How To: Set Up Registration

Task

Complete the Registration Setup to enable Registrations within the platform

Pre-requisites

• Create a Tenant
• Create an Event

Instructions

Step 1: Tenants

The first step to check off, is to go to Global Setup > Tenants > blue Edit Pencil then scroll all the way to the bottom to Tenant Registration Configuration.

There are two options to Enable/Disable:

User Registration 

If enabled, users can register accounts in the platform.

If disabled, no user accounts can be created, effectively disabling all registration processes.

• If Registration is On Platform, this should be turned ON.
• If Registration is Off Platform and you’re importing Users and Registrations, this should be turned OFF.

Having it turned on makes the Log In page look like this:

There are two sections – Log In, and Create Your Account.

If you decide to disable User Registration, please ensure you update the header to say "Log In to Your Account". The header "Log In or Create Your Account should only be used if User Creation is enabled. 

Per Event Registration

Enable per event registration and content restrictions throughout the platform. If enabled, users are not granted access to any content until an event registration has been completed. DO NOT edit this unless you are positive you want to change how registration works, this is a GLOBAL setting.

• If Registration is On Platform, this should be turned ON.
• If Registration is Off Platform and you’re importing Users and Registrations, this should be turned ON.

Enabling this option gives you the Registration options on the black menu in the backend:

Note:

• If you’re allowing Invoice as a payment method on the platform, you must ensure the Tenant Info, Contact Details and Address fields are completed, for Tax Invoice purposes.

Step 2: Registration Set Up

Go to Registration Setup > Registration Setup, then scroll to the very bottom of the page, and click Edit.

The make your way down the page accordingly.

Features to Enable/Disable

We do not use:

• Travel During Registration
• Enable EFT Payments
• Enable Membership (this was a one-off for a specific event, ignore it)
• Accommodation

We do use:

• Addons During Registration
  • Adding the ability to register to specific Sessions/Workshops (see notes above why we avoid using this if possible)
• Require eSignature
  • Delegates must provide a digital signature to accept an agreement during the registration journey
• Enable Invoice Payments
  • If enabled, client must reconcile the payment before access is granted to the delegate
• Show Registration Dates and Pricing Table During Registration
  • Delegates can see a complete pricing table when choosing a delegate type. We switch this on 99% of the time.
• Tax Exclusive
  • Almost always set to No, so prices are shown with taxes included as per:

Registration Pricing Information

Tax Name: GST

Tax Percentage: 10%

Note:

• The percentage has to be added in, if it’s not, the registration won’t work. Even if it’s 0, you have to pop a “0” in. Even if you’re importing data/Registration is Off Platform.

Invoice Content

Invoice Footer Title:

Enter a title to be shown at the bottom of invoices, i.e. Bank Account Information etc.

For example, a company name: The Mathematical Association of Victoria ABN

Invoice Footer Text:

Enter text to be shown at the bottom of invoices below the invoice footer title.

This should include bank account information if accepting EFT or invoice payments.

For example:

BSB:

Account:

Reference: Invoice Number & Name

Payment Terms: If paying via EFT/Invoice, payments are required 7 days from the date issued.

Note: You can do custom HTML in the Footer Text field to add a Logo.

Registration Agreement

A space clients can populate if they’d like delegates to agree to T&Cs.

You can add a Header for this page down lower in the settings (in a strange order).

This page is shown once your elected registration is confirmed and prior to proceeding to payment.

Registration agreement required must be turned ‘on’ in each delegate type to show this page.

Tip: The registration agreement text can be populated on a custom page and hyperlinked anywhere on the site, should you wish to share the terms and agreements of attendance with delegates before they proceed through registration.

Registration Pages Content

Intro Page Header &

Intro Page Text Content

URL slug is /registrations/page/intro

Membership Page Header &

Membership Page Text Content

Skip

Delegate Type Page Header &

Delegate Type Page Text Content

URL slug is /registrations/page/type if the delegate group step does not exist.

