Registration

DASHBOARD

Where do I see the main registration URL?

The main registration URL can be found on the Dashboard. The URL may end with the different language keys (EN, ES, etc.) depending on which languages you have activated for the event.

What is the USER JOURNEY for?

The USER JOURNEY will help you map out the configuration of the registration process as the event organiser. You may follow the presented steps from creating the event tickets up to configuring the automatic emails. The user journey only acts as a rough guide and will differ depending on the settings you have chosen.

What analytics can I see on the dashboard?

You are able to check some sales analytics on the Dashboard if you are organising a paid event:

Gross Sales = Total amount of sales based on the prices of the tickets
Payment Gateway Fees = Estimated amount of fees charged by Stripe or Paypal as the payment gateway of choice
EventsCase Fees = Would only be relevant if you are paying EventsCase a percentage of your ticket sales (instead of a flat fee per registration)
Total Taxes = The total amount of taxes (if activated) you have charged to your attendees
Net Sales = Gross Sales - Payment Gateway Fees - EventsCase Fees - Total Taxes
Total Payments = Total number of payments processed via EventsCase
Tickets Sold = Total number of tickets that have been sold via EventsCase
EventsCase Num Attendees = Total number of attendees associated to sold tickets

What data do I see within the PAYMENTS section?

The PAYMENTS section on the Dashboard is your point of reference to track all transactions processed via EventsCase.

The list of payments and refunds can be filtered according to which promo codes and tickets were used/sold. You may also filter transactions based on the payment status and the payment method used by the ticket buyer.

If you have activated offline payments, a new tab Offline payments to be approved will appear. Click on View Details within a transaction to approve or cancel a payment. The Ticket Sales tab would allow you to visualise transactions based on the tickets used/purchased.

OPEN/CLOSE

How do I open or close the registration process?

In order for registrants to start registering, you must open the registration process. Within the Open/Close tab, you are able to define specific dates and times when the registration process is opened or closed.

Once the registration process is already closed, nobody will be able to register via the registration page. You may configure the message that will appear on the page saying registrations are closed.

PUBLIC/PRIVATE

What is the difference between a public and private event within EventsCase?

A public event within EventsCase means that attendees can register as they please to your event without your approval as the event organiser. On the other hand, a private event would allow you to A) manually moderate (vet) registrations or B) password-protect the registration process.

What are the three types of private event?

Manually moderated private event: if you configure the event as a private, manually moderated event, you will find a Pending attendees to be approved section within the Public/Private tab. To approve registrations, click on the Approve button. To reject a registration, click on the Deny button. You may review registrations before making a decision by clicking on the View Details button. For this type of private event, you may also set some parameters such as applying the vetting process for specific tickets and delegate categories only. Tickets or delegate categories that are excluded from the vetting process would be automatically approved.
Password-protected private event: if you configure the event as a private, password-protected event then you will need to define the passwords that can be used by registrants to register to your event. If they cannot provide the correct password, they will be blocked from registering to your event. You can create as many passwords as you want for the registration process. Just enter the passwords within the Passwords box separated by spaces. You may also modify the text that will appear on the ticket widget once registrants are prompted to provide a password.
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.

DESIGN

What are the elements I can change within the 'Design' tab?

The Design tab would allow you to choose the format of the event tickets (PDF) attached to the confirmation email. You may choose the classic design (where you can change the title colour) or the recommended design where you can upload a picture that will appear on the right, lateral section of the document.

Within the Design tab, you may also change some sections of the registration page such as the header image, background, and ticket widget.

Header image: to bypass the pre-defined height of the header image, choose Banner for the Image presentation.
Background: if you are going to choose a background image instead of a colour, it is highly recommended that the image does not contain text or logos as the ticket widget will always cover parts of it.
Ticket widget: you may configure two colours for the ticket widget. Avoid using the colour white as the text is also white by default.

Can I add text within the registration page?

Yes, you may add text that will appear on top of the tickets by filling out the text field within the Ticket Widget section. This is only applicable for ticketed events.

How do I preview the registration page?

You may always preview the registration page via the Preview section.

TERMS AND CONDITIONS

What are these terms & conditions for?

When implementing registrations, it is best to create your own terms and conditions to cover contingencies such as refunds, name changes, etc. Having your own terms and conditions would also provide a legal cushion for your company in cases of customer dissatisfaction.

How do I add my own terms & conditions?

Simply add your own terms & conditions within the text editor. You may also edit the agreement statement and set the tick box as mandatory if needed.

