Rock U - Event & Calendar - Registration Templates

Transcribed Video Content

To make things simpler in Rock, every event that has a registration actually has a template behind it. And that template gives it structure such as what information is being collected, how many people can sign up for the event, what groups will people be placed into and a lot more so that as you create events in the future, it's easy for you to have a structure that you can go off of. So let's look at how to set up registration templates in Rock right now. To add or edit a template, you can go to tools, then down to event registration. Now there are two different folders right here and these folders are called categories. So you can add more of those to structure your templates and we have some different templates that have come out of the box. You can add a new one by clicking on a category and clicking add templates, but let's edit a template we've already created. This is the summer camp template and it's a really good example. So we've clicked edit and you'll see the first important things of course are picking a name and the name is probably gonna be more general since you may have a multitude of different instances under this template. So we've just named this summer camp. We have it marked as active, then the category again is general. Now adding a description here is always helpful for your team so other people know what this template is used for. So I suggest you make a good description note here. Then let's get into the meat about configuration for templates. So first of all, group type. This is determining the group type of the groups that people will be placed into after this registration is completed. Then also the role and the member status has been picked here as well. You can also pick the connection status if you want to get some nice data. For example, if someone attending this event means they're likely a member, you can actually set the status on that person so it'll change once this registration is done. You can also pick a record source because often people will be added to your database through a registration. If that's the case, you wanna be able to tag where this record was sourced from. So for example, we could pick event registration and we'd see on this person's profile in the future that they were added through an event registration. Then prevent duplicate registrants. This is really helpful for data integrity. It tracks a couple different things such as the same person ID and make sure that you can't add one person as a registrant to an event twice. And there's one security thing you'll want to note on this. If someone knows a person's name, phone number, email, and they type their name into an event registration, they could figure out whether that person is coming if prevent duplicate registrants is on because a warning will pop up saying, hey, you've already signed up for this. You can't sign up again. Now allow multiple registrants is important because as people sign up for an event, usually it's a registrar signing up multiple registrants. So for example, a mom signing up her multiple children. We have a couple settings around that use case such as registrants in the same family. So with this same example, if a mom was signing up her children, we could determine right off the bat what we wanna say, whether we wanna ask her if these people are in the same family as her or just assume or not assume. Then you can also do show family members and basically if you pick yes or ask, the person registering will be able to select people from their family when registering and you won't have to manually enter their information so you can pick people that are already designated as family members. We also have waitlist enabled here. This is important if you are you have a maximum for the number of people that can sign up for event an event and then people end up backing out. It will allow you to put people on a waitlist for this signup and when it's applicable, you can take people from the wait list and add them to your event. This is how you pick the max number of registrants per registration, then registrar options. This can be helpful. These essentially pick whether the registrar who is that main person that is signing other people up in an event registration, whether we want to use their information if they're logged in and automatically prefill who the registrar is, or we can take the information from the first registrant they sign up and just assume who the registrar is essentially, and they won't even get the option to fill out the registrant form or yeah. The registrar form. Then you could also prefill the first registrant and say we know that the person's parent is the one who's signing them up. We automatically prefill them as the registrar, and we also allow them to edit the registrar information if they'd . Whereas with use first registrant, they can't edit that info. Then prompts for registrar, this will just mean under all circumstances, we have a form available for the registrar to fill out and tell you who they are. Then show SMS opt in. This is helpful if you have a mobile number field and you want people to pick whether they can opt in or whether they want to opt in for SMS messages right from that form. Now notifications, this is how you pick what sort of people will be notified once a registration is complete. Also, you can pick whether you want to add person notes, and this is when someone registers. There will be a special note type that will be added to a person's profile and say something Ted Decker registered for summer camp twenty twenty six. Then you can pick whether a login is required to fill out a registration. Now here's finances. You can pick whether you want the template, what we're looking at now, or the instance to be the place where cost is set. And there's a lot more stuff that you're gonna set up here if it's on the template. You pick the gateway, the financial gateway, how you wanna prefix the batches, the cost of this registration, the minimum initial payment, meaning for someone to complete the registration, this is how much they have to pay. Then whether you want to enable payment plans so people can pay over multiple installments. And if you do that, there's more settings down here such as how frequently will they be paying, what options do they have for how frequently they pay. Then you can also pick whether you want to require full payment or payment plan, meaning that someone can't complete this registration without either paying or picking a payment plan for themselves. Then the default payment amount is also helpful if you want someone to pay a default amount before they can complete a form. Now here's some automations. You can run workflows when an entire registration is complete or when just one registrant completes the registration. Also important if you have if you wanna do some kind of verification, you can require a signature document. And we have another video on how to set up signature documents, but we have a field trip release one here, and this will put into the flow of someone signing up the option to well, it'll be required, not an option, but you'll sign a form digitally. Then you can also pick whether the people that register can go back and edit some of the information on their registration. But if you have a signature document required, the registrant can't go do this as it would void this signature document. Okay. Now this is where you actually set up the things that people see when they're signing up. So for example, first name, a very common one. If we click edit here, this will pop up and you can see there's a lot of different things we'll pick between, whether this is internal fields, common value, meaning that once if you're signing up multiple people, once you pick a value for just one of these, from then on, it will by default fill in that information for the other registrants. You can also pick internal field, meaning that this is hidden, but it's just a field that your team can use internally and manually fill in or even populate with a workflow. You can pick whether this is a required field, whether it will show on the grid, which would mean when you're looking at after someone's registered within Rock, whether you can easily see this essentially attribute. Then you can pick use current value. And this is helpful because it says, should this should the person's current value for this field be displayed when they register? Then you can pick whether you want this attribute to be shown on waitlist because sometimes people who are signing up for the waitlist will have less form fields to fill out since they're not necessarily going to be a part of their registration eventually. You can also lock the existing value. So once it's entered or a default value is entered, it can't be changed. Then you can pick pre HTML or post HTML to make this form look pretty or add some specific fields. And we have all kinds of different fields set up here and different sources. So if you were to add a new one of these, you can pick a source such as the person field, person attribute, group member attribute, or registrant attribute. And this just picks what will be filled by the value that's entered here. And once you pick that, you can actually pick attributes that have already been created. So for example, if you were to pick allergy and someone already had an allergy filled out on their profile, you could lock existing values so they can't change it and this will prefill for them or you can allow them to enter a new allergy and this will go on their profile or their person attribute, meaning this is really helpful for data entry. Now, this is a special section here. If you wanna pick who is eligible to sign up for an event, you can do that pretty easily. You can pick an age range, age classification, which that's something that you can set up, grade range, the gender, or a data view. And this is how you can get really specific because you can say only people that are in these characteristics with a really specific data view. Only these people can sign up. And just note, if you set up multiple things here such as age range from one to 10 and gender male, then it will mean that people will have to meet both of those criteria to be able to sign up. Then registration attributes. Here you can get specific about an attribute that you want to go on this registration such as when someone registers, you can pick whether childcare is needed. This is just an example of an attribute that we've added. And just clicking edit here, you can see this looks any other attribute in Rock with some advanced settings as well. So you can get really specific about what info you're tracking. Fees, this is stuff that's on top of the registration cost. You can add other things camp shirts that might vary in cost, the coffee fee, whatever you wanna add. And when you add any fee, you just give it a name, you can pick whether people can pick a different quantity, if there's a discount available, hide when none is remaining. So you can, for example, if there's just a stock of t shirts, only 10 are available, you can have this fee option hide once those are gone, and you can pick the maximum available here. Then discounts, this is really nice if you wanna offer a way for people to have a discount on their registration, say you want the first 10 people who sign up to get 30% off, you can do that. You can say the maximum amount of usage for it, maximum number of registrants or minimum that can use this discount code, whether it's a percentage or a dollar amount, and you can even auto apply discount if you'd to do so. Then placement configuration. We have another video covering group placement with events, but this is super important if you want to help kind of rally people into different groups for this registration. In the case of a summer camp, we have different groups set up for activities, cabins, and buses so that later on we can drop people into these different groups. Then terms and text. This is how you can really brand the event to your organization so it makes sense. You can change the name of the registrant, registration, the fee term, all kinds of things, and get really specific about the messages that your registrants receive. You can also show communication settings and there's all sorts of emails that you can set up as templates so that people get exactly the information that's helpful to them, whether they're being reminded of the registration or being reminded of a payment, wait list transition, things that. And then we'll save here. And once this saves, we have that template at our disposal and we can copy it if we'd . We can also lock off access if you wanna pick who has edit or view rights on this. We get a lot of information at a glance too about the template we just set up, and you can get right into group placements from here actually. You can also start adding instances immediately, and we have another video on how to do this as well. Okay. Now you've got a real event that people can sign up for. That's really exciting, and I'm sure you've got a lot of configuration to do, so get to that. And thanks for watching this video. Have a great day.