URL slug is /registrations/page/type?group=id if the delegate group step does exist.

Delegate Type Group Page Header &

Delegate Type Group Page Text Content

URL slug is /registrations/page/type_groups

Agreement Page Header

Agreement Page Text Content

URL slug is /registrations/page/agreement

Addons Page Header &

Addons Page Text Content

URL slug is /registrations/page/addons

Note:

• When you use Add Ons to allow delegates to register for Sessions/Workshops, it adds a “Register Now” button to their respective pages.
  This is currently a loophole – if the delegate has already completed their Registration, and then clicks the Register Now button on a specific Session/Workshop, it allows them to register for it for free (you can’t pay for something extra after your have already completed paying for your registration).
  If Registration is free however, then no problem!

Travel Page Header &

Travel Page Text Content

Skip

Confirmation Page Header &

Confirmation Page Text Content

URL slug is /registrations/page/confirm

Pending Approval Page Header &

Pending Approval Page Text Content

URL slug is /registrations/page/pending

Tip:

• It’s a good idea to add a note such as the following here: “Your registration application has been received. It will be reviewed by the event organisers and once approved you will receive an email welcoming you back to the platform to proceed with payment.”

Payment Page Header &

Payment Page Text Content

URL slug is /registrations/page/payment

Tip:

• It’s a good idea to add a note such as the following here: “There will be a 1.75% credit card administration fee on your payment. Your Tax Invoice showing your payment will be sent upon confirmation of payment below.”

Registration Complete Page Header &

Registration Complete Page Text Content

URL slug is /registrations/page/finish

Tip:

• Common text here is something along the lines of “You're Registered!” and “Thank you for your registration, a confirmation email has been sent.”

Existing Registration Page Header &

Existing Registration Page Text Content

URL slug is /registrations/page/existing

Tip:

• Common text here is something along the lines of “You are already Registered!”.
  It’s also a good idea to add a link to their Dashboard so they can review their Registration:
  https://eventurl.delegateconnect.co/my/registrations
  My Account > My Dashboard > My Registrations

Step 3 – Payment Methods

Go to Registration Setup

Getting started

• Click Global setup > Tenants
• Enter your organisation tax information
• Click Registration setup > Registration setup
• Set up your tax applicable rules
• This can be set according to country if required

Credit Card
The Joyn platform supports payment integrations with three credit card processing gateways. Reach out to your Account Manager for further details on integrating other payment gateways.

• Stripe
• Payway
• Migs
  
  

To action

• Provide Joyn your Publishable Key & Secret Key
• The technical team will complete the integration with your payment portal
• Clients wholly manage their financial system
• The integration is simply a portal for our platform to proceed with payments using your financial tool.
• Finally, edit your credit card payment method to add a processing fee if required as per financial system.
• Click Registration setup > Payment methods > Create payment method

Pay by invoice

The platform offers delegates the ability to pay for their attendance via invoice.

Important items to note:

• The platform issues invoices automatically
• These invoice numbers are generated by the site and are issued in ascending order.
• Information populated is taken from the platform directly
• The invoice footer is customisable using free text of HTML code.

To action

• Click Registration setup > Registration setup
• Click ‘enable invoice payment’
• Set up your tax applicable rules
• Enter your invoice payment instructions in the invoice footer
• Example of completed code
  <a href="enter your platform URL"><img src="Resource download link" alt="alternate text for accessibility" border="0" style="width: 900px; height: 125px;"></a>

Step 4 – Registration Dates

Go to Registration Setup > Registration Dates

Here you input what dates what registration fees will be open between.

An example of when this is useful when a client offers Early Bird pricing, and then Standard pricing.

If you had more than one set of dates, they’d appear in columns side by side.

The screenshot below just has the one, “Registration fees”.

Step 5 – Delegate Type Groups Optional

Go to Registration Setup > Delegate Type Groups

Here you input Delegate Type Groups if applicable.

An example of when this is useful when a client offers Not For Profit, and Gov/Corp Rates.

Your Delegate Types would sit within those Groups.

Step 6 – Delegate Types

Go to Registration Setup > Delegate Type

Here you input Delegate Types.

Delegate Type Info Note:

• Skip the Description box, and put your description of the delegate type in the Inclusions box.

Approval Required

Enable this if client wants approval process enabled.

Agreement Required

Enable this if you want the Agreement you’d set up earlier in Registration Set Up to display earlier (a generic one), or the one you have set up in this specific Delegate Type.

Interests Required

We haven’t used this before, but basically it requires the delegate to select their Interests during the Registration process, rather than via their User profile.

Registration Enabled

If you want this Delegate Type you’re setting up to display, you must set this as enabled.

An instance where it might be hidden, is if a client wants to manually input some complimentary regos via this Type on the backend.

Then choose your Event and Delegate Type Group/s (where applicable).

Delegate Type Pricing Information

Input your Default Price (excluding tax).

Then you can choose to add date-specific pricing (excluding tax):

Note:

• You need to be across the date ranges you’d input earlier, as on the dropdown box, the labels don’t appear, only the dates.

Note:

• If Registration is On Platform, you need put in a price, even if it’s “0”.

Delegate Type Content Restrictions Configuration

Select your Themes and Days.

Tip:

• Ensure you check these details prior to opening the platform – make it one of your final pre-launch checks.

Delegate Type Permissions

Enable/Disable the features you want this delegate type to be able to access.

Note:

• Access Live Streams says “User can access live streams for the days/themes that have been selected”. This is a bit misleading. For example, let’s say I’m in Room 1, and I’m allowed to see the Theme that’s on at 9:00am, but then at 10:00am, the Theme changes – it won’t kick me out of that page if I’m already consuming that content. Access is denied if users navigate away from the page and attempts to return to it.
• If you want to do something like this, it’s best to have multiple Rooms, with one Theme per room.
  

Note:

• When you turn on “Video Meetings” on an Event to allow access to Round Table/Networking Rooms, it also allows access to Booking 1:1 Meetings. Here in the Delegate Types is where you can restrict that if you need to.
• Please note however that as an Admin User (both you, and the client), will still be able to see “Book A Meeting” as an option even if you have turned it off. Log In as a User who doesn’t have access to 1:1 meetings, and you’ll see the option won’t be there. Don’t stress.

Schedule/Attend Meetings = “Book A Meeting”, 1:1 meetings.

Access Small Group Networking = Round Table/Networking Rooms.

Delegate Type Email Text

Here you can add specific text you’d like to send out to that Delegate Type when using the Registration Trigger Emails, for example, as highlighted below:

An example of when this can be useful is for a Hybrid event, to tell a specific Delegate Type – i.e. an Exhibitor – their specific restrictions for arrival on the day.

Step 7 – Registration Discount Optional

Go to Registration Setup > Registration Discounts

Here you can set up discount codes.

Tip:

• In the Discount Code field, don’t use any symbols or spaces.

Note:

• You can put a start date and an end date, however, the End Date cannot be after registration ends.

Step 8 – Registration Pages

Go to Registration Setup > Registration Pages

This is where you can add a Custom Page. In the examples used above, a Custom Page was created to capture extra information from the Delegate.

You can select what Delegate Types this page will appear for.

URL slug is /registrations/page/custom_page

Step 9 – Registration Fields

Go to Registration Setup > Registration Fields

This is where you can add the fields to populate your Custom Page.

This is probably the most time-consuming part of registration.

Note:

• If you have multiple Custom Pages and want them to have some of the same fields, you have to create a field per page. You can’t make one field you create appear on multiple pages.

Note:

• Field Type – Radio boxes and Check boxes appear to be the same thing.

Note:

• List of options – put a comma between each option:

Tip:

• When rearranging the order, click on the Up/Down arrow multiple times in quick succession however many times you want it to move.