If you have generated multiple terms and conditions, you can activate or deactivate each of them within this panel:

How do I remove EventsCase’s T&C’s from the registration process?

Go to Admin -> Terms & Conditions and deactivate EventsCase’s T&C’s.

REGISTRATION FORM

How do I add new fields to the registration form?

To add new fields to the registration form, click on Add question/text. Remember that the attendee's email address, first name and last name are always asked by default by the system. The company and role fields can also be activated if necessary by ticking the Show company field and Show role field boxes. There is no need to add these fields again within the registration form.

Find the different type of elements you can add to the registration form below:

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 registrants to choose one answer only from a drop-down list; 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.

How do I create a multi-lingual registration process?

You would need to activate the languages you need first via EVENT SETTINGS > Languages.

Once languages are activated, all registration fields you are adding can be configured in different languages:

How do I allow attendees to edit their registration details at any time after successful registration?

Tick the Allow attendees to update their details at any time box.

CONFIRMATION PAGE

How do I edit the text that will appear on the confirmation page?

You can customise the text that will appear on the confirmation page by going to the Confirmation Page tab and editing the text within the text editor.

What are the redirections for?

Redirections refer to the page redirections once a registrant arrives at the confirmation page. Not specifying the URL's for the redirections (when activated) will automatically take the registrant to the event's default website after seeing the confirmation page. The default website contains the name of the event, the date, venue, and event organiser. You may completely deactivate redirections by unticking the Activate final redirection box.

How do I disable automatic ticket attachments to confirmation emails for ticketed events?

If you do not wish for them to receive a PDF confirmation ticket, tick the last box that says Don't attach tickets to automatic emails and don't show links to download tickets on event websites and delegate profiles.

Guests options

How do I allow attendees to register guests?

Go to Guests options and configure the different settings:

TICKETS/CAPACITY

What is the difference between a ticketed and a non-ticketed event?

Simply put, a ticketed event means that you have created at least one ticket within the Tickets/Capacity tab. When a registrant tries to access a ticketed event, the first step to register is choosing a ticket (free or paid) via the ticket widget. On the other hand, a non-ticketed event bypasses the process of choosing tickets (since there are no tickets to choose from) and would automatically prompt the registrant to enter his/her email address

How many currencies can I utilise for a paid event?

You can only utilise one currency per event. You would need to finalise the currency before you start ticket sales as this cannot be changed at a later stage.

How do I create event tickets?

Click on the Add ticket button. You will be able to define the following fields:

Ticket Name: Name of the ticket as to how it appears in the ticket widget.
Quantity: The total number of tickets to be sold/made available (for this specific ticket type).
Price: If it is a paid ticket, you would need to define the amount per ticket. If it is a free ticket, tick the Free ticket box.
Description: Ticket description which will also appear within the ticket widget
Ticket sales start/end: You may define when exactly this specific ticket type will be available on the ticket widget by defining specific dates and time.
Max Tickets allowed per order: The maximum number of tickets (of this specific ticket type) a buyer can purchase at the same time.
Group Booking: The total number of attendees that can be associated to one ticket.
Limit sessions booking: Tick the box to set a maximum number of sessions attendees can register to if they have purchased/ordered this specific ticket. This number bypasses the general limit set within the Tickets / Capacity tab when activated.

What are private tickets?

Private tickets are tickets that can be solely accessed via a unique link (and not via the main registration page). When creating a ticket type, tick the Private ticket box and the unique link will be automatically generated. Certain situations where private tickets may be helpful would include: giving VIP guests their own private registration links, creating tickets with a different price point for certain individuals, and creating a group of tickets outside of the main registration page.

How do I create a group of private tickets?

In order to create a group of private tickets, you would need to combine their security codes into one URL (separated by hyphens). The ticket security code is found at the end of a private ticket link (highlighted in bold below):

https://eventscase.com/attendance/event/index/31930/?private_ticket_codes=c3q14k

For example, if you would like to group together these two private tickets...

1.) https://eventscase.com/attendance/event/index/31930/?private_ticket_codes=c3q14k

2.) https://eventscase.com/attendance/event/index/31930/?private_ticket_codes=5xspfb

You would need to join their security codes after the "=" sign by putting a hyphen in between the two codes. The private ticket group link will become: https://eventscase.com/attendance/event/index/31930/?private_ticket_codes=c3q14k-5xspf

SESSIONS BOOKING

How do I allow attendees to book sessions during the registration process (before checkout)?

Tick the Allow attendees to book sessions on the checkout process box. This would allow your registrants to choose and register to sessions even before completing the registration process.

How do I limit the number of sessions attendees can register to (if sessions registration is activated)?

