Design Event Registration Form

For information about how to create or edit a part, as well as the tabs on the Edit Part screen, refer to Create and Edit Parts.

Show Me: Watch how to create an event registration form for complex events.

Note: If you are using multicurrency and browser/regional settings, prices are displayed on the form in both the base currency for the database and the regional currency based on the browser settings.

To select an event to use for the part, click Add an event under Add events. The Event Search screen appears for you to select an event. After you select one, the Edit configuration screen appears.

In the Name and Description fields, enter the event name and event description to appear on the web page. This information defaults from Blackbaud CRM event record, but you can change it for the web page.

To use the capacity from Blackbaud CRM as the maximum number of registrations the form can accept, select Use event capacity. Under Sold out message, enter the text to use on the pop-up that displays when the user hovers over the Sold Out message on the Select Events tab after the registrations are reserved. If you do not configure a message, the program uses a default.

For a single event, the Sold out text is taken from the Language tab Validation Category messages and the pop-up does not display. For multiple events, the Sold out text is taken from the Language tab Step 2 select events Category.

Note: The sold out message appears when the number of processed and unprocessed registrations in Blackbaud CRM and the number of in-progress registrations online are greater than the event capacity on the Blackbaud CRM event record.

The program reserves in-progress registrations after users complete the Select Events page of the form. For each additional step, the program indicates the length of time users have to submit their information before it releases the reservations to other users. The program also releases registrations when users return to the Select Events page.

Under Event price options, the event's types, names, and prices default from Blackbaud CRM event record. In the Include column, select the types to make available on the web page. In the Name column, enter the type name to appear on the page. In the No. registrants column, enter the number of registrants for the type. For example, enter "2" for a Couple type.

To limit the availability of an event type, click the arrow beside the type and select Limit date availability. Specify the dates and times for it to appear on the web page. For example, create an event type with a discount price for individuals who register early and indicate the date to remove it from the web page. To inform website users of the dates the event type is available, enter them in the event's Description field under Event display options.

For information about the event record, refer to the Blackbaud CRM Events Guide.

Under Registrant options, the price types for the event appear. For each event type you include, select the arrow beside it to include fields, event preferences, and participant attributes for the type.

Note: Types in these grids appear as the original default regardless of your selections in the Event price options grid. For example, when you remove a type or reorder the list in the Event price options grid, it does not affect the types in this grid. If you do not include a type in the Event price options grid, disregard it in this grid.

To allow users who pay to register additional registrants as anonymous, select Allow anonymous. When you select this, a Register as an unnamed guest checkbox appears on the Attendees page for each additional registrant. When users do not know who is attending the event, they select the checkbox and the biographical fields are removed so the registration page does not require the information.

To save your event options and return to the Design tab, click Save.

You can use this part to add all the events you want to include on the Event Registration Form. All events shown under Add events will display on the Select events page in chronological order. You can Edit or Remove any listed event. To add another event to the form, click Add an event and repeat these steps.

To display a description on the web page for the main multi-level event, enter your text in Title.

To configure attendee and organization fields to display on the form, click Field entry options.

Under Attendee options, Field options, select the biographical fields to appear on the web page for the host and guests in the Include column. To change the text to appear on the web page, enter it in the Caption field and to make it required for the host and/or guests, select its checkbox in the Required column. To reorder a field in the list, click and drag the dotted button on the far left.

By default, Last Name is included on the form and required for both the host and guests, Email is included and required for the host, and First Name is included for the host.

Under Organization options, select Allow individual to register on behalf of organization so users can register as an organization. In the grid below, select the fields to appear on the web page in the Include column. To change the text to appear on the web page, enter it in the Caption field and to make it required, select its checkbox in the Require column.

When you allow organization registration, the person who pays the registration fee links to the organization in Blackbaud CRM.

Note: In the corresponding batch in Blackbaud CRM, two columns are included for the organization: Organization name and Linked organization auto-match. In Web Transactions > Configure Integration, on the Auto-match tab, you can specify matching criteria for the batch to auto-match and update the Linked organization auto-match column. After you commit the batch, the Registrations tab on the Event record displays the organization record.

To select additional information for the part, click Options.

Select Include review step to display the Review page to users on the event registration form.

Under Total registrants, enter the maximum number of registrants to allow a user to enter on your website during a single transaction. You cannot enter a number greater than 50.

Under Select constituency, select a constituency to apply to registrants.

