Creating an Event Registration
Overview
Event Registration only works if an event is associated with one Program and at least one Product.
Note
* Indicates a required page when creating an Event Registration
Setting Up Event Registration
Part 1: Program
Create a new program or determine which existing program the event will fall under.
- Navigate to the Programs page
- If creating a new program, select the create new record button and complete the Program fields.
Note
* Indicates a required field
Program Dictionary
Click to toggle contents of Program Dictionary
- Program Name:* A short, friendly name describing this Program.
- Congregation:* The Congregation where this Program takes place.
- Ministry:* The department of the church that is responsible to oversee this Program.
- Start Date:* The date this Program began at your church.
- End Date: The date this Program ended at your church.
- Program Type: An internal informational field indicating the main purpose of the Program. It has no impact on any MinistryPlatform report or software applications.
- Leadership Team: An internal informational field indicating the main group that oversees this Program. It has no impact on any MinistryPlatform report or software application.
- Primary Contact: The person who answers questions or follows-up with things that are entered into the database and coded against this Program.
- On Connection Card: If Yes, Milestones, Responses, and Prayer Requests can be credited to this Program via the Connection Card Tool.
- Tax-Deductible Donations:* if Yes, Donations distributed to this Program should appear on a Donor's contribution statement for tax purposes.
- Statement Title:* The text you want the public to see when making Donations towards this Program. This text appears on many reports and some contribution statements.
- Statement Header:* Many Donor statements and reports organize Donations into columns. If two Programs have the same statement header, then their Donations are listed in the same column on several columnar Donor statement formats. For example, "Missions" is a common Statement Header, and it would be expected that all Programs related to Missions regardless of the congregation would have this statement header.
- Allow Online Giving: If Yes, this Program is available in the list of online giving Programs so long as the Program has not ended (End Date field contains a past date).
- Online Sort Order: If available online, the number indicated here determines how this Program sorts in relation to other Programs. If you do not set a sort order (or two programs have the same sort order number), the Programs list in alphabetical order. It is recommended to number programs as 10, 20, 30, etc, in order to be able to add or move programs later without having to renumber all of them.
- Pledge Campaign: The Pledge Campaign this Program is a part of, if applicable. This action ensures that the system attempts to credit a Donor's pledge to this campaign when the Donor's donation is designated to this Program.
- Account Number: The Accounting System's account number:
- This field for Shelby v5 Financials churches is often used to store the historical "Purpose Code" from Shelby v5 Contributions, which is typically used to match values imported from 3rd party systems like SecureGive and ServiceU.
- Default Target Event: Select an Event (generally one where the "On Donation Batch Tool" field is set to "Yes"). The system assigns this target Event to Donation Distributions automatically when selected Donations are Batched or selected Batches are Deposited.
- On Donation Batch Tool: If Yes, Donations can be distributed to his Program when processing check and cash donations through the Batch Manager Tool.
- Available Online: This field is no longer in use.
- Omit From Engagement Giving: If true, this Program is not considered by the Participant Engagement routine.
- Accounting-specific fields: Depending on your Accounting System, you may have custom fields on this page that are unique to your accounting system. For example, Shelby v5 Financials churches have:
- Shelby Fund
- Shelby Department
- Shelby Account
- Select the save button.
- Take note of the program you will be using for the event.
Part 2: Products
Create a new product or use an existing product for the new event. An existing product may be copied and edited for a new event.
- Navigate to the Products page
- If creating a new product, select the create new record button and complete the Product fields.
Note
* Indicates a required field
Products Dictionary
Click to toggle contents of Product Dictionary
- Product Name:* A required title for your Product. Note: This name will be displayed on the Event Details & Registration Widget, so make the title clear and avoid jargon.
- Congregation: Optional value to ensure Users are limited to Locations allowed by with Global Filter permissions.
- Description: Indicating a description is helpful to make sure users don't create the same product concept twice.
- Base Price:* indicate the price that all registrants pay (can be $0).
- Deposit Price: If desired, indicate a deposit price. In this case, a price drop-down (Base Price is the default, and Deposit Price) will become an option. If the registrant pays the deposit, the balance can be paid later via My Invoices. Note: Either the deposit price or the base price must be paid at registration.
- Active:* if Yes, the Product is available for Event registration.
- Price Currency: if your church accepts multiple currencies, be sure to specify the currency for this Product's prices so that users are not charged the incorrect amount. (Currency values are stored in System Lookups.)
- Select the save button.
- Take note of the product you will be using for the event.
Product Option Groups
- Navigate to the Product Option Groups page.
