1. For a recurring or multi-day event in which you wish the registrant to use a calendar to select the days and activities, on the Event Settings tab of the event page wizard, you will complete the Time & Date at the top of the page. Because you can edit the days available using the Schedule tab, you may want to consider limiting the duration for your recurring event to a few months. This will also limit how far in advance constituents can sign up for the sessions. Durations should not exceed 420 days if you wish this event to be included on your event calendar.
2. Our example will be a volunteer event with multiple activities available on various days.
3. If the event is free, in the Financial Information section toggle the Free Event button to YES. This will hide the amount field on each ticket level.
4. If you would like to be able to use the Events Scheduler to do internal registrations, you can mark Show on Scheduler to YES. Remember that the internal scheduler does NOT allow you to enter any transactions. So if your recurring event has a fee associated with registration, you will still need to use the Event Page for all your registrations.
5. In the Ticketing section, toggle Display Quantity to YES to show how many positions or spots are available on any day for each ticket level.
6. For option 1 where we will allow registrants to choose specific days from the calendar, toggle Recurring Event to YES.
- You can customize the label of the shopping cart under the Shopping Cart Caption.
- If you want volunteers to be able to sign up for only one shift per day, toggle Allow only 1 ticket level/day to YES.
- The Generate only 1 ticket feature can be marked YES if you want to enable a multi-day registration feature.
- The Allow Multi-day Registration toggle allows registrants to select a level, then choose the days to participate instead of using the standard calendar where the day is chosen first, then the level.
- Multi-day registration can also be restricted for internal use only, meaning that feature would only be visible to internal users who are logged into the software and using the same browser to view the page. Toggle Internal Only to YES to keep the multi-day registration hidden from the public view.
7. In the Event Setup tab, you will add the different activities by clicking on+Add Level.
8. Note that if you have many activities that occur on the same day of the week, but occur at different times, like a morning shift and an afternoon shift, be sure to create a separate level for each. The calendar only allows you to select the day, not the time of day.
9. Add the details about the shift and activities to be performed in the Description field.
10. If the event was marked as a free event, the Price, Non-Refundable Fee, and Tax-Deductible Amount fields are not available. If this is an event with a price, you can enter it here.
11. You'll enter the quantity of spots available in the Qty Avail. field. You should always enter some quantity in here, even it is some very high number. This will help with the Scheduler tab when customizing which days are available, and which are not.
12. In the Level Purch. Limit field you can limit how many registrations can be made for this level. You should enter "1" if you do not want your constituents to sign up for anyone other than themselves. If you want to allow people to register more than one person one the same form, you can enter a maximum number or leave blank for unlimited additional guests.
13. In the # of Attendees per Purchase field, you typically enter "1" to indicate that each registration is for a single person.
14. You should leave the Minimum Quantity field blank unless the registrant must sign up more than one person at a time in order to select this shift.
15. Enter the Start Time and End Time for this shift.
16. If you wish to apply a time cutoff for registration, enter the number of minutes prior to the start of the shift in the Sales Cutoff (Minutes Before Start)field. For example, if you only wish to accept registrations within 60 minutes of the scheduled Start Time, then enter “60” in this field. The level will not be shown on the event page after the sales cutoff time.
17. Enter the days of the week this level will be available in Days Available. You can select multiple days. Using the scheduler, you will be able to adjust which days in each month or for the duration of your event the level will be available.
18. In most cases, Sponsorship Level is left blank, for recurring events.
19. If this level is going to be assigned to a Level Location, you can choose it from the drop down list.
20. You can also assign volunteers automatically to a Constituent Category and Subscribe to Email List in those fields.
21. The Default For, Fund, Event, Appeal are used for reporting on the Gifts grid, so if you would like to assign revenue categories to this specific level that are different than those assigned for the page, you can enter them here.
22. If this level will be assigned to a specific person for check in, you can select the user from the Person Responsible drop down list.
23. If this level should not be included on your event page, you can set Inactive to YES to hide this level. This will not affect any previous registrations.
24. If you wish this level to be visible to internal users only, you can make it an Offline Level by setting this to YES.
25. If you would like to restrict who can sign up for a specific level, you could also add an access code by toggling Use Access Code to YES and then creating a code in the Access Code field.
26. If this level is available only for members, you can activate the Member Only Level and select which membership page will be displayed if their membership is not found.
27. Check Notify when level is sold out and enter the email addresses to receive the notification if desired.
28. Click Update to save your changes.
29. If you would like to automatically assign volunteer hours or credit units when the attendee or volunteer is checked in to the event, you can provide Time Tracking Defaults under that tab.
- Toggle Create time tracking on check in to YES.
- You can assign the Service Categories as desired.
- By default, you would need to check in and check out the volunteer on the Attendance grid to calculate the number of hours and minutes they worked.
- If you prefer to pre-populate the service time just based on checking in, toggle the Use level start & end time to YES to used the Start Time and End Time entered in the Level Info. You also can just enter the Hours - Minutes - Dollar Value to pre-populate those times.
30. Click Update to save the information.
31. Recurring events will activate a new tab called Schedule. This tab allows you to customize the number of positions (tickets) available on any given day. For example, if you have a recurring event that will happen over several months and there is a holiday in that time frame when your organization will be closed, you can customize how many spots are available.
32. This grid can be filtered and sorted like other grids in the software.
33. The example below shows that the organization will be closed for Independence Day on July 4th.
34. Clicking on the # of Tickets on that day, you can reduce the number of spots available to 0.
35. On any given day, you can reduce the number of spots available, but you cannot increase them.
36. Click on Save changes to save the schedule.
37. Use the Attendee Info tab cautiously. Capture Attendee Info is generally left to NO for recurring events because the registrant will need to enter the name and address for each session they select from the calendar. If you do allow registrants to register for themselves and others, you can set this to YES and create any custom Attendee Fields required. You can learn more about the Attendee Info tabs features in this article "What is the Attendee Info tab used for?"
38. If you need to capture general questions, you can use the Capture Event Questions Only option.
39. Click Save & Next when complete.
40. You can continue customizing the style and thank you message. When you get to the Preview & Publish step, your page will be ready to share.
41. On the registration page, under the Single Day Select option, the registrant chooses the day on the calendar to reveal what shifts (levels) are available on that day.
42. They will make their selection by entering a quantity in the QTY field, then click Add to Cart.
43. They can continue selecting days and levels and each is recorded in their shopping cart. They can click the “x” to remove a selection.
44. When finished, the person completing the form will enter their information at the bottom of the page and click Submit to complete the registration.
45. If you activated the Multi Day Select option, instead of seeing a calendar, the registrant will select a ticket level (activity) and then see all the days available.
46. If you have a very long time frame, the registrant may need to toggle through the pages or edit the From and To fields to make their selections.
47. The registrant would UNCHECK any of the days they did not wish to register for.
48. When finished, the person completing the form will enter their information at the bottom of the page and click Submit to complete the registration.
49. Once the registration is submitted the Registrant will receive a thank you email with a list of the levels they have registered for. Registrants and attendees for events can be viewed and managed in the Events Module.
50. In either the single day or multi-day registration, on the Event Attendance grid, you will be able to see each constituent, the Ticket Level (activity) they registered for as well as which date they signed up for under the Event Starts On date column.
51. You can add filters to this column to show only registrations for specific days to date ranges for check in.