Under Appeal tracking, click the binoculars to select an appeal for event registration payments. Any appeals that are already associated with the event record in Blackbaud CRM display on the search screen. You can also click Search to view and select from all active appeals.

Note: Event registration payments are automatically associated with campaigns that have been added to the event record in Blackbaud CRM. Within a BBIS Event Registration Transaction Batch in Blackbaud CRM, you can modify the appeals and campaigns that are associated with event registration payments.

To enable users to make an additional donation during checkout, select Allow additional donations under Additional donations. In the grid that appears, click the binoculars in the Designation column to select a designation. In the Display name column enter the text to display. To include a Designation field so participants can select from a list of funds, click Add designation and select a designation for each option. In the Default column, select the checkbox for the designation to use when the user does not select one. The gift links to the participant’s constituent record, but not to the event record.

Note: You can allow users to select from a list of up to twenty-five designations.

Under Giving levels, set up the suggested giving levels to display on the donation form. By default, three best practices giving levels of $25, $100, and $500 are specified. You can change these amounts, and add or remove giving levels as desired. There must be a minimum of one giving level on the form. To remove a giving level, click Remove next to the one you want to remove. To include a blank $ Other field on the donation form, select Allow other amount to allow donors to contribute any gift amount. On the form, donors can enter the gift amount in the Other field.

Under Free events, select whether to display the Price column and enter text to appear in place of the price.

To enter your own custom text, select Display text. In the field below, enter the text to appear in the column for free events. For example, you can enter “$0” or “Free.”

To enable users to specify their consent preferences for how they want to receive communication from your organization:

Under Consent part, select a saved Communication Consent part to include on the form.

Select how you want the communication preference options to display — choose Inline to embed the options directly in the form itself or choose Overlay to display a pop-up window with the consent options when the form is submitted.

After users submit the form, their consent information is downloaded along with their transaction. After the appropriate batch is committed, their constituent record is updated on the Communications > Preferences tab in Blackbaud CRM with their communication consent preferences.

Under Payment options, select the payment options for website users.

In the Merchant account field, select the merchant account to use to process credit card transactions received through the event registration form, such as your organization’s Blackbaud Merchant Services account.

The system administrator sets up merchant accounts in Administration. For more information, see Merchant Accounts.

For the payment method, select Credit Card, Pledge (Bill me later), or both payment options.

When you select to include pledges, a Bill me later checkbox appears on the Billing Information page. When a user selects it, they enter biographical information for billing purposes, then Submit the form.

Note: When website users select to process payments by credit card, they must submit information within 15 minutes on the Checkout page.

Note: When a website user selects Bill me later on the Billing Information page, the Checkout page does not render the program's secure payment page because a credit card payment is not included in the transaction.

Select whether the default confirmation screen or a custom confirmation screen displays the summary after a user registers for an event.

If you select Use custom confirmation screen, the HTML editor appears and displays the default confirmation screen. Customize the default confirmation screen according to your needs. To format the content’s appearance and layout, use the HTML editor toolbar. To include personalized information, use merge fields.

The date and time merge fields do not display schedule information for events with a category of Class in Blackbaud CRM. As you design your confirmation screen for classes, we recommend you enter schedules in the content.

To display the information from the registrations form's Review page on the acknowledgment page, include the merge field Full Event Details.

Tip: If you customize the default confirmation screen, the customizations remain even if you later select Use default confirmation screen. To remove your customizations for the screen, select Use custom confirmation screen and click Restore default content. The program’s default confirmation screen appears in the HTML editor.

Click Next. The Acknowledgement Email screen appears.

Create the email to acknowledge the registration. You can use the default text provided or enter different text.

For information about event registration loop merge fields, refer to Event Registration Loop Merge Fields.

You can design your email to include a link to the event that populates the registration page with the recipient's biographical details such as name, address, phone number. To do this, select Use email links to autofill forms in Sites & settings and make sure the message's query-based email list uses Constituents as the data source. When a recipient navigates to the event from the email, the recipient's name appears as a link on the registration page. The recipient clicks the link to autofill the biographical details. For more information about how to use an email to autofill a form, refer to Email settings.

Tip: When you edit an Event Registration Form, you can click Acknowledgement Email to access the Acknowledgement Email screen.

10.

Under Additional payment fields, select whether to include reCAPTCHA on the form. When you select this option, a reCAPTCHA checkbox displays below credit card payment fields on your Blackbaud Secure Payments form. Users must select the reCAPTCHA checkbox before they can submit the form.

11.

Click Save. You return to Parts.