Step-by-Step: Registration Elements

This first part of building out your Attendee Registration Website is to configure any of the fields your attendees would need to fill out.  Things like contact information, questions, ticket items, etc.  If you've cloned another event or an event template, you may just need to do quality checks here to ensure the information you want your attendees to fill out is correct.

You can also watch our On Demand Learning Session on this same topic!

Creating the Registration Elements

Step 1 – Registration Tab

To begin creating a registration site you will go to the REGISTRATION.  From here you will move left to right as you complete each section.

                                                                                               

Step 2 - Attendee Types

By enabling Attendee Types for your event, you can have different paths for each type to move down during the registration process.  This is called "Conditional Logic."  Attendee Types are optional, however.  If all attendees should see the same fields, questions, etc., leave this feature toggled off and skip this step altogether.

Toggle on the Attendee Type feature by making sure the USE ATTENDEE TYPES toggle is green and to the right.  Indicate if any of the standard Attendee Types displayed should be included in this event.

• Planner Use Only - Attendee type will only display on the back end; good for reporting purposes.
• Display In Registration - Attendees can choose their own attendee type.
• Default - All attendees will be automatically assigned this type unless another is chosen.

Edit the type name by clicking the 3-DOTS to the right and selecting EDIT.

You can create a custom Attendee Type by clicking the + ADD NEW button.    

PRO TIP:  The Attendee Type functionality needs to be turned on for your account.  Most accounts have this enabled, but if you don't see this tap, reach out to your Groupize Customer Success Manager or [e-mail] for assistance!

Step 3 – Fields

Select which fields you would like included in your registration.  First Name, Last Name, and Email are always required, so they're pre-selected for you.

There are many common fields for you to choose from. However, if you don’t see a specific field you need, select the + ADD NEW button to create one.  

• Enabled - Field is included in your registration form, but only visible to the Planner; good for reporting purposes.
• Display in Registration - Allows attendees to see and fill in the field.
• Mandatory - The field is required to complete in order to move forward in registration.

If you are using Attendee Types, select which types can see this field by clicking the 3-DOTS to the right and choosing EDIT.

If your event allows attendees to bring guests, make sure to check SHOW COMPANION FIELDS to collect the guest’s information.  If you need to gather information as it appears on a government issued ID, as in the case with travel, you can check SHOW NAME CLARIFICATION.

 

PRO TIP:  Change the order of the fields by grabbing the 2 lines to the left and dragging them to where you'd like them to be!

Step 4 - Questions

To add Questions to your registration, click the + ADD NEW button.

Indicate if it should be required, the question type, which attendee types the question applies to (if applicable), and finally, write out your question.  

• If creating a Single Choice or Multiple Choice question, click + ADD OPTION to populate the answer choices.
• Sub-questions can be added to Single Choice questions by clicking the 3-DOTS to the right of an option and selecting ADD SUB-QUESTION.  You can create multiple layers of sub-questions.

Always click SAVE when done.

You can also edit, delete or change the order of the questions use the 3-DOTS to the right, or change the order by dragging & dropping using the 2-LINES on the left.

PRO TIP:  Use Questions to ask for things like dietary requirements, special access needs, questions for speakers, or anything else where knowing as early as possible will help you plan for these items.  

Step 5 - Tickets

Tickets can be set up to control two aspects of many events:

• Inventory/headcounts for activities like workshops, dinners, or other social events
• Charging a fee for either an individual activity or your entire event

To create a ticket item, click the + NEW button.

• Name the ticket item and add the inventory available.
• Indicate if the item is free or if there is an associated fee.  Note:  In order to charge a fee, you must have a Stripe account connected to your Groupize account or have credit card verification enable.  Speak with your Groupize Customer Success Manager for more info.
• Add an image and description (both optional but recommended).
• Toggle on the "Advanced Details" for more options, such as start/end dates for when a ticket is available to select, min/max purchase allotments, and to apply conditional logic for attendee types.
• Click SAVE.

Once you've added your tickets, you can drag & drop to change the order of how your tickets appear on the page.

PRO TIP:  Not every event requires Tickets.  If you don't have a need for controlling inventory for specific items or charging a fee, skip this part.  You can always set a maximum number of registrations for an event in the WEBSITE & APP > SETTINGS > GENERAL area.

Step 6 – Sessions

Sessions are the agenda items for your event. 

To add a session, click + NEW.

Enter the General information about the session, keeping in mind the date/time of your event.  (The system will default the date to the first day of your event.  If you do not specify timing, the system will assume it's an all-day session.)  Optional information like the Location, Capacity, Documents, or Links can be provided, by may not always show based on the website's theme or if you're using the app.

Sessions can be for "display only" (meaning they will only appear on your main event website if that content section is shown) or "bookable" (meaning you can ask an attendee to reserve a space in the session as part of the registration process.  Learn more about creating Bookable Sessions by reading this Learning Center article.

PRO TIP:  On the left, you can add or associate Attributes (such as Speakers, Sponsors, or Tracks) that are associated with this session.  This is very helpful if you plan to use the attendee app!

Step 7 – Confirmation

Configure what is seen on the Confirmation page once your attendees complete their registration.  Work from top-to-bottom on the left.

• Confirmation Message - Customize the message that appears at the top of the page.
• Share On Social - Select if you'll allow easy sharing of their attendance at your event on various social media platforms.
• Link to Mobile Website - Display a QR code that will allow easy access to return to your event website without having to remember a URL.
• Virtual Meeting Details - If your event is a virtual, add the details of your virtual meeting link here. 

Click SAVE whenever you're done with one of the above sections before moving on to the next. 

PRO TIP:  Adding an informative Confirmation Messages helps the Attendees understand what to expect next leading up to your event.  Sure, the default message is great--but creating one that's specific to your event provides a better experience.

Send a note to [e-mail] if you have any additional questions or need assistance!