Specify the number of sessions an attendee can register to via the Maximum field. This setting may be bypassed if a ticket has its own specific limit.

How do I put a minimum number of sessions that attendees can register to (if sessions registration is activated)?

To create a minimum number of sessions to which attendees can register, you may choose none, maximum available (depending on other settings), or a custom limit.

How do I prevent attendees from modifying their booked sessions (if sessions registration is activated)?

Simply tick the Prevent active attendees to modify their booked sessions box. This would mean that they are no longer able to modify their chosen sessions after successfully registering.

PAYMENT GATEWAY

Which payment gateways can I connect to EventsCase?

To date, we have integrated EventsCase with the following payment gateways:

Stripe
Paypal
Payfort

You cannot use more than one payment gateway per event. If you would like to use any other payment gateway, an integration can potentially be done.

What are offline payments?

'Offline payments' is a payment method by which your registrants can pay for their order outside of any payment gateway. This is also known as payment by bank transfer, cheque, or invoice. For registrants who choose to pay offline, they will land on a pending list called Offline payments to be approved within the REGISTRATION Dashboard. You will need to manually approve their payment for them to become approved attendees. If you tick this box, make sure you activate auto-invoicing. Otherwise, you will need to send the invoices yourself.

How do I setup offline payments?

To activate offline payments, tick the box which says Allow users to pay by bank transfer or other method. You may send an automatic reminder email to non-paying registrants after X number of days, depending on the number you define on the first box. You may also let requests for offline payments automatically expire after X days if no payment is received at all. Once expired, the attendee will need to register again.

How do I configure the confirmation page for registrants who chose to pay offline?

Registrants who choose to pay offline will see a different confirmation page. You may define the text on this page. It is recommended that you include instructions on how to pay offline within this text.

TAXES CONFIGURATION

How can I charge taxes on top of the ticket prices?

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

Promo codes can be applied by ticket buyers to get a percentage or specific-amount discount on their order. They need to introduce the promo code within the registration page.

Click on the Add code button where you will need to define the following:

Name of promotional code: The name of the promo code as referenced within the ticket widget and within the PDF ticket attachment from automatic confirmation emails.
Add your code/codes here: These are the exact codes that should be used or applied by registrants to get a discount.
Start/end dates and times: You may limit the validity of the promo code according to specific start/end dates and times.
Limit no. of uses within a single registration: This is the number of times a ticket buyer can use this specific promo code within a single registration.
Limit no. of uses across all registrations: This is the number of times this promo code can be used in totality (regardless of who is using it).

You may also apply additional configurations/restrictions:

Minimum cart items: This means that ticket buyers should purchase X number of tickets/add-ons in order for the promo code to work.
Restrict to selected items: You can restrict the validity of the promo code to specific tickets or add-ons by ticking the Restrict to selected items box.

INVOICING

What is auto-invoicing for?

Auto-invoicing can be activated such that an invoice is received automatically by registrants regardless of their payment method. Auto-invoicing is particularly helpful when you activate offline payments such that registrants who would like to pay via bank transfer, cheque or invoice will have a reference document on how much money is due.

How do I set up auto-invoicing?

Simply tick the Enable invoicing box. It is important to define the Invoices Prefix as this will be used for the invoice number found within each invoice. For example, if you put "EC" within this field, all invoice numbers will follow the series containing EC (EC00001, EC00002, EC00003, etc.). You will be able to add your company logo, company details, instructions to pay offline, and a confirmation text if the amount due was already paid via credit/debit card.

Is there a way for me to preview how the invoice will look like?

Click on the Download example button.

How can I generate a report of all the invoices that have already been issued to registrants?

Click on the Download invoices XLS button.

What are credit notes for?

Credit notes are issued automatically to the attendee once a transaction is marked as "refunded" within the system or if the amount due is changed to a lesser amount than the original.

How do I set up credit notes?

Credit notes will follow exactly the same configurations as the invoices except for the credit note number. You will need to define the Credit Notes Prefix for this.

AUTOMATIC E-MAILS

How do I edit automatic emails?

Click on the pencil icon to edit any automatic email. If you want to personalise the subject line, sender name, and the overall content of an automatic email, choose I want to design my own template instead of using the default template. It is highly recommended to design your own template to make sure that your branding is added to the email design and ascertain that the textual content of the email is accurate.

What are the different automatic emails?

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 confirmation 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).

EO NOTIFICATIONS

What are EO Notifications for?

EO Notifications are email notifications that you receive as the event organiser as long as you add your email address to the two sections (triggers) below: