For information about how to create or edit a part, as well as the tabs on the Edit Part screen, see Create and Edit Parts.
| 1. | From the Design tab, 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.
| a. | In the Name and Description fields, enter the event name and event description to appear on the web page. This information defaults from The Raiser's Edge event record, but you can change it for the web page. |
| b. | To use the capacity from The Raiser's Edge as the maximum number of registrations the form can accept, select Use event capacity. Under Sold out message, enter the text to appear after all the registrations are reserved. If you do not configure a message, the program uses a default. |
Note: The sold out message appears when the number of processed and unprocessed registrations on the NetCommunity page in The Raiser's Edge and the number of in-progress registrations online are greater than the event capacity on the The Raiser's Edge event record.
The program reserves in-progress registrations after users complete the Step 1 Selection 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 Step 1 Selection page.
Note: When website users select to process payments by credit card, they must submit information within 10 minutes on the Step 2 Registration page and 15 minutes on the Step 3 Payment page. If users need to return to the Step 2 Registration page from the Step 3 Payment page, then the form continues the 10 minute timer. When users select Bill Me Later, they must submit information for the Step 2 Registration and Step 3 Payment pages within 10 minutes.
| c. | Under Event price options, the event's types, names, and prices default from The Raiser's Edge 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. Next, click the arrow beside the type. In the Description field that appears, enter a type description to appear on the page. For example, you can enter VIP package information. |
Tip: You can enter HTML in the Description fields to format and style text. For example, enter "<i>Family</i> packages include <b>5</b> tickets and <b>free</b>admission to the hospitality room." so that "Family packages include 5 tickets and free admission to the hospitality room." renders on page.
To limit the availability of an event type, select the Limit date availability option and 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, see The Raiser's Edge Event Management Data Entry Guide.
| d. | Under Registrant options, the price types for the event appear. For each event type you include, select the arrow beside it to include fields 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.
| e. | To allow users who pay to register additional registrants as anonymous, select Allow anonymous. When you select this, a Register later checkbox appears on the web page for each additional registrant. When users do not know who is attending the event, they select the checkbox and the biographical fields and participant attributes remove so the registration page does not require the information. |
| f. | Under Field options and Participant attribute options, select the biographical fields and participant attributes 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. To move a participant attribute in the list, click and drag the dotted button on the far left. |
Tip: Constituent attributes are not available for the Event Registration Form. You can only select one-per-record participant attributes with a type of Date, Text, Number, Currency, and Yes/No. Table type participant attributes are available without being marked as one per record. Fuzzy Date and Constituent Name types are not available for the part. If you recently added a new participant attribute in The Raiser's Edge and it does not appear in the Participant attribute options grid or in Sites & settings for you to make it available on the web page, click Refresh code tables in Code tables. This updates code tables from The Raiser's Edge in Blackbaud NetCommunity. For more information about how to update code tables, see Code Tables
| g. | To save your event options and return to the Design tab, click Save. |
You can use this part for more than one event. To add another event to the form, click Add an event and repeat these steps.
| 2. | Under Fund, click the binoculars to select the fund to associate with the event. |
| 3. | To select additional information for the part, click Options. |
| a. | 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. |
| b. | Under Select constituent code, select a code to apply to registrants. For more information about constituent codes, Constituencies |
| c. | Under Additional donations, to include an additional contribution field on the event page, select Allow additional donations. In the grid that appears, click the binoculars in the Fund column to select a fund. In the Display name column enter the fund name. To include a Designation field so participants can select from a list of funds, click Add designation and select a fund for each option. In the Default column, select the checkbox for the fund to use when the user does not select a fund. 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 funds.
| d. | 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 The Raiser's Edge.
| e. | Under Free events, select whether to display the Price column and enter text to appear in place of the price. |
To remove the column from the page when every type is free, select Hide column. If one or more types for an event have a fee, the column cannot be removed. 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.”
Note: When you select Hide column and a website user selects all free events on the Step 1 Selection page of the event registration process, prices and the total amount also do not appear on the selection summary at the bottom of the Step 1 Selection and Step 2 Registration pages.
| 4. | Under Payment options, select the payment options for website users. |
| a. | 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.
| b. | For the payment method, select Credit Card, Pledge (Bill me later), or both payment options. |
When you select to include pledge, a Bill me later checkbox appears on the Step 2 Registration page. When a user selects it and navigates to the Step 3 Payment page, the user enters biographical information for billing purposes, but the credit card fields do not appear so the transaction submits successfully.
Note: When a website user selects Bill me later on the Step 2 Registration page, the Step 3 Payment page does not render the program's secure payment page because a credit card payment is not included in the transaction.
| c. | 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 The Raiser's Edge. As you design your confirmation screen for classes, we recommend you enter schedules in the content.
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.
| 5. | Click Next. The Acknowledgement Email screen appears. |
| 6. | Create the email to acknowledge the registration. You can use the default text provided or enter different text. For information about how to design an email acknowledgement for an event registration, see Acknowledgements. |
The date and time merge fields do not display schedule information for events with a category of Class in The Raiser's Edge. As you design your event acknowledgement for classes, we recommend you enter schedules in the content of your email.
For information about event registration loop merge fields, see 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, see Email settings.
Tip: When you edit an Event Registration Form, you can click Acknowledgement Email to access the Acknowledgement Email screen.
| 7. | Click Save. You return to Parts. |