- Create a new Product Options Group or use an existing Product Options Group. An existing Product Options Group may be copied and edited for a new event.
Click to toggle contents of Product Option Groups Dictionary
- Option Group Name:* A friendly name that encompasses all of the options that will be part of the Option Group (for example, Registration Options or Promo Codes).
- Product:* The product to which the product option group is assigned.
- Description: An optional description of the Option Group.
- Active:* Indicates whether the product option group is currently active or not.
- Required: Forces the user to choose at least one option in the Group.
- Mutually Exclusive:* if Yes, the user can only pick one of the Options assigned to this Option Group.
- Online Sort Order: if there is more than one Option Group, this field controls the order the Option Groups sort in relation to each other.
- Note Label: This field allows the user to provide a quick note for each option. Note: Information entered in this field by a user will display on their Invoice Detail in the "Item Note" field.
- Select the save button.
Product Option Prices
- Navigate to the Product Option Prices page.
- Create a new Product Option Price or use an existing Product Option Price. An existing Product Option Price may be copied and edited for a new event.
Click to toggle contents of Product Option Prices Dictionary
- Option Group:* The option group to which this option price belongs.
- Option Title:* the name of the option.
- Option Price:* the fee for this option, which is added to the total registration cost. If you set the price to $0, the price is replaced with the "free product option name" configuration value (which can be customized by a SPoC).
- Active:* if Yes, the option is available for use in Event registration.
- Qty Allowed:* indicate the maximum number of this option that registrants are allowed to choose. If set to 1, a checkbox or radio button is available to the user rather than a drop-down list of numbers. Note that the system doesn't currently account for Participation Status (for example, 05-Cancelled); as such, if someone chooses this option and then cancels their registration, the system still counts their use of this Option Price. Also, this field is not evaluated when the Product Option Price is a promo code, which are limited to one use per transaction.
- Add to Group: if a Group is indicated here, the registrant is automatically added to the Group:
- If the Participant is already a current Group participant, they won't be added.
- If the Participant already exists in the Group but has a future End Date, they won't be added.
- If the Participant does not already exist in the Group, a Group Participant record is created with a start date of the date registered and no end date. They will be added with the Default Group Role assigned to the Group's Group Type.
- If the Participant exists but with a past End Date, a new Group Participant record is created with a start date of the date registered and no end date.
- If a Group Participant record is created, it will be added to the corresponding Event Participant record.
- Sort Order: if there is more than one Option Price, this field controls the order the Option Prices sort in relation to each other.
- Max Qty: Indicates the maximum times this option is allowed across all registrations within a single Event. Leave blank if unlimited spots are available. For example, if you indicate 10, this option can only be selected 10 times. Note: This will count the total number of times the Product Option Price is chosen, so if you have this set to 100 and the Qty Allowed field is set to 10, if all 10 of the first people to register choose ten Option Prices, the Option Price will no longer be available. Also note: if the individual invoice or participant status has been canceled, the Product Option Prices they have chosen will still count towards your total.
- Days Out to Hide: indicate the number of days out from the Event Start Date that you want this option to be hidden. For example, if you indicate 14, the option is no longer available starting two weeks before the Event Start Date. This works well with Promo Code for "early bird" discounts. Time is not considered when calculating the date to hide.
- Promo Code: indicate the code/phrase that would be entered to get the discount set in the option price field. For example, "STAFF50."
- Min Qty: indicate the minimum quantity allowed for this item at a certain price. For example, you have to buy at least 5 tickets to get the Option Price of $20/ticket, users would have a drop-down with options for 5, 6, etc. You will want to ensure that the Qty Allowed is higher than this number.
- Attending Online:* When true, a Participant who selects this option during registration will have Attending Online = True on their Event Participant record. Because Participants who are attending online are not considered when evaluating whether to close event registration, consider these use tips:
- If your event will have only online attenders and doesn't have a no capacity limit, set Attending Online = True. Each Event Participant will have their Attending Online field set to True.
- If your event will have only online attenders and has a capacity limit, set Attending Online = False and add the capacity limit to the Participants Expected field on the Event record. All Participants will be considered when evaluating whether to close event registration. After the event has ended, you can update the Attending Online field on the Event Participant record (this would be a great time to use the Mass Assign button), if desired.
- If your event will have both online and in-person attenders with an in-person capacity limit, set Attending Online = True for the online registration option and add the in-person capacity limit to the Participants Expected field on the Event record. Only Participants who choose to attend in person will be considered when evaluating whether to close event registration.