What is Waitlisting?
Setting a limit to the amount of registrations is standard practice for many events. For example, if you only have 500 seats available for your gala dinner, you certainly don’t want to be selling more than that. Now, normally when your event has hit its set capacity, the registration limit feature kicks in and prevents any further registrations. This is great and all, but let’s say someone cancels and now you’re stuck with an empty seat, or maybe you found some more space at the venue for another table and can increase your registration limit — this is where waitlisting comes into play.
By using the waitlist feature in Event Wizard, you can allow registrations to continue past your event’s set limit, but have them placed a list separate from the main registrants. Then, in the case of any cancellations or the like, you can bring up your waitlist and see who’s next in line. Sounds pretty easy, right?
Let’s start by heading to the main edit screen, (ie: task list) of your event.
You can find the waitlist feature by going to the purple section of your task list, selecting Properties/Info from the submenu, then selecting Enable/Disable other advanced options.
On this next screen, you’ll see a bunch of advanced options for your event that you’re probably already familiar with, but the main one we are interested in is Enable/disable waitlisting — ensure this box is checked and click the save button. Oh, and you may want to double-check your Registration Limit while you’re here!
Notification and Confirmation
After activating the waitlisting feature, two new pages/sections are created: a waitlist notification and a waitlist confirmation.
The notification portion will appear above your registration form in place of your registration page contents, (if any exist). This is to notify the user that the event has reached its capacity and their registration – should they choose to continue – will be placed on the waitlist.
The confirmation page will appear in place of the Thank You page, which is displayed once the registration is submitted. This is simply to reiterate to the registrant that they haven’t been fully registered and that they have been placed on the waitlist.
Both of these sections have been titled and filled with sample information, however they can also be customized by heading to the purple section of your task list and selecting Edit Custom Pages.
To edit them, simply do so as you would with any other custom event page by clicking the Edit icon in the tools column and modifying the contents and properties as you see fit. It’s important to keep in mind that these pages will need to be translated if you have multiple languages enabled, just the same as any other page contents.
NOTE: Be mindful of the Page Type dropdown that appears on the edit screen(s), as this is the key identifier for each one and will determine which page is being used for which function. Only change this value if you’re familiar with page types in Event Wizard.
Reports and Management
Enabling the waitlisting feature also opens up the Waitlist report, which is the main tool for managing your waitlist after you start taking registrations – let’s head over there now.
After landing on the reports summary page, open the main Reports and Tools dropdown and select the Waitlisted report.
Here you will see the registrants that came in after the registration limit was reached. It’s important to note that any names on this report do not appear anywhere else in your reports, since they are not fully registered at this point.
In order to change a “waitlisted” registrant into an actual registrant, it’s as simple as finding their name in the list and checking the box beside their name. By doing this, you’re effectively completing their registration, making them a full, proper registrant for your event — they will now appear in all the appropriate reports.
See? Told you it was easy! If you have any questions about our waitlist feature that may not have been answered here, please don’t hesitate to drop us a line.
We’ve had tickets in Event Wizard® for some time now, which utilize barcode scanning for quick and accurate check-ins. This is great for something like a general entry ticket to a conference, but what if the conference has multiple seminars or other components? This is where fee-based tickets come into play.
A fee-based ticket is exactly that: a unique ticket, (or multiple tickets for fee quantities) for each fee on your form. They are great for things like multi-seminar conferences, pre-ordering merchandise, or event tours. Since each ticket is fee-dependent, we will need to enable it for any fee that requires tickets. For this example we will be adding a new fee, for which we will enable tickets.
In the Properties section of the Add a Fee page you’ll notice a few checkboxes, one of which reads “Enable tickets for this fee?” – check this box.
NOTE: You can also enable tickets for any existing fee by editing the fee and ensuring that same box is checked, but try to avoid doing so once an event has already started taking registrations. If you do not enable fee tickets before the registrations start coming in, you will need to update each existing registration in order to generate tickets for those registrants’ fees.
Once saved, we can test it out by completing a registration and viewing the Thank You/confirmation page.
Under the event header, you’ll notice a red “View and Print Your Ticket” button – clicking this button will bring up the tickets page.
Here is where you can view your tickets or print them out for later use. Assuming you have general tickets enabled for your event, you’ll see this ticket at the top with the title “General Admission”. Underneath, you’ll see all the tickets for fees which you have tickets enabled, including multiple unique tickets for multiple quantities. These work the same way as the general tickets, in that they can be scanned and recorded by our Attendee Scanner app.
That’s it! Just be mindful of a couple key things mentioned above and you shouldn’t have any issues with fee-based tickets. However, if you do run into any roadblocks, you can always contact tech support through your account and we will get you sorted as soon as possible.
Merge tags are a vital tool when composing your confirmation emails, since they allow you to personalize each registrant’s emails by automatically inserting things like their name and registration info. Our latest system merge tag generates a personalized link to each registrants’ ticket, for when it comes time to check them in at your event using our free mobile Attendee Scanner app.
Adding a Ticket Link to your confirmation email is easy. Start by going to your event task list and clicking the Edit Payment Confirmation email link.
Next, click the Insert System Merge Tag dropdown in the editor’s toolbar and scroll down – you’ll notice an option to insert the Ticket Link. Once selected, the Ticket Link merge tag will be inserted next to your cursor in the editor.
NOTE: It’s important to keep in mind that the ticket will only successfully scan once the registrant has paid for their registration, so it makes the most sense to place this tag in the Payment Confirmation Email, rather than the Registration Confirmation Email.
Much like an <a> tag in HTML, the Ticket Link merge tag consists of an opening tag, link text/contents, and a closing tag. Please ensure the opening and closing tags aren’t altered, since they tell the system where to insert the custom link when the email is eventually sent out. The only part we need to be concerned with is the link text between the two tags – change it to something more relevant, similar to the screenshot above, then click Save.
It’s important to test your confirmation email to ensure the link is appearing and functioning properly. Once you receive your test email, assuming everything went as planned, you’ll notice that the Ticket Link merge tag has been transformed into a proper link, which gives access to a personalized ticket for the registrant to whom it was sent.
That’s it! Nice and easy. If you have any questions about the new Ticket Link merge tag or any other merge tags, give us a shout. Also, be sure to download our mobile Attendee Scanner app so you’re prepared for when it comes time to check in attendees at your event – it’s free!
Statistics and information play a key role in running a successful event. As a user of Event Wizard®, you get a whole suite of reporting tools to view and manage things like who registered for your event, what options they chose during registration, and when they registered. That’s great and all, but what about when a registrant makes changes to their registration record? Enter the Registrant Activity Tracker…
To see the new activity tracker in action, head on over to the reports section of one of your events and open up the By Last Name report. Scroll through the list of registrants and you should notice a new icon in the Tools column for some of the names – give it a click.
Note: If a record has not been updated in any way, the icon will not appear. Only registrants with some sort of activity associated with them, (further to the initial registration) will display the activity icon.
On the page that opens up, you’ll see a list of instances where this particular registrant was either updated or substituted. There are three possibilities for who modified the record: the registrant themselves, an account user/administrator, or a reports user.
Note: If a record is updated by a reports user, the password with which they used to login to your public reports is captured and displayed.
In the case of our example, we can see it was updated on two separate occasions by an account holder, (not the registrant herself) who happens to be an administrator for this event. We can also see the date and time at which the update took place, providing a “timeline” of sorts. From here, we can take it one step further by clicking on the descriptions and drilling down to view all the details.
The page will open up to a table containing all the information that was modified during the record change. The first column is the field that was updated – pretty self-explanatory. The second column is the type of change that happened to the field, of which there are three possibilities:
- Add – Information for this field was not present previous to the update; all new information was added to the field response
- Deletion – Information for this field existed prior to the update; all information was removed from the field response
- Change – Information for this field existed prior to the update; information was changed from one value/selection to another
The final two columns will display the old value/selection of the field field, along with the new one that was provided during the update process.