Step 10 – Trigger Notifications

Go to Notifications > Trigger Notifications

There are a few emails we need to set up ready for Registration.

register_account

This email is sent once a delegate creates a User Account, to prompt them to now Register (to continue the journey). Just to ensure delegates don’t think they’ve done all the need to do; they need to keep going and Register.

If the client is using Approvals;

1. registration_pending_notifier
   • Received when they have gone through the Registration process e.g. “Thanks for Registering, you’ll be notified when you’re Approved”.
2. registration_acceptance_notifier
   • If client approves the delegate’s registration
3. registration_rejection_notifier
   • If the client rejects the delegate’s registration
   • ALWAYS get the client to write this, as it can be quite controversial if someone is rejected. The copy should be sensitive, considered.
   • Ensure the Subject line is edited too so it’s not so harsh.

registration_invoice_confirm_notifier

Credit Card payment – n/a

Invoice payment – this sends the delegate a copy of their invoice, and states you are not actually registered, you need to pay this first.

registration_invoice_paid_notifier

Credit Card payment – this is sent once a delegate has paid via Credit Card (as payment is instant).

Invoice payment – this is sent once the client confirms they have received the funds and clears it.

registration_cancelled_notifier

This is sent if a registration is cancelled.

Note:

• {{url}} cannot be copied and pasted between different Trigger Notifications. What they say/link to, are hardcoded into the specific notification. Best not to let clients edit this.

Tip:

• To ensure you’re happy with what they look like and the links are working, set yourself up with another email address and send yourself a test.

Additional Notes regarding Registration: 

Approval Process

A client can choose to add an Approval process to Registration.

Go to Registration > Pending Approval

This is where the client can approve or reject a Registration, and the corresponding Trigger Notification email will send.

Note: If the platform does have the Approval process turned on, then the delegate will not be prompted to make payment until they are approved. Once the delegate receives approval, they have to return to the platform to pay.

Invoice Payments

Go to Registration > Registration Payments Reconciliation

This is where the client can mark a registration as paid once they have confirmed the funds have been received.

The delegate will then be notified by the appropriate Trigger Notification accordingly.

All relevant information can be found in the platform to fully reconcile payments, however the reconciliation page may be slightly limited in its ability to provide you all details. 

• Link to page that allows you to confirm payment reconciled for delegates: https://chsp.delegateconnect.co/registrations/payment_reconciliations
• Link to page that shows all registration information: https://chsp.delegateconnect.co/reports/registrations
  • This is found in the menu icons on the left under Reports>Registration>Registrations
  • Click ‘show all’
  • Then download CSV file

Here you can see all registration information, including: 

• Name; 
• Email;
• company (check column w);
• payment type (invoice or stripe); 
• invoice number;
• stripe transaction ID; 
• total outstanding amount. 

We recommend advising delegates to include their invoice number in the payment reference (this should be at the footer of an invoice). Then you can cross reference according to invoice number in the first instance and then also check company, name and email to finalise attributing the payment to a delegate. Once the payment has been reconciled in your company’s accounting system, then you can head to the pending reconciliation page to approve their attendance.

Refunds/Cancellations

Go to Registration > Registrations

Find the User, then click on the green Open Book icon. Go all the way down to the “Cancel Registration” button.

And then here you can do a Full or Partial Refund, and add in Refund Notes (which will pull across to the Trigger Notification).

A Tax Invoice will also send with the Trigger Notification.

This is a common occurrence where a delegate selects that they want to pay via Credit Card, but then changes their mind.

We have to cancel their Registration as per the above, and they have to start the process again (in that instance, you’d make the refund amount $0).

Note:

• We never complete approvals, reconciliations, refunds etc. – we show the client how to do it, and leave it to them. We do not take care of money.

Payments

Go to Registration > Payments

This is where all payments that have been made are recorded.

Note:

• It includes payments from any prior events also under that Tenant. However, if you go to Reports, it will only pull through data from the current event.

Outcome

Once all steps have been completed, Registration will now be setup and ready to be used within your Event/Platform. 

Further Reading

• Registration - Customer Journey