Registration

Pre-event

Here are some guidelines you can follow before the event if you want to use EventsCase’s registration product:

1. Purchase registration product

Please contact the sales team or your Account Manager if you want to contract this product.

2. Active product

Once you have contracted the product, log into your platform and activate it within a specific event.

To activate the product, you can go to the EVENT DASHBOARD and select Activate or directly click on the product REGISTRATION from the left-hand side menu.

As soon as you activate the registration product, a fast-track popup window will appear where you can configure basic parameters of the registration process. All this configuration can be changed afterwards.

If its a private or public event
- If it's private, you can choose between a manually moderated or a password-protected event.
Indicate if you are going to need tickets
Create tickets
Add questions to the registration form

4. Set up payment gateway

If you are going to create paid tickets, remember that you will need to set up the payment gateway first. 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.

5. Define the registration process

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 for 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 during the registration process.

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If you are creating a ticketed event:

Decide whether you would allow attendees to purchase guest tickets. If you are not allowing attendees to register guests themselves, they would only be allowed to purchase one ticket.
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 an 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 order: This field defines the number of tickets of each type a registrant can buy within a single transaction (Example: John Smith can only purchase up to 10 'VIP' tickets within the same order if you have written 10 in this field).

Group Booking: This field defines the number of attendees a specific ticket type can accommodate (Example: John Smith can invite up to 10 people after purchasing an individual 'VIP' ticket if you have written 10 in this field. This means that 10 attendees are linked to one ticket.)

If you have a ticketed event, create promo codes that can be used by registrants for specific discounts. When clicking on Add Code, configure the different parameters of your code.

7. Set up automatic emails

You can configure the different automatic emails that can be sent to attendees. 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 send 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 send 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 for 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.

8. Test registration link

It is always recommended that you test the registration process yourself to check if all the configurations have been properly set. You would need to open the registration process and access the registration link in an incognito window or in a browser where you are not yet logged in as a user of the platform.

9. Launch registrations and/or add attendees manually to the approved attendee’s list

Select which day you would like to launch the registrations:

As soon as the registration is open, share the link you will find on the Dashboard.

You can also add your attendees manually one by one or in bulk by uploading a CSV file:

+ Add attendee: add a single attendee to the Approved Attendees list. Complete all the details to complete the registration. You would only need to fill out user information (first name, last name, company and role) and create a password if it's a completely new user in the platform. If it's a ticketed event, you would need to assign a specific ticket and/or promo code.

‌Import attendees: add up to 500 attendees in bulk to the Approved Attendees list. Download the CSV template and fill out related columns. Mandatory columns are first name, last name, email address, ticket (if applicable) and Active.

During the event

1. Modifying attendee details

Within the Approved Attendees list, on the far right side of each entry, you can also find the below icons:

Send a message
Edit attendee: this option allows you to manage several aspects of the attendee.
- Registration Details: you can execute actions here such as sending the confirmation ticket via email to the attendee (Send Ticket by Email), downloading the confirmation ticket yourself (Download Ticket), sending a reset password email to the attendee (Send Password by email), editing a user profile (Edit User Profile), and opening the attendee's profile page (View User Page).
- Edit Attendee Data: this allows you to modify the attendee's responses to the registration form. Click on Next at the bottom of the window to save changes.
- Agenda builder: this section allows you to manually register the attendee to sessions and/or favourite sessions on behalf of the attendee. This becomes relevant if you are letting attendees register for sessions or if you have implemented the app for the event (where they can favourite sessions).
- Received Emails: this section allows you to review which emails the attendee has received so far related to both automatic emails and marketing campaigns (only relevant if you are using the E-MAIL MARKETING product)
Delete attendee: deleting an attendee will remove the attendee's right to use several products within EventsCase. All deleted attendees are moved to the Deleted tab.
Print label: a PDF file containing the attendee's label will be downloaded (only relevant for onsite creation of badges using EventsCase printers)
Print badge: this button will only appear if you have successfully created a badge within the BADGES product.

2. Changing an attendee’s password

If attendees contact you because they have forgotten their password, you can manually change it yourself via ADMIN > Users > Edit user (pencil icon). Alternatively, you can send a reset password email by clicking on their profile from the Approved Attendees list and clicking on Send password by email.

Post-event

1. Downloading approved attendees list

2. Checking out transactions

If you had a ticketed event and you would like to check out the transactions, go to the Registration Dashboard and scroll down until you arrive at the PAYMENTS section. From there, you will be able to see a list of all the payments and refunds where you can apply filters and export data.