You can also view the activity for all registrants of an event. To do this, select Registrant Activity from the Reports and Tools dropdown in the reports section.
Not only do we see the two records that we did previously, but we now also see the records that were updated for other registrants, in order of when they were modified. Furthermore, like the previous page, you can click the descriptions to view all the details for that particular record.
We hope you find this new tool as useful as we do. If you have any questions about the new activity tracker or anything else Event Wizard®, give us a shout!
Building your registration website pages is pretty simple, since the page builder incorporates a graphical online HTML editor. This means that if you can use a word processor, you can build your site pages with ease and you don’t actually need to know HTML or any other fancy coding. That said, one concern when using the editor is that you can’t really get a proper preview of your content on the site itself, and to this point, the only real way to do this was to make your page edits, save your content, and view your event. This has all changed with the new Page Preview function.
When you go to edit any of your site pages, (ie: Welcome Page, Custom Pages, etc.) you’ll now notice two buttons appearing to the top-right of the online editor: these are your page preview buttons. The first one, Desktop, will show you a preview of how your page content will look on a standard desktop computer. The second one, Mobile, will show you how your content will look on smaller-screened mobile devices, such as an Android or iPhone. To try them out, simply make some content edits in the online editor and click one of the buttons.
In the window that pops up, you’ll see your event in its entirety, including your header, footer, and navigation menu. The content that you entered in the online editor on the previous page will appear as the content for your preview, exactly how it will look when finished. This is great for making page edits to an event that is already live and taking registrations, since your edits won’t be made live until you click the Save button.
That’s it. If you have any questions about this feature, or anything else in Event Wizard®, drop us a line.
Ahh, the textbox – the Swiss Army Knife of form field types. It is found on just about every online form, and for good reason: it’s flexible. It can be used to collect a wide variety of information like names, numbers, addresses, or just about anything else. But, aside from reading the label, how can you determine what kind of information is being entered into a specific form field? Furthermore, how does Event Wizard® know? This is where the System Field type comes into place.
Head over to the Edit/Move/Hide Form Fields page of one of your events and you’ll immediately notice there are a few fields that are highlighted – these are fields that have been set as a special type through the system. Click the edit icon for one of these fields and scroll down to the Properties section. You’ll see a dropdown labeled “System Field” – this is where you can set the type, or identifier, for this field.
Until now, this list consisted of only First Name, Last Name, and Email, but we have extended this functionality to include the following identifiers:
- Postal/Zip Code
By using these identifiers, you are telling Event Wizard® what kind of data each marked field contains, and to use it as such. For example, the First Name, Last Name, and Email field types are referenced in things like merge tags, emails, and pretty much all of your event reports. Now, by adding these new system field types, we have opened up the ability to use that data in other ways – for instance, if the form contains marked address fields, that data can be carried over to the payment page so the user doesn’t have to fill it in twice. Pretty neat, huh?
We hope this sheds some light on a feature that you may not have known existed. As always, if you have any questions about system field types or anything else, you know where to find us.
Part of Event Wizard®’s appeal is that it is extremely flexible and customizable. Because of this, we attract clients of all shapes and sizes, from the smaller individuals with a single event, to large event planning companies running events throughout the year. Sometimes our larger clients employ multiple people to build and run their events, so it can get a bit cumbersome if everyone has to share a single Event Wizard® account, (along with a single email and password).
Enter the new sub-account feature!
How does it work?
There are main accounts and sub-accounts, (also called “users” or “account users”).
What is a main account?
When you add a user to your account, you become the main account for that user, (and any other subsequent users you add to your account). Main accounts can see and edit their own events as well as the events created by any of their user/sub-accounts.
What is a user/sub-account?
When you add a user, (or users) to your account, that user becomes a sub-account of your account. Sub-accounts can see and edit their own events plus the main account’s events.
Sub-accounts cannot see each other’s events. Any event that needs to be accessible to everyone in your organization must be created by the main account.
How do I create a sub-account?
Start by logging into Event Wizard® and clicking the My Account icon in your main menu. On this page you’ll see a series of tabs that allow you to check or modify things like your Personal Information, Account Preferences, and Account Usage – click the Users tab and then the +Add New User link.
