It's simple to use TryBooking to bring your registrations online, removing the need for paper forms and tedious admin involved with collating data. This makes TryBooking a perfect solution for sports association and team registrations, memberships, conferences, seminars and workshops.
Whilst setups may differ depending on what you're offering, there are a number of areas that registration-style events tend to have in common. These include but are not limited to:
- No fixed date and time or it spans over multiple dates
- Multiple categories for selection
- Require a level of custom data to be collected at the time of taking payment
This article covers:
Creating a registration event
There are multiple ways to structure a registration event on TryBooking, and the variables of your registration are going to dictate the best way for achieving this on the system. Planning these types of events before setup is crucial to get the most out of the system.
Creating the basics of the event
To begin creating your registration event:
- From the Dashboard, click Create an event
- Complete Step 1: Event Details, then click Next: Venue Details
- Complete Step 2: Venue Details, then click Next: Session Times
- If there is no venue for your registration eg. a Membership: Set the venue to be the location of your organisation
- Click Add Sessions
- With Add a single session time selected, in the Session Start Date and Time fields, enter the date and time you would like your attendees to arrive at your event
- If there is no fixed date and time: Set the Session Start and End Date and Times to span the duration of the period the registration covers eg. For an annual membership, you may choose to have the Start Date as 1 January and the End Date as 31 December.
- If your event spans across multiple days: you will be able to set your Session Start date and End dates to cover that period
- In the Booking Start Date and Time fields, enter the date and time that you would like to commence taking registrations
- In the Booking End Time fields, set when you would like to stop taking registrations
- Click Save, then Next: Create Tickets
- Select Paid, and then Create Ticket to add the registration fee.
Should you have different categories for registration, consider using Ticket Types to provide these options. It will also allow you to place a capacity these categories should you need to limit numbers
- Click Next: Add Images
- Complete Step 5: Add Images should you wish to add images to your event at this stage
- Click Create Event, and then Event Dashboard
If your registration event doesn't have a fixed date and time or runs over multiple dates, proceed with the below steps for Adjusting your Session Time. If the session time entered in the above steps reads appropriately for registration, continue to Building your custom form below.
Adjusting your Session Time
If your registration has no fixed date and time for participants to arrive, or you would like to change the Session Time format so that it reads more appropriate for the customer and what they are registering to, you can relabel your session time. This allows you to change the system date and time format to text of your choosing. This new text will come through to the booking pages, customers tickets, receipt, confirmation email and on your reports.
To change the label of the Session Time:
- From the left menu, click Sessions times, under Basic information
- Click Edit next to the session time you wish to relabel
- Select Additional Setting tab, and enter your chosen text is the Session Time Label field
- Click Save
Building your custom form
Data Collection allows you to build a custom form, ensuring you collect the data that is needed from your registrants. Along with participant data, you can collect emergency contact details, as well as declarations and permissions.
Keep in mind, the system will automatically collect the name, address, phone number, and email address of the person completing the booking. You will have access to this data via your reports. Avoid doubling up on these fields and only collect information that you will actively use. Excessive detail will only increase the level of frustration for you and your users.
To begin creating your custom form:
- From the left menu, go to Data collection, under Additional information
- Choose whether to add the field at the Once per Booking or Attendee level, by selecting Yes to Collect Information
- Click the button Add Field
- Complete all the fields
- Label: Indication as to what data should be entered/ the question you are asking the ticket buyer
- Mandatory: indicate whether the field must be completed in order to proceed with the booking
- Field type: choose from a range of field types for the ticket buyer to enter in the applicable data
List of Values is a great option for standardising responses, ensuring consistency in their responses and easier sorting of the data
- Field name (optional): set a custom tag for the field that can be used in your own ticket styles. Must be in Upper Case with no spaces
- Click Save and close
For a full guide on Data Collection (including field options, organising fields, assigning fields to specific ticket types, displaying data collected on to tickets issued, templates, and reporting on data collecting) please see Data collection and custom fields.
With your fields added, it is recommended that you go through Make a Booking or Preview on your event and select 2 tickets. This will assist you in confirming that you have set your fields up under the correct area.
Other features to consider
Here are some other features that are commonly used for registration events:
- Turn off E-Tickets: If no ticket is required for the participant to present for entry, you may wish to disable the E-tickets being issued. This would mean that the customer will only be issued with a receipt on completion of purchase
- Terms and Conditions: Provide your own terms and conditions outlining what the registration is valid for, any restrictions and refund exchange policies
- Headers: When offering a large number of options for the customer to select from, or if you have an extensive custom form, headers can be used to help break up these areas into categories. This can make the booking process more comprehensive for the customer
- Follow Up Email: Provide your customers with information on what to bring, time tables, delivery or collection instructions once they have completed their purchase