ticket attachment unless you deactivate attachments via the Confirmation Page tab.

Offline payments. When auto invoicing is enabled, a Pro Forma invoice will be attached

This is the automatic email received by registrants who choose to pay offline. As long as auto-invoicing is activated, a Pro Forma invoice will be attached. It is recommended to include all instructions on how to pay via bank transfer or cheque within this email.

When an attendee invites a guest in the registration process who does not have an account yet
When an attendee invites a guest in the registration process who already has an account

These two automatic emails share the same trigger: when the main ticket buyer invites his/her guests to complete their registrations themselves. The only difference is that the former is received by a completely new user within the system and the latter is received by an already-existing user account. New users are issued their log-in details by default using the user account and password merge tags.

Email sent to attendees to invite them to fill the post-event survey

This email is not automatic per se. It is sent once the Send survey button is clicked via ATTENDEES SETTINGS > Post-event Survey

Email sent to the stand main administrator (client) when the stand is created in order to access the exhibitors' area

This email will be sent to the main person responsible for an exhibiting stand. This is only relevant if you are using the EXHIBITORS product in EventsCase. This email should contain the link to the exhibitor's area and instructions for stand administrators.

Email sent when a new staff person is added to the stand

This email is sent to an exhibiting stand's staff members (not the administrator) giving them access to the exhibitor's area.

Reminders for guests to complete their data

This email is sent to the guests of the principal registrant reminding them to complete their registrations (if sending of invitations to guests are allowed within Guests options).

Event Organiser Notifications

If you would like to be notified via email when someone registers to your event or when a registered attendee modifies his/her registration details, you can add your email address within the two areas found on this section:

Add all organisers who should receive a notification email whenever a new attendee registers for the event.
Send an email to the following addresses when attendees update their registration data:

Data Retention

You can automatically delete all attendees of the event and their registration data once the event is over. Fill out the blank number field to determine how many days after the event will the attendees's data be wiped out. There is an additional option where the user accounts of all attendees will be deleted as well.

If you delete an attendee or user account, all the corresponding data will be permanently deleted and will not be retrievable.