On the next page, you’ll need to enter the first name, last name, and email address of the user you wish to add or create, then click the Add User button. From here, one of two things will happen:
- If the email address entered is already being used by an account in Event Wizard®, the user will receive an email asking them to confirm your request to join to your account.
- If the email entered doesn’t already exist in Event Wizard®, a new account is created and an email is sent asking them to activate before it can be used.
Once the above action is taken, the requested account will become a sub-user of the original account, and will show up under the Users tab on the My Account page.
It’s important to note that the account balance ($) in the parent account does not get shared with its sub-users, (and vice-versa). For example, if a sub-user creates an event, they must have a positive balance in their own account in order to run it, since they are the owner of the event. The only exception is for annual license holders; if a main account holds an annual license, the user accounts do as well.
That’s it! If you have any questions about this new feature or anything else in Event Wizard®, feel free to contact us.
Group registration is an integral feature for any online registration company. Whether you need to register teams for a golf tournament, create table settings for a gala dinner, or delegate business category groups for a trade show, the ways in which it can be used are virtually limitless. Well, the industry’s most powerful group registration system just got even better and easier to use, (for registrants and event planners alike) thanks to these new updates:
1. Group payments are now included in the By Each Payment Made report
Say, for example, you have a registration fee of $100 on your form… “Registrant A” comes through and processes their registration, then pays for their own fee – this would be classified as a single payment. Then, they decide they want to add two more members to their group, so they go through and add “Registrant B” and “Registrant C” to their group, but instead of paying for them individually, they process a payment for both – this would be classified as a group payment.
Until now, the By Each Payment Made report only listed payments made for individual registrations, which made it difficult to determine all the payments made for your event. With our latest update, the By Each Payment Made report lists both single (individual) and group payments – keeping all your registrant payment information at your fingertips!
2. Who conducted the group payment and which group members the payment paid for has been made clearer in the Record/Manage Payments section
If you click on the “Record Payments” icon in the Tools column of most reports, you’ll be brought to a page where you can add and edit fee payments for a specific registrant. This is great, but it was always a bit of a cloudy area when it came to group payments. So, we decided to clear things up by adding additional information for group transactions on this page.
Now, all the group payments are listed by reference number and we’ve included the total amount paid, payment type, and date the payment was made. You can even click through to view a full breakdown of the payment on the Manage Group Payments page.
3. Group Payments have been added to the Recent Transactions section on the Thank You page
This one is more for your registrants – similar to #1 above, we have added the group payments to the list of transactions on the Thank You page as well. After registering for an event, a registrant will land on the confirmation, (or “Thank You”) page. If you scroll past the registration information, you’ll see a list of online payment transactions pertaining to the registration being viewed, (assuming the event has at least one fee, and at least one online payment has been made).
From here, you can view the reference number and date of the payment, but you can also click through to view all the details of the payment itself.
We are always trying to improve Event Wizard® based on both our own usage and user feedback. If you have any feature requests, likes/dislikes, or any other feedback, please take a few minutes to complete our Event Wizard® Feedback form. For all those other inquiries, you know where to find us!
Use the Service Fee field type when creating your form to help recover the cost of using Event Wizard. When added, the service fee field will display on your registration form as a required fee that cannot be unchecked or removed.
The fee will be processed as any other fee would on your form and just like that, you’ve recovered your per registration fee that we charge you when using Event Wizard®. You are also able to set the cost of the service fee to anything you like, so if you are really savvy, you could even factor in and recover your payment processing fees!
To add the Service Fee field head into the Add a Field section of your task list and select Service Fee. Enter the field label as normal then set the price and click Save. You can then move the fee anywhere you like on your form, but we recommend placing it close to the bottom.
When your registrants process their registration form the fee will appear on the Summary page with the label you entered when creating the field.
It’s important to note that you still need a positive balance in your account in order to run your event, but you will recover the costs after reconciling. The Service Fee can be processed using the Event Wizard Payment Gateway or your own personal payment gateway.