Rock U - Event & Calendar - Registration Instances

Transcribed Video Content

A registration template describes how you take signups. A registration instance is an actual run of this template. So let's look into what it looks to add a new instance right now. To find registration instances, we'll head over to the tools icon, then go down to event registration, click on that. And you'll wanna make sure that you already have a template set up as these instances will inherit a lot of settings from the template. And you can see right when we load up this screen, there's already a list of the active registration instances, but let's go create a new one. So if we click on summer camp, which is a template that I've set up, all we need to do to create a new instance is come down here and click plus. So I'm gonna call this summer camp 2027, and let's step through some of the settings. First of all, we can pick right off the bat whether this is an active registration. And if you just wanna do this in testing mode, you don't want this to be live in any sense, you can uncheck active. But the thing that really determines when this registration is available to sign up for is registration starts and ends. So this is a simple calendar entry and we're just gonna pick a month long window here. You can pick the maximum maximum number of attendees that can sign up for this registration. You can also pick a workflow that you have configured to run whenever someone completes a registration. That could be to do something update your team or update certain attributes or do anything that you want to run automatically once a registration is complete. Then you can pick a reminder date here, and this is a reminder for the people that have registered. And I'll show you further down how you can customize what is in this message. Then record source, this is really helpful if you wanna track where people new people records are coming from because sometimes people will be entered into your database through a registration and there is a list that you can add to or subtract to look at our documentation on record sources for more, but you can pick a record source here. For example, if someone signed up for this registration, the record source on their account would be considered external website. So we know exactly where this came from, or you could pick event registration here. Then we can pick a payment deadline. So this would be the time by which people need to have the registration paid for if there is a cost involved. Then we can pick the registration contact information, and this would just be someone on your staff or a general number that you want people to be able to reach out to if they need more information. Then financial information, right here, we're just picking a financial account that we want the money from the transactions for this registration to go to. So we've picked event registration, makes sense. Now here's where you can customize the experience people have. And for example, registration instructions we have right here, you can type in some instructions and this will show up at the beginning of the registration process, Then additional reminder details, this is what will show up when that reminder we mentioned earlier goes out. So you could remind someone, hey, pack shoes for this summer camp or remember that the weather is gonna be cold, pack something that will keep you warm, things that. Then additional confirmation details, this will pop up at the end of the registration process while someone's signing up. And we can hit save. And there we go. If you wanna see an example of an instance that's already been used and we had some sign ups, we'll go click here. And you can see a couple important things such as we have a grid here showing even attributes for the people that have signed up, how much they have due for finances, whether they're on the waitlist. And then we have a bunch of helpful tabs that help us really condense who we're looking at. And for example, waitlist, we can see the waitlist here linkages, and that's showing calendar events that this registration is linked to as you can also create registration instances through the calendar, then discounts, fees, the actual registrants themselves, and things that. And from here, you can get into things group placements. So clicking anywhere in this placements column or clicking up here will allow you to start putting people into their eventual placement groups, but we have another video on how to do that. Also, if you want to star this instance so you can find it more easily in the future, you can do so here. You can also copy a registration instance if you're creating a new one and you want to bring over a lot of the different things that we've set up in one instance. Registration templates hold the shape of an event while registration instances hold the little details. So keep this in mind and you'll start to be able to really understand how events work in Rock.